HVAC Services Southeast Iowa Region

The State of Iowa, through its Department of Administrative Services, is soliciting bids via a Request for Bids (RFB) to establish a Master Agreement for heating, ventilation, and air conditioning (HVAC) services to support all State Agencies in the Southeast region of Iowa. The procurement encompasses preventative maintenance, repair, and replacement of HVAC equipment and components with specified response time requirements: 24 hours for non-emergency requests and 4 hours for emergency situations involving safety hazards, extreme temperatures, property risk, or critical infrastructure issues. Qualified vendors must demonstrate the capacity to provide timely and reliable HVAC services while complying with Iowa Code sections 26.2, 26.3, 26, and 573 regarding public improvements and competitive bid thresholds. Submissions must be made electronically through the Iowa IMPACS system by 2:00 p.m. (CT) on Friday, April 10, 2026, with written questions and clarification requests due by Monday, March 31, 2026, at 2:00 p.m. (CT). The contract will commence on April 1, 2026, and continue through March 31, 2027, with potential renewal for up to five additional years by mutual agreement. No site visit is associated with this solicitation, and awards will be made to the lowest responsible bidder(s) based on price, with bid prices remaining firm during the first year and subject to adjustment during renewal periods at the State's discretion.

The solicitation does not specify set-asides for disadvantaged enterprises or restrictions limiting participation to particular organization types. Contractors must register to do business in Iowa prior to payment authorization and may be required to undergo background checks and comply with facility-specific security protocols. Emergency response labor performed outside standard operational hours (Monday-Friday, 7:00 a.m. to 5:00 p.m.) must be explicitly initiated or pre-authorized by the Agency, and travel expenses are reimbursable according to the Department of Administrative Services State Accounting Enterprise Procedure 210-245 with required documentation. Material mark-ups must be substantiated with original paid invoices or receipts submitted with invoices. No incumbent vendors or existing contractor information is identified in the available documentation, and no specific budget range or award value is disclosed in the solicitation materials.