HVAC Service for DNR facilities in 11 Northern Ohio Counties
Closed State & local contract opportunity Posted
- Solicitation number
- SRC0000032018
- State
- Ohio
- Responses due
Opportunity facts
- Jurisdiction
Opportunity details come from ohiobuys.ohio.gov. Updated .
About this opportunity
The Ohio Department of Natural Resources (ODNR) is seeking HVAC service providers for facilities across 11 northern Ohio counties, with a specific focus on Divisions of Parks and Watercraft, Natural Areas and Preserves, Forestry, and Oil and Gas. The contract period will run from July 1, 2025 through June 30, 2027, covering preventative maintenance and repair services for various state facilities. Bidders must agree to service all facilities within a specific county to be awarded the contract, with special considerations for Erie and Ottawa Counties' island state parks. Suppliers may bid on multiple counties but must demonstrate capacity to meet service demands across all awarded regions. The procurement requires completion of a detailed Excel spreadsheet with pricing information, including a scenario-based approach to compare bids. An optional pre-bid meeting will be held via Microsoft Teams on July 8th, 2025 at 11:00am-12:00pm, and potential bidders are encouraged to visit facilities prior to submitting proposals. The final bid response is due by July 18, 2025, with bids to be evaluated on a county-by-county basis to identify the lowest responsive and responsible bidder.
The state encourages participation from Minority Business Enterprises (MBE) and Executive Diversity, Growth and Equity (EDGE) vendors, though no explicit set-aside requirements are specified in the documentation. Contractors must comply with Ohio state requirements, including ethics laws, election laws, and workers' compensation regulations. The solicitation includes strict provisions about service location, mandating that contractors disclose principal business locations and affirm that services will be performed within the United States. While no specific budget range is explicitly stated, the contract allows for pricing that includes a 10% markup on materials and detailed hourly rates for various service classifications. Contractors will be required to submit invoices directly to Ohio Shared Services with specific documentation, including unique invoice numbers, complete service itemization, and line-item charges. The contract terms allow for potential renewals and are subject to funding appropriations by the Ohio General Assembly, with the state retaining the right to terminate the agreement if sufficient funding is not continued.
Opportunity text
2 versions
Update #2 · Latest ·
Amendment is to correct supplier grid to add Mahoning and Ashtabula Counties. Please re-submit for all locations. Sorry for the confusion. Project Background: The Ohio Department of Natural Resources Divisions of Parks and Watercraft, Natural Areas and Preserves, Forestry and Oil and Gas are looking to contract with HVAC suppliers for the period of July 1, 2025 through June 30, 2027 for all preventative maintenance and repair services.
Bid Instructions:
- Award will be made by Ohio county. Suppliers must agree to service all facilities within that county to be awarded. For Erie and Ottawa Counties with Island State Parks, preference will be given to a supplier that agrees to service all parks. If a supplier wishes to bid only on the mainland parks, they may be awarded if no supplier bids the entire county.
- Suppliers may bid on and be awarded multiple counties. Please keep in mind that if awarded multiple counties, the supplier must be able to meet the demand of each facility in addition to normal customer load.
- Each county will be awarded separately, therefore bids submitted do not need to be identical for each county bid.
- Each instance of repair or preventative maintenance will be unique to the situation. In order to award, a scenario is given on the attached Excel spreadsheet so that pricing can be compared. For each county to be bid, please fill out and attach the Excel spreadsheet. To bid multiple counties, fill out a new tab for each. The template has 5 tabs pre-made, but feel free to add additional tabs if needed. Each supplier should upload one completed Excel spreadsheet with a tab for each county.
- Please see the attached document by Ohio county. Every County has a tab showing each facility with a list of the types of HVAC units present.
Locations: Please see the attached documents by Ohio county. Every County spreadsheet has a tab for each facility with a list of the types of HVAC units present. Site Visit & Point of Contact: Prior to submitting a bid response, offerors are encouraged to visit the facilities to see the proposed locations. PreBid Meeting: An optional pre-bid meeting will take place via Microsoft Teams on July 8th, 2025 at 11:00am-12:00pm. This is a chance to ask questions about the solicitation. All other inquiries will need to be submitted via the Inquiry tab within the solicitation. Link to the meeting is in the attached RFQ.
Update #1 ·
Project Background: The Ohio Department of Natural Resources Divisions of Parks and Watercraft, Natural Areas and Preserves, Forestry and Oil and Gas are looking to contract with HVAC suppliers for the period of July 1, 2025 through June 30, 2027 for all preventative maintenance and repair services.
Bid Instructions:
- Award will be made by Ohio county. Suppliers must agree to service all facilities within that county to be awarded. For Erie and Ottawa Counties with Island State Parks, preference will be given to a supplier that agrees to service all parks. If a supplier wishes to bid only on the mainland parks, they may be awarded if no supplier bids the entire county.
- Suppliers may bid on and be awarded multiple counties. Please keep in mind that if awarded multiple counties, the supplier must be able to meet the demand of each facility in addition to normal customer load.
- Each county will be awarded separately, therefore bids submitted do not need to be identical for each county bid.
- Each instance of repair or preventative maintenance will be unique to the situation. In order to award, a scenario is given on the attached Excel spreadsheet so that pricing can be compared. For each county to be bid, please fill out and attach the Excel spreadsheet. To bid multiple counties, fill out a new tab for each. The template has 5 tabs pre-made, but feel free to add additional tabs if needed. Each supplier should upload one completed Excel spreadsheet with a tab for each county.
- Please see the attached document by Ohio county. Every County has a tab showing each facility with a list of the types of HVAC units present.
Locations: Please see the attached documents by Ohio county. Every County spreadsheet has a tab for each facility with a list of the types of HVAC units present. Site Visit & Point of Contact: Prior to submitting a bid response, offerors are encouraged to visit the facilities to see the proposed locations. PreBid Meeting: An optional pre-bid meeting will take place via Microsoft Teams on July 8th, 2025 at 11:00am-12:00pm. This is a chance to ask questions about the solicitation. All other inquiries will need to be submitted via the Inquiry tab within the solicitation. Link to the meeting is in the attached RFQ.
Files
| File | Type | Posted |
|---|---|---|
| Affirmation_and_Disclosure_Form_5-20-24_fillable_form.pdf | ||
| HVAC_Bidder_Solicitation_Grid (1).xlsx | XLSX spreadsheet | |
| Addendum to Bid Quote Base Template (Non-Federal Funds)_Rev. 2024 09 13.docx | DOCX document | |
| DAS Standard_T_C_3-31-25.pdf | ||
| HVAC_County_Facilities_ACS_Bid.xlsx | XLSX spreadsheet | |
| RFQ_HVAC_Secondary_Solicitation - NE.docx | DOCX document | |
| HVAC_Bidder_Solicitation_Grid (1).xlsx | XLSX spreadsheet | |
| Addendum to Bid Quote Base Template (Non-Federal Funds)_Rev. 2024 09 13.docx | DOCX document | |
| Affirmation_and_Disclosure_Form_5-20-24_fillable_form.pdf | ||
| DAS Standard_T_C_3-31-25.pdf | ||
| HVAC County Facilities ACS Bid.xlsx | XLSX spreadsheet | |
| RFQ_HVAC_Secondary_Solicitation - NE.docx | DOCX document |
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