IVHM FY26 BAS System Preventative Maintenance

The Illinois Department of Veterans' Affairs (IDVA) is seeking a qualified vendor to provide quarterly preventative maintenance and repair services for the Building Automation System (BAS) located in Manteno, IL, specifically for Resident Units 1 and 2. The contract, identified as IVHM FY26 BAS System Preventative Maintenance with BidBuy Bid #26-497DVA-MANTE-B-47083, covers a period from July 1, 2025, to June 30, 2026. The primary deliverables include comprehensive quarterly system checks involving valve and actuator tests, stroke tests, active point verification, sub-level controller communication checks, alarm history reviews, and controller backups across multiple system components. The vendor must provide labor and materials, ensure work areas remain clean, communicate operational deficiencies to the Chief Engineers Office, and submit all manufacturer and vendor warranty information. Key technical requirements include maintaining the current Tridium N4 software subscription and managing multiple controllers such as MACH Pro-Sys, MACH ProCom, MACH Pro-Air, and MACH Pro-Zone88. All questions must be submitted via email to travis.kutemeier@illinois.gov by March 27, 2025, with electronic quote submissions due by April 3, 2025. Quotes must remain valid for 90 days and include pricing for quarterly maintenance and a total repair parts budget of $10,000 for the year.

No specific set-aside designations or restrictions for disadvantaged enterprises are explicitly mentioned in the documentation. Subcontracting is not permitted for this service, and vendors must provide all supplies and services at the lowest possible price. The state reserves the right to reject all offers and requires vendors to include all expenses, shipping, and handling charges in their pricing, with no price increases accepted during the contract period. Vendors must complete the State of Illinois Taxpayer Identification Number form and standard Illinois certifications, which cover 33 compliance areas including prohibitions against bribery, tax delinquencies, and workplace discrimination. Insurance requirements include $1,000,000 in General Commercial Liability and Auto Liability, as well as Workers' Compensation Insurance. While no incumbent vendor is identified, the current system utilizes Tridium N4 software version 4.10 generated on 2021-11-18, and the Chief Engineer will provide detailed blueprints to the awarded bidder onsite. The total budget for repair parts is capped at $10,000 for the fiscal year, with the expectation that the vendor will provide comprehensive maintenance services within this financial framework.