IVHM FY26 BAS System Preventative Maintenance

The Illinois Department of Veterans' Affairs (IDVA) is seeking a vendor to provide comprehensive preventative maintenance and repair services for the Building Automation System (BAS) at the Manteno facility, specifically for Resident Units 1 and 2. The contract, identified as IVHM FY26 BAS System Preventative Maintenance, covers a one-year period from 07/01/2025 to 06/30/2026 and requires quarterly system maintenance with an allowance for repair parts. The successful vendor will be responsible for labor and materials, including remote support, software upgrades, maintaining the Lynxspring/Tridium N4 software subscription, and replacing any broken or defective parts with manufacturer-recommended replacements. The technical scope encompasses multiple complex controller systems, including MACH Pro-Sys, Pro-Com, Pro-Air, and Pro-Zone88 Controllers, BACnet Routers, and SRPM Room Pressure Monitors across multiple building wings. All questions were due by 04/14/2025 via email to travis.kutemeier@illinois.gov, with electronic quote submissions required through email or the BidBuy platform by 04/21/2025. Vendors must submit a quote valid for 90 days, with no price increases permitted, and the IDVA reserves the right to select the lowest-priced vendor meeting all required specifications.

The procurement does not specify explicit set-aside designations or restrictions on responding organizations. Subcontracting is not permitted for this service. The contract includes a structured pricing mechanism with a quarterly maintenance rate and a $10,000 allocation for repair parts for the entire year. While specific disadvantaged enterprise requirements are not detailed in the provided documents, vendors must complete the Standard Illinois Certifications form, which includes numerous compliance statements regarding workplace practices, equal employment opportunity, and ethical standards. The existing infrastructure utilizes Tridium software version 4.10, generated on 2021-11-18, with a maintenance expiration noted. The Chief Engineer will provide detailed blueprints to the awarded bidder, and mechanical service repairs will be coordinated through the engineering staff. Vendors will need to demonstrate technical expertise in building automation systems, particularly with Lynxspring/Tridium technologies, and the ability to perform comprehensive preventative maintenance across complex mechanical and software systems.