ITB for HVAC Maintenance, Repair, and Replacement in Albany

The State of Oregon's Employment Department (OED) is soliciting bids for HVAC maintenance, repair, and replacement services for the Albany Field Office located at 139 4th Avenue SE, Albany, OR 97321. This Invitation to Bid (ITB # S-47100-00013424) seeks a qualified contractor to provide comprehensive preventative maintenance, including quarterly, semi-annual, and annual service inspections, equipment safety checks, service calls, and minor parts replacement. Bidders must demonstrate at least five years of professional experience in HVAC services and be currently licensed with the Oregon Construction Contractors Board. A mandatory pre-bid conference is scheduled for April 15, 2025, with bid submissions due by April 24, 2025. The procurement covers ongoing HVAC and controls system maintenance, with OED intending to award a single contract to the lowest responsible bidder. Evaluation will be based on multiple factors, including references, tax compliance, vendor responsibility, and pricing structure covering regular, overtime, and double-time service rates.

The solicitation includes provisions that potentially favor Oregon-based businesses, with possible preferences for Oregon supplies, services, and certified minority, women, or emerging small businesses. Bidders must complete various compliance documents, including a Reference Check Form, Affidavit of Compliance with Tax Laws, and a Responsibility Inquiry Form. The contract has an initial term of up to five years, with a maximum not-to-exceed compensation of $150,000. Material costs will be reimbursed at cost plus a 20% markup, and bidders must hold their pricing firm for 30 days. The procurement covers multiple jurisdictions including Lake County and Albany City, with a focus on maintaining the state employment department's HVAC infrastructure. Vendors must provide detailed pricing information, demonstrate financial stability, and meet specific legal and tax compliance requirements to be considered for the contract.