IDOC - HVAC Upgrades - 5 Mini-Split Units

The Illinois Department of Corrections (IDOC) is seeking a qualified vendor to execute a one-time service contract for HVAC upgrades at the Centralia Correctional Center, specifically involving the purchase and installation of five mini-split air conditioning units. The project requires comprehensive removal of old units, wall penetration coverage, and new wall penetration cutting for installation. Vendors must participate in a mandatory pre-bid conference scheduled for September 12, 2025, at 10:00 a.m., with registration required by September 11, 2025. Bid submissions are due by September 25, 2025, at 11:00 a.m., with the contract term running from the final signature date until June 30, 2026. Contractors will be required to perform installations during limited work hours of 7:30 a.m. to 3:00 p.m., Monday through Friday, excluding holidays, and must coordinate closely with the facility's Chief Engineer. Technical requirements include wall-mounted unit placement 8-10 feet from floors, installation of wall-mounted thermostats capable of hardwired and remote operation, and precise refrigerant and drain line configurations.

The procurement is designated as a small purchase contract with a small business set-aside, meaning only qualifying small businesses can compete for the opportunity. Vendors must provide comprehensive insurance coverage, including $1,000,000 in general commercial liability per occurrence, $1,000,000 in auto liability, and workers' compensation insurance as mandated by law. All contractors will be subject to facility background checks and must comply with strict security protocols. The project will be funded through the facility's Repair and Maintenance (R&M) budget and is subject to prevailing wage requirements. While a specific contract value is not explicitly stated, the total maximum payment will be determined prior to contract execution. Potential bidders must demonstrate technical capability to install mini-split units, comply with electrical specifications (specifically 3-phase power requirements), and possess the ability to work within a correctional facility's constrained environment. Vendors must also be prepared to handle all aspects of installation, including wall mounting, electrical coordination, and adherence to the facility's specific technical and security guidelines.