RFQ for HVAC Maintenance Service

The Oregon Employment Department is soliciting bids for comprehensive HVAC maintenance, repair, and replacement services at its Ontario Field Office located at 375 SW 2nd Avenue, Ontario, OR. The contract requires ongoing scheduled preventive maintenance—including quarterly, semi-annual, and annual inspections—as well as emergency responses to service calls with a guaranteed four-hour on-site arrival window. All work must be performed Monday through Friday between 7 AM and 4 PM, excluding holidays, and must be conducted by licensed, certified technicians with proven experience in Daikin HVAC units and Distech or equivalent control systems. Technicians must hold EPA Section 608 certification for refrigerant handling and adhere to OSHA safety standards and manufacturer specifications. The contract term extends up to five years, with services delivered on an as-needed basis under a time-and-materials framework, where labor is billed hourly and parts are invoiced at cost plus a maximum 20% markup. Equipment replacements must meet or exceed original equipment specifications, with approved "or equal" alternatives permitted provided they are clearly documented and submitted using the required HVAC Bid Form. Proposals must be submitted electronically via email to Ali Tate by the deadline of May 5, 2026, at 9:00 AM Pacific Time, and must include a fully completed Pricing Sheet, company profile detailing years in business and service capabilities, and a listing of at least four features demonstrating compliance with the Statement of Work. No formal CLINs or pricing figures are pre-populated, and the contract value remains unspecified, though cost-plus structures and material markup rules are strictly defined. Acceptance of work occurs on-site by the OED Contract Administrator, who holds sole authority to approve equipment equivalency, inspect work quality, and authorize payment upon submission of detailed maintenance reports and original receipts. Key personnel must maintain all relevant certifications throughout the contract term, and contractors are required to provide safety data sheets for all materials used on-site. There are no socioeconomic set-asides, UEI, or CAGE code requirements, and while no formal contract type is designated, the structure aligns with a cost-plus, time-and-materials arrangement. The Oregon Employment Department reserves the right to reject any or all proposals and will select the offering that provides best value based on experience, quality, delivery timeliness, and cost without formal scoring or weighting.