HVAC Maintenance and Repair Service

The Southwest Ohio Regional Transit Authority (SORTA) is soliciting bids for a certified HVAC contractor to provide comprehensive preventative maintenance and repair services over a three-year period. The contract encompasses continuous servicing of HVAC, plumbing, mechanical, pneumatic, and energy management systems across multiple SORTA facilities, primarily located in Cincinnati, Ohio—including Queensgate, Bond Hill, the Riverfront Transit Center, the Training Center, and Access Paratransit facilities. The scope requires not only routine and emergency repairs but also the implementation and oversight of a preventative maintenance program, ensuring reliable operation of heating, ventilation, and air conditioning equipment, including boilers, air handlers, exhaust fans, pumps, and building automation systems. Contractors must demonstrate a minimum of eight years of relevant experience and comply with all OSHA regulations, applicable federal, state, and local safety codes, as well as SORTA’s specific safety and site protocols. Subcontractor use is permitted but subject to prior SORTA approval, and all personnel are required to comply with strict safety, security, and conduct guidelines. Proposals are due by December 19, 2025, following a structured submission process through an electronic procurement portal, with a mandatory site visit scheduled in early December for interested bidders. The solicitation emphasizes evaluation based on qualifications, firm experience, key personnel credentials, and cost, with award determined via a best-value trade-off approach. Contractors must provide detailed resumes of key staff, organizational charts, and must maintain all necessary licenses and insurance covers, including workers’ compensation, general liability, automobile, crime, and professional liability. The contract mandates strict inspection and acceptance procedures, requiring use of OEM parts and adherence to defined maintenance intervals. Payment terms comply with standard governmental practices, and detailed invoicing requirements are specified. The solicitation also includes provisions for small and disadvantaged business participation, non-discrimination, and compliance with anti-lobbying certifications, ensuring adherence to legal and ethical standards consistent with state procurement policies. Overall, this contract seeks to secure a highly qualified HVAC contractor capable of delivering reliable, safe, and cost-effective maintenance services integral to SORTA’s facility operations for the next three years.