IDOC - HVAC Services

The contract for HVAC maintenance at East Moline Correctional Center is a three-year agreement awarded through the Illinois Department of Corrections' Small Business Set Aside program, with an estimated value between $500,000 and $1.5 million. It requires a responsible and responsive small business vendor to provide comprehensive repair, maintenance, and emergency services for HVAC systems, including chillers, boilers, air handling units, and related controls. The vendor must deliver services on-site at the facility, adhering to manufacturer specifications, industry standards, and all applicable laws and codes, with emergency response times within two hours and repair initiation within twelve hours. The contract emphasizes quality assurance through warranties, detailed record-keeping, and approval processes involving the Chief Engineer and Business Administrator, with services inspected and accepted on-site before invoicing and payment processing. Procurement and contractual compliance are governed by Illinois statutes and administrative codes, with mandatory vendor disclosures, certifications, and socioeconomic reporting requirements. Vendors must be registered in the Illinois Procurement Gateway, disclose ownership and diversity status, and certify ongoing compliance with various state and federal laws, including equal opportunity, environmental, and labor standards. The contract incorporates standard Illinois terms covering responsibilities, liability, and legal jurisdiction, and restricts assignment and subcontracting without prior approval. Payment procedures involve manual invoice submission to the designated facility office, contingent upon approval and fund availability, with payments governed by the State Prompt Payment Act. Bids must be submitted electronically via the BidBuy system, including all required disclosures and forms, by the specified deadline, with no paper or email submissions accepted. The scope of work includes preventative maintenance, repairs, and warranty services, with performance inspections conducted at the facility, ensuring all work meets safety, quality, and legal standards.