IFB 159494 - Fredericksburg District HVAC Services

The Virginia Department of Transportation (VDOT) is soliciting bids through Invitation for Bid (IFB) #159494 for on-call HVAC maintenance and repair services across the Fredericksburg District. The procurement is divided into three geographic lots: Lot 1 covering Caroline, Spotsylvania, and Stafford Counties; Lot 2 covering Essex, Gloucester, King & Queen, King William, Mathews, and Middlesex Counties; and Lot 3 covering King George, Lancaster, Northumberland, Richmond, and Westmoreland Counties. Services will be performed on a time and materials basis for facilities with HVAC equipment including split systems, boilers, and chillers ranging up to 40+ years old. Bidders are not required to bid on all three lots and will be evaluated based on lowest responsive and responsible bid. An optional virtual pre-bid conference was held on February 18, 2025, at 11:00 AM EST, with bids due on March 3, 2025, at 10:00 AM EST and a virtual bid opening at 10:30 AM EST. The initial contract term is from May 1, 2025, through April 30, 2026, with four optional one-year renewals available.

Bidders must submit comprehensive pricing for all labor categories and comply with prevailing wage requirements specific to each county. Contractors must provide specific staffing levels based on the number of lots awarded: for one lot, 1 Master HVAC Technician, 2 Journeyman HVAC Technicians, and 2 HVAC Helpers; for two or three lots, 1 Master HVAC Technician, 4 Journeyman HVAC Technicians, and 4 HVAC Helpers. A Small Business Subcontracting Plan is required for bidders not certified as small businesses by the Department of Small Business and Supplier Diversity. While specific contract values are not disclosed, the comprehensive scope and multi-county coverage suggest a significant procurement opportunity for HVAC service providers. The procurement aims to establish reliable maintenance services for aging HVAC infrastructure across the Fredericksburg District's government facilities, with flexibility for vendors to bid on multiple or individual lots based on their capabilities.