HVAC Repair and Maintenance

The Arkansas Department of Shared Administrative Services Office of State Procurement, on behalf of the Arkansas Department of Veteran Affairs, is conducting an Invitation for Bid (IFB) for HVAC repair, maintenance, and retrofitting services at the Arkansas State Veterans Home located at 2401 John Ashley Drive, North Little Rock, Arkansas. The solicitation (S000000522) seeks a qualified contractor to provide comprehensive HVAC services for nine LG Variable Refrigerant Flow (VRF) systems, nine AAON Dedicated Outdoor Air systems (DOAS), and other HVAC equipment that may be added during the contract term. Required services include repair, installation, retrofitting, parts provision, and training on new equipment, with pricing submitted across three cost tables addressing annual maintenance costs (spring pre-cooling, fall pre-heating, summer, and winter), hourly labor rates for standard and after-hours work, and equipment markup percentages against an estimated $80,000 annual equipment budget. Prospective contractors must demonstrate three years of experience installing, repairing, and maintaining HVAC systems; possess a valid Arkansas Class A-E or Lifetime HVAC/R Contractor License; maintain current EPA Section 608 certification; and hold current certifications from both the LG Training Academy (including LGMV) and AAON Technical Academy. Performance standards require emergency on-site assessments within two hours of notification, installations within 30 business days, repairs within 21 business days, and maintenance within five business days, with timeliness penalties of $100 per calendar day of non-compliance and quality assurance penalties of $300 for each additional repair trip. Award will be made to the responsive and responsible bidder submitting the lowest total weighted cost (20 percent maintenance costs, 60 percent hourly labor, and 20 percent equipment markup). Bid responses are due by April 16, 2026, at 2:00 p.m. Central Time through ARBuy, with a live bid opening via Microsoft Teams; prospective contractors may submit clarification questions by midnight Central Time on March 23, 2026, with responses anticipated by March 27, 2026. The anticipated contract start date is May 18, 2026, with an initial one-year term renewable for up to six additional one-year terms, not to exceed seven consecutive years total.

Prospective contractors must certify compliance with Arkansas state laws regarding boycotts of Israel, energy industries, fossil fuels, firearms, and ammunition, and must confirm they are not Scrutinized Companies and do not knowingly employ illegal immigrants; the solicitation does not indicate specific set-asides for disadvantaged enterprises or minority-owned businesses. All prospective contractors must complete and submit the Contract and Grant Disclosure and Certification Form as a condition for contract award, with disclosure of any relationships between the contractor, its principals, or individuals holding 10 percent or greater ownership interests and current or former members of the General Assembly, Constitutional Officers, State Board or Commission Members, or State Employees; failure to complete required disclosures constitutes a material breach. Contractors must require all subcontractors to complete identical disclosure forms and submit them to the state agency within ten days of entering into subcontract agreements. The solicitation does not identify any incumbent vendors or current contractors, though the contract will require integration with existing LG VRF and AAON DOAS equipment infrastructure at the facility. Prospective contractors must provide a standard manufacturer's warranty for parts and equipment and a minimum one-year labor warranty on all work, with state and local sales taxes excluded from bid pricing. No specific award value or budget range is disclosed in the available solicitation documents.