HVAC Unit Purchase- SBE Server Room

The Maryland State Board of Elections is soliciting proposals from qualified commercial HVAC contractors to replace existing server room cooling systems at 151 West Street, Suite 200 in Annapolis, Maryland, with proposals due August 13, 2026 at 2:00 p.m. and mandatory project completion by September 30, 2026.

The scope includes removal and environmentally compliant disposal of existing Liebert and Carrier precision cooling and condensing units; refrigerant recovery per EPA regulations; installation of new indoor and outdoor equipment, refrigerant and condensate piping, electrical connections, controls, and equipment supports; roof work and crane services; startup, commissioning, and owner training. The system must maintain temperatures adjustable between 68°F and 75°F (normal setpoint 72°F) and relative humidity between 40% and 60%. The design must incorporate redundant cooling with N+1 redundancy, lead/lag operation, or duty/standby operation to ensure cooling is maintained if one unit fails.

Proposals must include a comprehensive cooling load analysis calculating existing server heat load, UPS heat load, network equipment heat load, lighting load, occupancy load, and ventilation load with recommended cooling capacity and safety factor. Equipment specifications, manufacturer literature, warranty documentation, maintenance pricing for preventive and emergency services, and as-built drawings (if modified) are required. Contractors must demonstrate qualifications through experience installing HVAC systems supporting data centers, server rooms, telecommunications facilities, and government facilities, with references for at least three similar projects. The contractor must maintain continuous cooling throughout the project and provide temporary cooling at no additional cost if work would otherwise leave the server room without adequate cooling.

Bidders confirm their ability to meet the mandatory September 30, 2026 completion requirement unless an exception is expressly identified in the bid. Proposals are submitted by email to Whitney.LeRoux@Maryland.Gov.