Statewide HVAC maintenance and repair

The State of Ohio Department of Administrative Services is conducting a statewide rebid of its Multiple Award Contract (MAC038) for HVAC Maintenance and Repair services through an Invitation to Bid (ITB) mechanism established under ORC 125.05. This solicitation is intended to establish a list of prequalified contractors that state agencies, state institutions of higher education, and registered political subdivisions can utilize through the Cooperative Purchasing Program by soliciting quotes based on ceiling prices. The procurement covers comprehensive HVAC services including maintenance and repair of heating, ventilation, air conditioning, refrigeration, boiler, chiller, and related systems. Qualified bidders must hold an active HVAC Contractor license issued by the Ohio Construction Industry Licensing Board and submit at least three references from organizations where they performed HVAC projects within the past five years. The contract establishes labor rates for five position classifications—HVAC Technician, Boiler/Chiller Technician, Plumbers/Pipefitters/Steamfitters, Electrician, and Building Automation Technician—with separate pricing for regular service hours, non-regular service hours, and emergency service hours, plus allowable trip charges for work performed 50 miles outside the contractor's office lasting less than four hours. Material markups are capped at 30% over the contractor's invoice cost. All bidders must attend a mandatory virtual solicitation conference on February 18, 2026, at 10:00 AM, with attendance recorded, and proposals are due by March 4, 2026. Contractors must provide a minimum one-year workmanship warranty and maintain manufacturer warranties on new components, operate 24/7 emergency response capability with a four-hour response time, and maintain Commercial General Liability insurance of $5,000,000 per occurrence, Professional Liability of $2,000,000 per occurrence, and Contractors Environmental Liability of $1,000,000 per occurrence.

There are no designated set-asides for disadvantaged enterprises or restrictions limiting organizational types from responding to this solicitation. Suppliers already awarded contracts through the previous solicitation for MAC038 are not required to submit a new bid for this supplemental award opportunity. The resulting contract will be a multiple-award agreement with varying prices awarded to responsive and responsible bidders, extending through June 30, 2029, with one month of automatic renewal followed by mutual agreement renewals not to exceed 48 months total cumulative time unless additional renewal is deemed necessary. Contractors are required to remit a revenue share fee of 0.75% of total quarterly sales to the State within 30 days after each quarterly reporting period and must submit detailed quarterly and annual closeout sales reports via OhioBuys. No specific budget range or contract value is stated in the solicitation documents; however, the scope indicates this is a statewide, multi-agency requirements contract with potential for substantial utilization across Ohio's public sector entities. Prevailing wage requirements may apply pursuant to Ohio Revised Code Sections 4115.03-4115.16.