HVAC Services at Iowa PBS

This RFB is designed to provide Bidders with the information necessary for the preparation of competitive Bids. The RFB process is for the Lead Agency’s and Participating Agencies’ benefit and is intended to provide the Lead Agency with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Bidder is responsible for determining all factors necessary for submission of a comprehensive Bid. This solicitation is for monthly preventative maintenance, scheduled part repair or replacement, and emergency services and repairs to the HVAC systems at Iowa PBS. Services will be provided at two (2) locations. The IOWA PBS building at 6535 Corporate Drive and 6450 Corporate Drive. Contract Term The term of the contract will begin 02/27/2026 and end on 02/26/2027. The Agency shall have the sole option to renew the contract upon the same or more favorable terms and conditions for up to Five (5) annual extensions. The resulting contract will be available to all State Agencies. Site Visit Information: Monday, February 10th, 2026 at 1:00pm Address: 6450 Corporate Dr, Johnston, IA 50131 SPECIFICATIONS (From Section 3 of downloadable Solicitation) All items listed in this Section are Bid Specifications. A successful Bidder must be able to satisfy all these specifications to be deemed a Responsible Bidder. The Term contract for HVAC System Maintenance and Service, for IOWA PBS – 6535 and 6450 Corporate Drive, Johnston, IA. 3.1 Maintenance Contractor is hereafter referred to as Contractor. Contractor shall provide mechanical maintenance service per 005-RFB-2415-2026. Under this agreement the Contractor will: 3.1.1 Maintain the mechanical systems consisting of components on Schedule A. IOWA PBS will pay for replacing faulty parts on a time and material basis (hourly labor rates by position per bid). As replacement parts are needed, IBPS will decide whether to buy the part through State Contracts or through the Contractor. Chemical testing (analysis) of the system water for proper treatment levels is NOT a part of this contract. Another Contractor will provide that service. 3.1.2 Perform preventative maintenance on all components listed in Schedule A, as outlined on Schedule B. The Contractor's proposed "Monthly Fee" shall cover all Labor for preventative maintenance services an all related consumables including belts, pulleys, mounts, sheaves, oil filters, suction filters, and refrigerant. Replacing and/or supplying air filters is NOT a part of this contract. 3.1.3 Provide Emergency services to maintain HVAC system functionality. 3.1.4 Keeping a log of all equipment showing maintenance performed and other information necessary for understanding of operating condition. Log shall be kept at IOWA PBS building. 3.2 Preventative maintenance must comply with manufacturer’s requirements/recommendations including any qualifications the manufacturer makes. IOWA PBS provides Schedule B as the initial proposed guide for service intervals, on approximately the following schedule: 3.2.1 Monthly, or as required by manufacturers’ specifications or as recommended by IOWA PBS (may be a few seasonal variations for a couple types of equipment). As time goes by, Contractor may make recommendations to IBPS regarding adjustments to the schedule. 3.2.2 Maintenance on all Variable Frequency Drives shall be semi-annual or as required by the manufacturer’s specifications and performed by a licensed electrician. Each preventative maintenance call will be scheduled detailing exactly what tasks to perform and special tools and instruments needed to maintain the systems at optimum comfort and efficiency levels. Contractor shall submit with his bid, data that indicates the use of a uniform and detailed method by which preventive maintenance tasks are defined, scheduled, recorded, updated and processed. The contracting company's preventive maintenance program shall be computer generated, based on run time, manufacturer's recommendations, and a historical data bank of similar equipment. Simple computer based, run time only, or hand scheduled programs, are not acceptable. After each service call, a service report shall be left with the owner, detailing work accomplished. The State of Iowa will be the owner of the preventative maintenance data. 3.3 Parts that require repair or replacement shall be quoted to and scheduled through Iowa PBS. Original, paid invoices or receipts that substantiate any material mark-up applied to the repair or replacement must be submitted with the invoice package. 3.4 Emergency Services - Contractor guarantees two (2) hour response time, 24 hours per day, 7 days a week, 365 days per year due to the critical nature of the technical equipment overheating. If this technical equipment is shut down IOWA PBS could be shut down across the state. Failure to respond within two hours on more than one occasion is just cause for cancellation of this contract. After hours, emergency service response system shall be professionally staffed telephone answering service. Automatic telephone answering/recording machines, or home telephone numbers are not acceptable. A texting or emailing system will be made available to the contractor that will send data from the control system to the contractor. IOWA PBS is also exploring options where the contractor may have access to the control system via the internet. Liquidated Damages: Failure to respond within the two-hour response time will be just cause for the owner (IOWA PBS) to charge the contractor at the rate of one thousand dollars ($1,000.00) per hour or any portion of an hour thereof. These liquidated damages are agreed to in advance as reasonable and are not construed as a penalty. 3.5 General Requirements 3.5.1 Contractor shall only permit personnel who have the proper training, qualifications, certification, license, and authorization to perform the particular work assigned. 3.5.2 Contractor will stock critical consumables in the Des Moines vicinity. 3.5.3 All refrigerant that is required shall be provided by the Contractor. 3.5.4 All consumables and parts must be OEM or equivalent, new, or rebuilt if warranty is same. 3.5.5 All parts and labor shall be warranted to be free of defects of materials and workmanship through normal use for a period of one year or the manufacturer’s standard warranty, whichever is longer. 3.5.6 All Glycol that is required shall be provided by IOWA PBS. 3.5.7 The alarms that go out to the email/text system are problem/failure alarms and will require Contractor service personal dispatch. Other alarms that are not problem failure do not go out to the email/text system and Jamie Dye or designate will dispatch contractor in the A.M. on these. The Contractor will perform the primary monitoring of failure alarms. The Contractor will respond to the failure alarms. The alarms are set up for early response to prevent equipment damage. Please see page 3 (#1) of Appendix A for required response times. 3.5.8 Billable labor (outside of the monthly fixed cost, for scheduled preventative services), and billable common construction material must be itemized (for labor, hourly rate by position and number of hours) so it is in harmony with the hourly labor rates, and percentage mark-ups for common construction materials, which will be shown in the contract. Use of Third Parties/Prime Contractor Responsibilities. Iowa PBS acknowledges that the Contractor may contract with third parties for the performance of any of the Contractor’s obligations under this Contract. All subcontracts shall be subject to advance written approval by the IOWA PBS. The Contractor may enter into these contracts to complete the work provided that the Contractor remains responsible for all services performed under this Contract. All restrictions, obligations and responsibilities of the Contractor under this Contract shall also apply to subcontractors. The IOWA PBS shall consider the Contractor to be the sole point of contact with regard to all matters related to this Contract and is not required to initiate or maintain contact with any subcontractor. IOWA PBS may choose to deny use of any specific third-party contractor at IOWA PBS’s sole discretion, in which case the Contractor must obtain a different third-party contractor. The Contractor shall have the expertise, license, skills, experience, resources, personnel, test equipment, tools, and abilities to maintain the HVAC system at IOWA PBS, in good working order. All planned maintenance service under this agreement will be performed during normal working hours. Client (IOWA PBS) will provide reasonable means of access to all equipment covered by this agreement. Contractor will be free to start and stop all primary equipment incidental to the operation of the mechanical systems as arranged with client's representative. Valve maintenance and repair is included in this agreement but only on a time and material basis (not to be included in monthly cost). Contractor will not be responsible for making repairs or replacements necessitated by reason of negligence or misuse of the equipment by others or by reason of any other cause beyond owner's control except ordinary wear and tear