Preventive Maintenance of Chiller Systems & Ancillary Equipment
Closed State & local contract opportunity Posted
- Solicitation number
- 2138469
- State
- New York
- Responses due
Opportunity facts
- Jurisdictions
- Points of contact
-
- Erin Sellnow erin.sellnow@omh.ny.gov (518) 474-2470
- Andrew Alliger andrew.alliger@omh.ny.gov (518) 549-5272
Updated .
About this opportunity
The New York State Office of Mental Health and Pilgrim Psychiatric Center are requesting bids for preventive maintenance of chiller systems and ancillary equipment at their West Brentwood campus under IFB OMH01-C203157-3650462, with bids due September 24, 2026 at 3 PM ET and a mandatory site visit on September 2, 2026 at 11 AM ET. MWBE and SDVOB participation goals are 16% MBE, 14% WBE, and 6% SDVOB. New York State Department of Labor prevailing wage rates apply.
The scope covers preventive maintenance tasks for chiller systems and ancillary equipment across three buildings (104, 101, and 701/702) at 998 Crooked Hill Road, West Brentwood, NY 11717. Work includes seasonal startup and shutdown services, monthly preventive maintenance, and annual inspections for centrifugal chillers, air-cooled scroll chillers, chiller system controls, cooling towers, water filtration systems, condenser and chilled water pumps, variable frequency drives, and refrigerant monitor systems. The contractor is not responsible for preventive maintenance once planned equipment replacement begins in Building 104. Contractors must provide unit costs for each preventive maintenance task, hourly labor rates for straight time, overtime, and training hours for repairs outside routine maintenance, with a fixed material markup of 10% and an estimated annual material allowance of $30,000. No reimbursement is provided for travel time, expenses, mileage, or fuel. Emergency response within two hours of facility request is required with prior facility approval for all repairs. Contractors must obtain background checks and screening against the Staff Exclusion List and Statewide Child Abuse Registry for all employees with regular and substantial contact with facility patients.
The contract term is three years (January 1, 2027 through December 31, 2029), with fixed pricing and no escalation permitted. Site visit registration is due September 1 at 3 PM ET. Questions are due September 10 by 3 PM ET, with answers posted by September 17. A Notice of Intent to Bid is due September 1 at 3 PM ET. Award goes to the responsible and responsive bidder offering the lowest total bid meeting all mandatory requirements.
Opportunity text
9.25.26 - OMH posts bid tabulation for C203157 - see attached 9.16.26 - OMH shares final Q & A - see attached. (*please know that NO questions were received for this soliciation) next: Bids due by 3p Thursday, 9/24 9.2.26 - OMH issues Addendum 1 to OMH01-C203157-3650462This addendum advises of revisions to solicitation's Appendix D Scope of Work. The Workplan has been corrected and Exhibit B is now included. Please see attached. Next: Questions are due Thursday, September 10 by 3p. 8.26.26 - OMH issues IFB: OMH01-C203157-3650462 The NYS Office of Mental Health and Pilgrim Psychiatric Center are seeking to procure, through this Invitation for Bid (IFB), a Contractor to provide Preventive Maintenance of Chiller Systems & Ancillary Equipment, for their campus located at: 998 Crooked Hill Road, West Brentwood, NY 11717 The Program Work Plan with Preventative Maintenance Tasks, Equipment List, Schedule Matrix, etc. is located in Appendix D of the Contract Boilerplate. Interested Vendors should review the Contract Boilerplate and IFB document for further information. Included with these documents is a Bid Quote Sheet in Excel format that should be used and returned to submit your bid. A Mandatory site visit will be held Wednesday, September 2, 2026, at 11 AM ET. Questions from bidders attending the site visit are to be submitted by Thursday, September 10, by 3 PM ET, per the instructions in the IFB. Questions and Answers will be sent to all bidders attending the site visit, as well as posted to the NY CR ad, by September 17. Bids are due no later than 3 PM ET on Thursday, September 24, 2026. Please check the Contract Reporter website frequently for updates. Any documentation regarding this procurement will be posted. The following Minority and Women Business Enterprises (MWBE), and Service Disabled Veteran Owned Businesses (SVDOB), Participation Goals are established for this contract: 16% MBE, 14%WBE, and 6% SDVOB goals. New York State Department of Labor Prevailing Wage Rates apply to this contract. "Pursuant to the New York State Finance Law Sections 139-j and 139-k, the Procurement Lobbying Act applies to this solicitation. Only the designated, sole point of contact listed below should be contacted during the restricted period of communication. The restricted period began with the publication of this ad and will end with the formal approval by OSC of the contractual agreement" Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Siemens Industry Inc. Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 16.00% WBE Goal: 14.00%
Files
| File | Type | Posted |
|---|---|---|
| C203157 - Bid Quote Sheet.xlsx | XLSX spreadsheet | |
| C203157 - Q&A - Final.pdf | ||
| C203157 - Bid Tab Sheet - signed.pdf | ||
| C203157 - Chiller IFB.pdf | ||
| C203157 - Chiller BP - rev 9.2.26.pdf | ||
| C203157 - Chiller BP.pdf |
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