HVACR Services for Repairs and Maintenance

The Illinois Department of Corrections is requesting quotes for HVACR repair and maintenance services at Menard Correctional Center in Menard, Illinois, with bids due August 31, 2026 at 10:00 a.m. The vendor must be qualified and licensed to service over 125 HVAC and refrigeration units facility-wide.

The scope includes preventative maintenance and repairs on refrigeration units, coolers, freezers, and ice machines; Freon leak detection; thermostat regulation; compressor repairs; internal wiring and motor replacement; and troubleshooting. The vendor must respond to emergency service requests within four hours and provide call-back services at no additional charge. All repairs and preventative maintenance must follow manufacturer specifications using OEM parts or approved substitutes. Work is performed during normal business hours (Monday–Friday, 7:00 a.m. to 3:00 p.m.) at Menard Correctional Center; overtime rates apply for requests between 3:00 p.m. and 7:00 a.m. Material costs are billed at invoiced cost (estimated $8,000 for the contract term) with supplier invoices required for verification. All employees must pass security background checks and drug testing prior to on-site work. Subcontracting is not permitted.

The contract has an initial one-year term with a maximum total term of ten years including renewals and extensions. Bid prices must remain firm for 120 days from opening. Material costs are estimated at $8,000; labor pricing will be entered by the State prior to contract execution with a maximum amount to be determined. Award goes to the responsive and responsible vendor submitting the lowest price.

The vendor must maintain General Commercial Liability insurance of $1 million per occurrence and $2 million annual aggregate, Auto Liability of $1 million per occurrence, and Workers' Compensation as required by law. Illinois Prevailing Wage Act requirements apply. Standard Illinois Certifications and State Terms and Conditions must be completed and submitted with the bid. A pre-bid conference and site visit are available but not mandatory.