Portable AC Units - Bldg. 51 Laundry

The Commonwealth of Virginia Department of Behavioral Health and Developmental Services is soliciting sealed bids for portable air conditioning rental and installation services at Central State Hospital's Building 51 Laundry facility located at 26317 W. Washington Street, Petersburg, Virginia. The procurement requires the furnishing and installation of two 25-ton AC units with heat (480V, 3-phase, 72KW package units), 20 units of 20-inch by 25-foot white event ductwork totaling 500 feet, two banded 4-wire female connectors, and 12 units of 2/4 50-foot banded cables totaling 600 feet. Contractor personnel must be available for work between 7:30 a.m. and 3:30 p.m., and all electrical cables and connectors must comply with applicable electrical code standards for maximum amperage. Sealed bids were due by 2:00 p.m. EST on April 29, 2026, submitted to Building #111, Room E33 at the hospital. The contract period extends from the award date through two years, with rental commencing immediately and continuing until no longer needed based on weather conditions. Qualified bidders must demonstrate a minimum of five years' experience in AC package unit rental, installation, maintenance, and removal in a hospital setting and must assign a dedicated coordinator to serve as the agency's primary point of contact. Pricing must be submitted as a lump sum per month on the official bid form provided, and invoices will be submitted monthly to the Accounts Payable Department with payment due within 30 days of receipt of accurate and complete invoices.

The Commonwealth has established a statewide goal of 42 percent of purchases from small businesses certified by the Department of Small Business and Supplier Diversity (DSBSD), and all bidders are required to submit a Small Business Subcontracting Plan. Award preference will be given to the lowest responsive and responsible bidder that is a DSBSD-certified micro business (for bids up to $10,000) or small business (for bids not exceeding $100,000), provided the agency determines the price is fair and reasonable; otherwise, award will be made to the lowest responsive and responsible bidder of any size. The contractor must maintain comprehensive insurance coverage including workers' compensation, employer's liability of $100,000, commercial general liability of $1,000,000 per occurrence/$2,000,000 aggregate, and automobile liability if applicable. No incumbent vendors or existing infrastructure requiring integration were identified in the solicitation documents. While specific budget or award values were not disclosed in the available documentation, the bid structure and small business set-aside thresholds suggest the anticipated contract value falls within the ranges established for small business evaluation ($10,000 to $100,000 threshold).