Service and Repair for Chillers - Dept of Admin

The Minnesota Department of Administration's Facilities Management Division (FMD) is seeking a contractor to provide service, inspection, and repair for centrifugal and air-cooled chillers located in multiple state buildings across Saint Paul and at the DPS, BCA Bemidji Regional Office. The procurement is structured as a Request for Proposal (RFP) with a contract term from February 1, 2025, through January 31, 2027, with potential extensions up to 36 additional months. Responding contractors must have technicians with a minimum of three years documented experience working on chillers, who are trained and certified by industry standards or manufacturers, and must be direct employees rather than subcontractors. The RFP covers 14 chiller units from manufacturers including Trane, York, and Daikin, ranging from 50 to 1,000 tons in capacity. Evaluation will be based on acceptance of state terms and conditions (100 points), qualifications and experience (100 points), and cost detail (800 points), with key submission requirements including Attachment A (Responder Declaration), workforce and equal pay certificates, and a completed Price Schedule. Critical dates include questions due by January 9, 2025, at 2:00 PM CT, and responses due by January 16, 2025, at 2:00 PM CT through the SWIFT Supplier Portal.

The solicitation includes preference points for targeted group, economically disadvantaged, and veteran-owned businesses, with up to 120 additional points available for such designations. Veteran-owned small businesses can receive up to a 12% preference, and the state encourages participation from disadvantaged enterprises. While no incumbent vendors are specifically identified, the contract is not exclusive and does not guarantee minimum or maximum usage volumes. The estimated annual contract value ranges from $110,000 to $120,000, with pricing structured across different labor categories including weekday daytime, weekday evening, and weekend/holiday rates. Contractors must provide detailed pricing for spring service, operating inspections, and winter service for each chiller unit, with materials to be furnished on a cost-plus percentage markup basis. Insurance requirements are stringent, and must be met prior to contract award, with specific details outlined in Exhibit B of the Sample Contract and Exhibits. The procurement covers facilities in both Ramsey and Beltrami counties, with prevailing wage requirements specific to those jurisdictions.