TDF - FY25 PIF Cooler Mechanical Retrofit

The Illinois Department of Human Services (IDHS) is seeking bids for a comprehensive cooler mechanical retrofit project at the Treatment and Detention Facility (TDF) located in Rushville, Schuyler County. The procurement involves a complete replacement and retrofit of cooler and freezer mechanical systems within the facility's dietary unit, specifically targeting coolers 3-7 and two freezer mechanical systems. Deliverables include installing new refrigeration piping, insulation, temporary refrigeration trailers, and complete system replacement using 404 refrigerant with mechanical thermostats on evaporators. The project requires vendors to provide all necessary labor, materials, equipment, and supervision, including reclaiming existing refrigerant, removing old equipment, installing new compressors and evaporators, and providing startup services with warranty coverage. Bid submissions are due by February 13, 2025, with questions required to be submitted in writing by February 6, 2025. The work must be completed by June 30, 2025, with performance scheduled Monday through Friday between 7:00 AM and 3:30 PM, and all work must be performed in the United States at the Rushville facility location.

This procurement is designated as a Small Business Set-Aside Program opportunity, which means only qualified small businesses can directly bid on the contract, though they may subcontract up to 49% to non-small businesses with prior approval. Vendors must maintain commercial general liability insurance of $1 million per occurrence and $2 million aggregate, with auto liability of $1 million and required workers' compensation coverage. A performance bond will be required for contracts exceeding $150,000. Additional vendor requirements include background checks for all onsite employees, compliance with prevailing wage regulations, and adherence to the Illinois Domestic Products Act, which requires preference for United States-manufactured products. While specific contract value is not explicitly stated, the procurement will be funded through the General Revenue Fund (GRF), and contractors must provide their own fuel supply for project trailers. Technical specifications are extensive, including requirements for defrost cycles, heat tracing, electrical connections, and specific installation parameters for refrigeration systems.