On-Call Heating, Ventilation, and Air Conditioning Services for the Vehicle Inspection Program

The State of Oregon, Department of Environmental Quality, is soliciting proposals to establish an on-call contract for Heating, Ventilation, and Air Conditioning (HVAC) services supporting the Vehicle Inspection Program at three Portland-area locations, with proposals due October 29, 2026. An Oregon Small Business Enterprise (OSBE) preference of 10% applies to eligible certified businesses; the solicitation also encourages participation of COBID-certified disadvantaged, minority-owned, women-owned, service-disabled veteran-owned, and emerging small businesses, with potential subcontracting requirements.

The scope includes quarterly preventive maintenance at Gresham (1200 SW Highland Dr.), Hillsboro (5130 NE Five Oaks Dr.), and Portland Technical Center (1240 SE 12th Ave.), covering complex systems including chillers, variable air volume systems, gas-fired heating, and pneumatic or computerized building automation. The contractor must also provide 24/7 on-call troubleshooting and repair services, responding to non-emergency requests within 24 hours and emergency calls within four hours. Quarterly preventive maintenance must include comprehensive inspections, MERV13 filter replacement, component testing, electrical checks, thermostat verification, condensate drain clearing, and written condition reports. All troubleshooting calls are all-inclusive with no additional charges for travel or consumables. An Open Purchase Order with a $2,000 not-to-exceed amount will cover minor repairs authorized verbally; work exceeding that threshold requires written assessment and Agency authorization through a Work Order or OregonBuys.

Minimum business requirements include a valid Oregon Construction Contractors Board license and Federal EPA Section 608 Certification. Technical qualifications require two to five years of dedicated commercial HVAC experience with demonstrated capability in complex systems and compliance with Oregon codes and OSHA standards. The contractor must maintain commercial general liability insurance of not less than $1 million per occurrence and $2 million annual aggregate, and workers' compensation coverage as required by Oregon law.

The initial contract term begins March 1, 2027, for one year, with Agency options to renew for additional periods not to exceed a cumulative maximum of ten years. Evaluation comprises 400 total points: 200 for experience and technical capability, 100 for reference checks, and 100 for cost across six categories including hourly labor rates, diagnostic call costs, parts markup, service call fees, and preventative maintenance pricing. Questions are due October 15, 2026, at 5:00 PM. The Notice of Award is anticipated by December 31, 2026.