JPMC HVAC Chiller by Region

The State of Illinois, through Central Management Services in cooperation with the Chief Procurement Officer for General Services, is soliciting bids on an Invitation for Bid (IFB 26-416CMS-BOPM4-B-52734) to establish four-year joint purchasing master contracts for HVAC and chiller repair and maintenance services throughout Illinois, with bids due July 21, 2026. This is a Small Business Set-Aside (SBSA) solicitation — vendors must be actively registered in the Illinois Procurement Gateway at bid submission and meet the state's small business definition to be eligible.

The scope encompasses professional repair, maintenance, and minor alteration services for heating, ventilating, air conditioning, and chiller systems, including distribution systems, chillers, absorption machines, air-cooled and roof-top units, boilers, pumps, heat exchangers, and related equipment and components across ten defined regions throughout Illinois. Emergency response time is required within two hours of notification; routine repairs must be completed within eight hours. Travel time is capped at four hours maximum per job. Vendors must demonstrate at least two years of continuous, verifiable commercial HVAC and chiller maintenance, repair, and installation experience prior to bid opening, with proof required within five business days of State request or the bid will be deemed non-responsive.

The State anticipates multiple awards — up to three per region (Primary, Secondary, and Tertiary based on lowest to highest overall bid price) — to responsive and responsible bidders. The contract term runs from April 1, 2027 (or upon execution, whichever is later) through March 31, 2031, with a maximum total term not to exceed ten years including any renewal periods. No travel reimbursement is permitted under portal-to-portal billing restrictions.

Labor pricing shall be submitted as per-hour rates including prevailing wage rates by region, fringe benefits, and all employer expenses and overhead. Material costs are entered as fixed dollar amounts by region, ranging from $100,000 to $1.2 million, and serve as billing mechanisms rather than evaluation criteria. Vendors must maintain general commercial liability insurance of $1 million per occurrence and $2 million annual aggregate, plus auto liability of $1 million per occurrence. All bids must remain firm for 180 days from opening. Questions are due 72 hours before bid opening. A non-mandatory pre-submission conference will be conducted; bidders should refer to BidBuy for date and time.