Preventative Maintenance for the HVAC & Temperature Controls

The Indiana Department of Administration, Division of Public Works, is soliciting quotations for preventative maintenance of the HVAC and temperature control systems at the Department of Workforce Development Elkhart office. The scope of work requires the contractor to provide all labor, parts, and materials to maintain equipment in optimum operating condition, including a minimum of four planned inspections every 90 days, spring start-ups, and fall shutdowns. Additionally, the contractor must provide emergency services for HVAC and MEP systems at an additional cost and maintain a maintenance management schedule for the Physical Plant Director. All replacement parts must be new and produced by the original manufacturer. The contract is estimated to be less than $150,000, with a base bid structured as an annual lump sum that includes a mandatory $8,000 allowance for owner-directed work and a provided hourly rate sheet for MEP crafts. The initial period of performance begins October 9, 2026, for a duration of 365 days, with the option to renew for up to three additional years upon mutual agreement. Payments will be made via electronic funds transfer on a cash-on-receipts basis. Bidders must submit quotations using Form DAPW 35 to the Public Works Division email by October 7, 2026. Submissions must include original handwritten signatures and a W-9 form. Quotations may be rejected for failing to be sealed, missing the requisition number, or if the bidder is under suspension. Contractors must comply with various state and federal regulations, including non-discrimination laws, drug-free workplace policies, and OSHA trench safety standards for excavations five feet or deeper.