HVAC Preventive Maintenance MSA- Annapolis

The Maryland State Archives in Annapolis is soliciting bids on a Master Service Agreement for HVAC preventive maintenance, inspection, repair support, and emergency response services, with bids due August 26, 2026 at 10:00 AM and a pre-bid conference on August 7, 2026. This is a Small Business Reserve Procurement limited to certified small businesses as defined by the State of Maryland's Department of Social and Economic Mobility's Office of Small, Minority & Women Business Affairs.

The scope covers quarterly preventative maintenance inspections; annual boiler preparation for state inspection; seasonal boiler operation preparation; twice-yearly domestic water heater analysis; pneumatic and control system servicing and calibration; 24/7 emergency response within four hours; and annual chiller and cooling tower maintenance with laboratory oil analysis for HVAC systems serving the agency's critical server rooms. The contractor must demonstrate at least ten years of HVAC servicing experience and hold a Maryland business license. Experience with Liebert and Nortec HVAC systems and humidifiers is required. Bidders must submit financial statements for the prior two years, a bid bond, minimum qualifications documentation, and reference checks with comparable project experience.

The contract runs from August 17, 2026 through June 30, 2027 (base year) with two optional one-year renewal periods. Award is based on lowest responsive bid price under Competitive Sealed Bidding. Bidders must provide hourly rates for normal business hours and after-hours emergency service (before 7:00 AM or after 5:30 PM Monday through Friday, and all day Saturday and Sunday), plus material markup percentages. Contractors must carry Commercial General Liability insurance of at least $1 million combined single limit per occurrence and Worker's Compensation insurance of at least $1 million per occurrence, with the State listed as additional insured. MBE and VSBE subcontracting participation goals are both zero percent. Written questions are due August 17, 2026 by 5:00 PM. Public bid opening is August 10, 2026 at 10:00 AM at 350 Rowe Boulevard, Annapolis. Successful bidders must remit a 1% electronic transaction fee on total invoiced amounts within 45 days after each reporting period.