This is a service / maintenance or supply contract in Salisbury, Maryland. Contact the soliciting agency for additional information.

I. SUMMARY STATEMENT The State Highway Administration is soliciting bids for a qualified HVACR contractor to provide Heating, Ventilation and Air Conditioning (HVAC) systems preventative maintenance, repairs and emergency service for the equipment and systems at MDOT SHA facilities located in Wicomico County, Maryland. This contract will be bound to the limits of three (3) years, or the amount bid by the successful bidder, whichever is achieved first. Pricing for this work shall be Time and Material pricing for preventative maintenance, normal repairs/services, and emergency repair services. It is estimated that this contract will begin on or after April 17, 2022, as the current contract is coming to an end. II. SMALL BUSINESS RESERVE PROCUREMENT This is a Small Business Reserve Procurement for which award will be limited to Certified Small Business vendors. Only vendors that meet the statutory requirements set forth in State Finance and Procurement Article Subsections 14-501 - 14-505, Annotated Code of Maryland, and who are registered with the Department of General Services Small Business Reserve Program are eligible for award of a contract. Refer to Attachment No. II for further information regarding this program. III. ISSUING OFFICE and PROCUREMENT OFFICER Maryland Department of Transportation State Highway Administration District 1 Office 660 West Road Building A Salisbury, MD 21801 The sole point of contact for purposes of this IFB is the Procurement Officer Mike Marvel or Designee, Diane Kutskel. Ms. Kutskel may be contacted at telephone number 410-677-4011 between 7:00 A.M. and 4:00 P.M. or by FAX 410-543-6598. NOTE: The vendor is solely responsible for ensuring any information sent to the Procurement Officer Designee by FAX has been received by the Procurement Officer Designee. VIII. SCOPE OF CONTRACTOR SERVICES Routine Maintenance- Vendor will be contacted by MDOT SHA during the course of the contract to perform preventative maintenance and inspections on various HVAC units and/or Boiler units. The work being completed under routine maintenance will be done during normal working hours. Routine maintenance may include pre-winter and pre-summer unit inspections and services as called for by HVAC standards and manufacturer's recommendations. Units include but are not limited to: Split central Heat Pumps, Split A/C units, PTAC units, window units, ice machines, Propane wall heaters, Gas/Oil Boilers, and Propane furnaces. This work may consist of work similar to the following: cleaning coils, condensers and evaporators, flushing condensate pans, fan cleaning, inspecting capacitors, checking amp draws, lubricating motors, checking refrigerant levels, visual check of ductwork and plenums, checking condensation drainage, changing filter media, checking operation in cooling and heating mode, checking connections, check backup heat (H/P), and any and all other related work needed to properly test and maintain the units being worked on. Routine maintenance activities are to be bid and invoiced on a Time Basis: Invoiced man-hours paid under this contract shall be only for productive hours at the job site. Time spent for lunch, idle time, etc is not chargeable directly but is overhead and shall be included in the hourly rate bid for labor. All transportation time, tools, equipment and miscellaneous supplies such as cleaners, rags, etc should be considered overhead and are to be included in the hourly rate billed. Materials such as filters and freon may invoiced at quote bid price. o Preventative maintenance on all HVAC equipment is to be performed every 6 months. Contractor will be given a list of the equipment location that require the PMs. o One trip charge may be invoiced per day per location visited on Preventative Maintenance/Repair work. o A normal crew for this type of work will consist of one Maryland State licensed Journeyman/master HVAC technician. On complicated work assignments or as required, additional apprentice/helper may be used if pre-approved by the MDOT SHA authorized representative. o A licensed Journeyman/master HVAC technician shall be required to be on-site at all times either performing or overseeing the work of the apprentice. o Vendor must maintain a stocked service truck with materials, tools, ladders, and necessary equipment to provide HVAC services. o If any work requires maintenance of traffic (MOT) (mainly bridge housework), MDOT SHA will be responsible for providing this service. Vendor must request any MOT from the District 1 Maintenance office in advance. Repairs, Emergency repairs- Vendor may be contacted by MDOT SHA during the course of the contract to perform repairs or system replacements (if deemed non-repairable at the discretion of the MDOT SHA procurement officer/designee) during normal business hours of 7:00 am-5:00 pm Monday through Friday OR emergency repairs after 5:00 pm or on weekends. All repairs will include the diagnosis and repair of units as called for by HVAC standards and the unit manufacturer's recommendations. Units include but are not limited to: Split central Heat Pumps, Split A/C units, PTAC units, Propane wall heaters, gas/oil boilers, ice machines, and Propane furnaces. This work may consist of work similar to the following: Diagnostic testing of units, replacing capacitors, compressor replacement, fan motor replacement, installing hard start kits, adding refrigerant, repair of ductwork and plenums, replacing control boards, repairing connections and any and all other related work needed to bring the unit back to working order. Upon diagnosing the problem with any unit, vendor is to provide to the SHA manager a cost estimate to repair the unit. This should be a verbal estimate if the repair is under $300 or a written quote if the repair is over this amount. MDOT SHA may elect not to repair the unit if the cost is prohibitive. SHA reserves the right to procure through its existing supply contracts any equipment or materials that cost over $500 if it is advantageous to do so. Emergency repair activities are to be bid and invoiced on a Time and Material Basis: Invoiced man-hours paid under this contract shall be only for productive hours at the job site. Time spent for lunch, idle time, etc is not chargeable directly but is considered overhead and shall be included in the hourly rate bid for labor. Miscellaneous supplies such as cleaners, rags, etc should be considered overhead and are to be included in the hourly rate billed. Vendor may charge one trip-charge per day per location for repair work. Any trips to pick up supplies and materials may be invoiced at the applicable hourly rate. All repair parts used must be compatible and must meet or exceed the specifications listed by the manufacturer of the unit being repaired. All parts/materials used by the contractor shall be billed to MDOT SHA at Manufacturer's Suggested Retail Price (MSRP List OR Market List price). All material cost shall be detailed (itemized) on the invoice and shall not be lumped together. See the example invoice below for more information on the details SHA will require with the vendor's invoice. Please refer to section E for more information on the invoice requirements.