Site Vist*HVAC Maintenance - SOS

The Louisiana Office of State Procurement is requesting bids for HVAC maintenance services at the Louisiana State Exhibit Museum in Shreveport under RFx 3000026481, with bids due August 12, 2026 at 10:00 a.m. Central and a mandatory jobsite visit required prior to bidding.

The scope comprises two line items: complete HVAC maintenance for the Rotunda Building for 12 months, and quarterly inspections including filter cleaning and changing for the Archives Building. Equipment to be serviced includes York chillers and air-handling units, Arco boilers with Armstrong pumps, Trane package units, Mitsubishi mini-splits, Daikin heat pumps, Pure humidifiers, and Baldor chiller pumps. The contractor must employ a minimum of five HVAC journeyman-level technicians with at least three years of experience, maintain a computer-generated preventative maintenance program, provide 24-hour emergency service with a two-hour response time, conduct monthly preventative maintenance within the first ten operating work days of each month, perform annual vibration analyses on chillers and air-handling units with reports due within fifteen days, and deliver quarterly maintenance on the building automation system. Monthly filter replacements (pleated, 40% minimum efficiency) and annual HEPA filter replacements are included. The contractor must complete an initial inspection within thirty days and report inoperable equipment in writing. Vital equipment repairs must be completed without delay; non-performance grounds include failure to repair vital equipment within two days or failure to respond to calls within two hours.

The contract runs from the award date through June 30, 2027, with two optional 12-month renewal periods for a maximum term of 36 months. Award will be made on an all-or-none basis to the overall lowest responsive, responsible bidder. Bids must remain firm for a minimum of 30 days and include all delivery costs F.O.B. destination. Contractors must carry commercial general liability insurance with minimum limits of $1 million per occurrence and $2 million general aggregate, name the State as additional insured, and provide workers compensation and automobile liability coverage. A mandatory jobsite visit is required; contact Robert Adams at 318-632-2020 or robert.adams@sos.la.gov to schedule. Bidders must be registered in the LaGov system and submit W-9 forms if newly registered. Corporations and limited liability companies must be registered and in good standing with the Louisiana Secretary of State. E-Verify compliance is required. Any discrepancies between site conditions and specifications must be reported to the Office of State Procurement no later than seven days before the bid opening.