IFB 26-037 - Sagamore CPC - HVAC - C202969
Closed State & local contract opportunity Posted
- Solicitation number
- 2136947
- State
- New York
- Responses due
Opportunity facts
- Jurisdiction
- Points of contact
-
- Celina Siakala celina.siakala@omh.ny.gov (518) 549-1490
- Patrick Sheehan bids@omh.ny.gov (518) 549-1609
Updated .
About this opportunity
The New York State Office of Mental Health is requesting bids for HVAC system maintenance services at Sagamore Children's Psychiatric Institute in Dix Hills, New York under IFB 26-037, with bids due August 24, 2026 and two mandatory site visits on July 20 and August 7, 2026. The contract carries a 30% total MWBE participation goal (16% MBE, 14% WBE) and a 6% Service-Disabled Veteran-Owned Business contracting goal; no SDVOB set-aside applies.
The scope encompasses preventive maintenance and time-and-materials repair services for all HVAC, refrigeration, and ancillary equipment at 197 Half Hollow Road, including air handling units, packaged terminal AC units, split-system air conditioning, fan coil units, variable frequency drives, domestic water heaters, pool heaters, pumps, expansion tanks, and pneumatic compressors. Specifications are detailed in Exhibit A (preventive maintenance tasks) and Exhibit B (equipment list) of the contract boilerplate. The contractor must schedule preventive maintenance and repairs with 72 hours' advance notice and obtain facility approval before commencing work.
The contract term runs five years from February 1, 2027 through January 31, 2032. Pricing is fixed for the full term with no escalation; the bid quote sheet estimates a total of $100,000, including unit costs for preventive maintenance across all years, hourly labor rates (straight time, overtime, and training) for additional repairs, a $20,000 annual material allowance, and a fixed 10% material markup. Estimated hours are 180 straight time, 48 overtime, and 8 training per year. No travel reimbursement is permitted.
Bidders must demonstrate three years of prior HVAC maintenance experience, comply with New York prevailing wage requirements under Labor Law Section 220-i, carry workers' compensation and disability benefits insurance, obtain a Vendor Registration Number, and submit a Vendor Responsibility Questionnaire. Award goes to the responsive and responsible lowest bidder; in case of tied bids, OMH selects the vendor with the longest business tenure. Questions are due August 13, 2026; responses post August 19. All bidders must participate in the State Comptroller's Electronic Payment program.
Opportunity text
7.8.26 - OMH issues IFB 26-037 8.4.26 - OMH Issues Addendum - Additional Site Visit & New Bid Due Date The NYS Office of Mental Health and the Sagamore Children's Psychiatric Institute are seeking to procure, through an Invitation for Bid (IFB), a contractor to provide HVAC system Maintenance at 197 Half Hollow Rd, Dix Hills, NY 11746. The required specifications are listed in Appendix D of the Contract Boilerplate. (BP) Interested Vendors should review the Contract Boilerplate and IFB document for further information. Bids must be submitted using the attached excel sheet "IFB 26-037 -C202969 - Sagamore - HVAC - BQS." There was a Mandatory Site Visit on 10:00 AM ET on Monday, July 20th, 2026, at 197 Half Hollow Rd, Dix Hills, NY 11746. An additional site visit will be held 10:00AM ET on Friday, August 7th, 2026, at 197 Half Hollow Rd, Dix Hills, NY 11746. Questions regarding this solicitation are due per the instructions in the IFB by 3:00 PM ET Thursday, August 13th, 2026. Questions will be accumulated by OMH, and responses will be sent to potential bidders on Wednesday, August 19th, 2026. The Q & A will also be posted to the contract reporter. Bids are due no later than 3:00 PM ET, Monday, August 24th, 2026. No late bids will be accepted. Please check the Contract Reporter website frequently for updates. Any documentation regarding this procurement will be posted. "Pursuant to the New York State Finance Law Sections 139-j and 139-k, the Procurement Lobbying Act applies to this solicitation. Only the designated, sole point of contact listed below should be contacted during the restricted period of communication. The restricted period begins with the publication of the ad in the New York State Contract Reporter and will end with the approval by the New York State Office of the State Comptroller of this contractual agreement. Service-Disabled Veteran-Owned Set Aside: No Total MWBE Participation Goals: 30% Service-Disabled Veteran-Owned Business Contracting Goal: 6% Business entities awarded an identical or substantially similar procurement contract within the past five years: Hi Tech Air Conditioning Service, Inc. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Hi Tech Air Conditioning Service, Inc. Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 16.00% WBE Goal: 14.00%
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