IFB 159576 - HVAC services

The Virginia Department of Transportation (VDOT) Staunton District is soliciting bids through Invitation for Bid (IFB) #159576 for comprehensive HVAC services across 11 counties in the Staunton District, including Alleghany, Augusta, Bath, Clarke, Frederick, Highland, Page, Rockbridge, Rockingham, Shenandoah, and Warren. The contract requires providing preventative maintenance, repair, and replacement services for heating, ventilation, air conditioning equipment, and ice makers at various VDOT facilities. Bidders must demonstrate capability through staff qualifications, including helpers, journeyman technicians, master technicians, and controls technicians with specific experience requirements. The contract will cover services with estimated costs of $85,000 or less per project, with larger projects to be bid separately. Bids are due by 1:30 PM EST on March 4, 2025, with a virtual public bid opening at 2:00 PM EST the same day. The initial contract term runs from May 4, 2025, through May 3, 2026, with four optional one-year renewal periods. The contract will be awarded on a grand total basis to the lowest responsive and responsible bidder.

The procurement includes a significant small business participation component, requiring bidders to submit a Small Business Subcontracting Plan if not certified as a small business, with a 42% small business participation goal. Contractors must maintain various insurance coverages, including workers' compensation, employer's liability, commercial general liability, and automobile liability. Prevailing wage rates apply and will be determined by county for various trades such as HVAC mechanics, plumbers, electricians, and laborers. While no specific incumbent vendor is mentioned, the contract covers HVAC equipment across multiple VDOT facilities, including district and area headquarters locations. Preventative maintenance is required twice annually (in April and September) for all listed HVAC equipment, with repairs and replacements to be performed as needed. Though a specific budget range is not explicitly stated, the contract limits individual project costs to $85,000, suggesting a potential annual contract value in the range of several hundred thousand dollars. Bidders must also provide documentation including state corporation commission registration and detailed daily reporting forms.