SP AAON HVAC Replacement Parts

The Illinois State Toll Highway Authority (ISTHA) is soliciting a vendor to furnish and deliver AAON brand Heating, Ventilation and Air Conditioning (HVAC) replacement parts under a four-year term commencing April 29, 2026, or upon the last dated signature of the parties, whichever is later. Only AAON brand parts are acceptable with no substitutions permitted to ensure compatibility with existing Tollway-owned HVAC systems. The vendor must be either the manufacturer or an authorized dealer/distributor capable of providing genuine parts with original product warranties, and all products must be new and carry a minimum manufacturer's warranty from the date of delivery. Delivery is required to the Illinois Tollway Central Warehouse in Naperville, Illinois, between 8:30 a.m. and 3:00 p.m. CT, with the Tollway retaining the right to place orders for varying quantities throughout the contract term. Compensation will be based on a percent discount from the manufacturer's published list price applied to all items and parts purchased, with the award going to the responsive and responsible vendor submitting the highest percentage discount for the lowest total price. Vendors must submit itemized invoices within fifteen calendar days of delivery, and all quoted prices must remain valid for 180 days from submission with no price increases accepted. The Request for Quote (RFQ) deadline is January 21, 2026, with a posted date of January 7, 2026, and a Questions and Answers document issued on January 13, 2026.

The procurement requires vendors to submit completed Standard Illinois Certifications along with their RFQ response, which encompasses 34 mandatory compliance certifications covering legal entity status, criminal history, financial integrity, environmental compliance, labor practices, drug-free workplace standards, equal employment opportunity, and political contribution restrictions. Vendors must maintain general commercial liability insurance of $1,000,000 per occurrence with $2,000,000 annual aggregate, auto liability insurance of $1,000,000 per occurrence, and worker's compensation insurance as required by law, with a $15 Minority Contractor Initiative fee applicable to contracts of $1,000 or more. The estimated annual usage value is $75,000, though this figure represents a projection and the Tollway reserves the right to order more or less than estimated quantities throughout the contract term. No incumbent contractor information or renewal options are specified in the solicitation documents. The contract is contingent upon appropriation of funds by the Illinois General Assembly, and the State may terminate or suspend performance without penalty if sufficient funding is unavailable; additionally, the Tollway retains the right to terminate for cause immediately upon notice or for convenience with thirty days' written notice.