MAC038 - FY26/FY27 HVAC Service for The Office of Coastal Management

The Ohio Department of Natural Resources' Office of Coastal Management is seeking HVAC service providers for the Old Woman Creek National Estuarine Research Reserve located in Erie County, Ohio. This procurement is a secondary solicitation under DAS contract index MAC038, covering preventative maintenance and repair services for HVAC systems from July 1, 2025, through June 30, 2027. Qualified suppliers must agree to service all facilities within their county and submit pricing through an Excel spreadsheet that includes rates for regular, non-regular, and holiday/emergency service hours. The evaluation will be based on the lowest responsive supplier, with a comparative scenario provided in the bidding documents to assess pricing. Suppliers are encouraged to conduct a site visit prior to submission, with facilities available for inspection between 8:00am-3:30pm Monday through Friday. The bid response is due by July 17, 2025, and technical questions must be submitted through the OhioBuys solicitation inquiry portal. Vendors must maintain a 4-hour emergency response time and cannot exceed previously submitted DAS contract rates.

There are no specific set-aside designations or restrictions on vendor participation mentioned in the solicitation documents. The contract covers HVAC systems across multiple facilities, including the Visitor Center, Bunkhouse, and Long-Term Dorm, with heating and cooling units installed between 2015 and 2024. While no incumbent vendors are explicitly identified, the solicitation allows for a markup of 10% on materials (calculated at 110% of supplier cost). The procurement does not specify a precise budget range, but vendors will be evaluated based on a comprehensive pricing scenario that includes hourly rates for various service types and technician specialties. Invoicing will require strict compliance with 11 specific documentation requirements, including a unique purchase order number and detailed service itemization. The contract is specifically for the Old Woman Creek NERR location and will be valid only through June 30, 2027, with any services after that date requiring a new purchase order.