Preventative Maintenance for the HVAC & Temperature Controls

The Indiana Department of Administration, Division of Public Works, is soliciting quotations for the preventative maintenance of HVAC and temperature control systems at a facility in Elkhart, Indiana. The contract, estimated to be under $150,000, requires the contractor to provide all labor, parts, and materials to keep systems in optimum operating condition. The scope of work includes a minimum of four planned inspections every 90 days, quarterly air filter replacements, and specific seasonal service calls for spring start-up and fall shutdown. Additionally, the contractor must provide emergency MEP services with response times ranging from immediate for life-safety threats to within three hours for compromised equipment performance. The agreement is structured as an annual lump sum base bid, which must include an $8,000 allowance for owner-directed work, supplemented by a detailed hourly rate sheet for various crafts and equipment. The initial period of performance begins October 9, 2026, for a duration of 365 days, with the possibility of renewal for up to three additional years. Payments are made quarterly in arrears, and the contractor must maintain compliance with state and federal regulations, including non-discrimination laws, drug-free workplace standards, and OSHA safety requirements. Final acceptance of the work is managed by the Director of Public Works, with a formal closeout inspection occurring 90 days prior to the contract end or renewal date.