McLeansville HVAC Preventative Maintenance, Service

The North Carolina Department of Public Safety, on behalf of the NC National Guard, has issued an Invitation for Bid (IFB) for preventive maintenance services for HVAC systems at the Regional Readiness Center and Field Maintenance Shop located at 4250 Burton Road in McLeansville, North Carolina. The procurement seeks qualified vendors to provide quarterly scheduled preventive maintenance services four times annually for HVAC equipment comprising 18 condensers, 124 VAV/VRF units, and 5 mini-split systems. Required services include cooling system maintenance, electrical system maintenance, mechanical system maintenance, filtration and drainage maintenance, and heating system maintenance according to specified seasonal checklists. Vendors must submit pricing for quarterly and annual preventive maintenance at both locations, hourly rates for non-emergency repairs during business hours and emergency services outside business hours, refrigerant charges, and parts cost discounts for Years 1, 2, and 3 using Attachment A via the Sourcing Tool. The contract will be awarded to the lowest responsive bid meeting specifications, with evaluation criteria including vendor financial stability, Historically Underutilized Business (HUB) participation, and past performance. A mandatory site visit is required on April 30, 2026, at 10:00 AM Eastern Time; written questions must be submitted by May 4, 2026, at 2:00 PM; and completed bids are due May 12, 2026, at 2:00 PM ET, with public opening on the same date. The initial contract term is one year from the effective date, with the State holding options to renew for up to two additional one-year periods, with written notice of renewal intent required thirty days before each term's expiration.

All vendors must be registered with the North Carolina Secretary of State and possess North Carolina vendor registration through the Electronic Vendor Portal (eVP), with no specific set-asides or restrictions limiting organizational eligibility identified in the solicitation documents. Prospective bidders must complete required certifications including financial condition certification, lobbying activity certification, and background check disclosures, with vendor personnel potentially required to undergo background checks at the vendor's expense. The vendor must designate a contract manager, provide one-year workmanship warranties on services, and complete repairs within thirty days of purchase order issuance unless alternative arrangements are made; air filters will be provided by the NC National Guard Field Maintenance Officer and are excluded from vendor responsibilities. Additional repairs, parts, refrigerant refills, and major equipment replacements will be billed separately at negotiated rates with prior written notification. The procurement specialist for this opportunity is Debbie Hill (Debbie.hill@ncdps.gov, 984-255-7172). No incumbent vendor information, budget range, or award value is specified in the available solicitation documents.