Liebert Preventive MaintenanceBid Documents

The Indiana Department of Environmental Management (IDEM), Office of Air Quality, is requesting quotations for quarterly preventive maintenance and emergency service on two Liebert air-handling units serving clean rooms, with proposals due September 22, 2026 at 2:00 p.m. EST. A 5% preference applies to Indiana Veteran-Owned Small Business (IVOSB) vendors; mandatory compliance preferences require U.S.-manufactured products, steel products, Indiana businesses and goods, recycled materials, and small-business and veteran-owned-small-business consideration. Electronic submission through the supplier portal is not permitted; bids must be submitted via email to mradford@idem.in.gov or by mail.

The Liebert units maintain clean-room conditions at 20–23 degrees Celsius and 30–40% humidity per EPA PM2.5 and PM10 measurement requirements. Service includes four quarterly preventive maintenance inspections at approximately 90-day intervals during normal business hours (8:00 a.m. to 4:30 p.m., Monday through Friday), with factory-trained and Liebert-certified technicians performing filter changes, outdoor fan cleaning, indoor unit inspections for fan belt wear and condensate drainage, and humidification water pan maintenance. Emergency services must respond within 24 hours. Parts must be sourced from Liebert Thermal Products or equivalent manufacturers; emergency service labor and parts are invoiced separately with parts billed at a discount.

The contract term runs approximately four years, from February 1, 2027 through January 30, 2031, with five line items spanning periods of 5, 12, 12, 12, and 7 months. Respondents must submit itemized costs per task plus total estimated project cost including transportation, labor, materials, and shipping. Evaluation weighs experience at 50 percent, overall and itemized costs at 25 percent, and narrative approach at 20 percent. Mandatory requirements include conflict-of-interest certification, business registration verification with the Indiana Comptroller's office and Secretary of State, and IVOSB certification letters if applicable. Questions should be directed to Monieka Radford at mradford@idem.in.gov.