Project Information

Bid Title

HVAC Services at Iowa PBS

Issuing Agency

State Government of Iowa

Location

Iowa

Published Date

Jan 24, 2026

Closing Date

Feb 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

005-RFB-2415-2026

Original Source

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Project Description

Bid Information

Bid Number

005-RFB-2415-2026

Solicitation

HVAC Services at Iowa PBS

Solicitation Type

Request for Bids

County

Description

Description

Background Information

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.

Agency Information

Number

005

Name

Administrative Services, Dept

Address 1

1305 E Walnut ST

Address 2

City/State/Zip

Des Moines, IA 50319

Contact Information

Contact Name

Michael Bradbury

Contact Title

Purchasing Agent

Contact Email

michael.bradbury@iowa.gov

Contact Phone Number

(515) 823-9327

Contact Phone Extension

Contact Other Number

Contact Fax Number

Valid Dates

From

1/24/2026 8:00:00 AM

Until

2/24/2026 2:00:00 PM

Documents/Attachments

005-RFB-2415-2026 - IPBS HVAC Services

1/21/2026 3:51:49 PM

Attachment Preview

005-RFB-2415-2026 –HVAC Services at Iowa PBS

SECTION 1 - INTRODUCTION

1.1 Purpose

The purpose of this Request for Bids (RFB) is to solicit bids from qualified providers to provide the

goods and/or services described further in this RFB to the Lead Agency and any Participating

Agencies. The Lead Agency intends to award a contract(s) beginning and ending on the dates listed

in the IMPACS solicitation, and the Lead Agency may extend the contract(s) for up to the number

of annual extensions identified in the IMPACS solicitation at the sole discretion of the Lead

Agency. Any contract(s) resulting from the RFB shall not be an exclusive contract.

1.2 Request for Bid (RFB) Definitions

Definitions – For the purposes of this RFB and the resulting contract, the following terms shall

mean:

“Agency” means the agency identified in the IMPACS solicitation that is issuing the RFB and any

other agency that purchases from the Contract.

“Alternative Bid” means a response to a bid that does not meet the exact requirements of the

specification but offers an alternative for consideration. An alternative bid is submitted with an

intentional variation to a provision, specification, term or condition of the solicitation. This

alternative, in the opinion of the bidder, achieves the same end result. Alternative bids may be

rejected as non-responsive.

“Bid” means the Bidder’s bid submitted in response to the RFB.

“Bidder” means a vendor submitting a bid in response to this RFB.

“Contract” means the contract(s) entered into with the successful Bidder(s).

“Lead Agency” means the agency facilitating the procurement and establishing the Contract.

“Participating Agency” means the agency utilizing the established contract.

“Political Subdivisions” means cities, counties, and educational institutions.

“Responsible Bidder” means a Bidder that has the capability in all respects to perform the

requirements of the Contract. In determining whether a Bidder is a Responsible Bidder, the

Agency may consider various factors including, but not limited to, the Bidder’s competence and

qualifications to provide the goods or services requested, the Bidder’s integrity and reliability, the

past performance of the Bidder relative to the quality of the goods or services offered by the

Bidder and the best interest of the Agency and the State.

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“Responsive Bid” means a Bid that complies with each of the provisions of this RFB, or is either

an alternative bid or a bid with an exception, if accepted by the Agency.

“RFB” means this Request for Bids and any addenda hereto.

“State” means the State of Iowa, the Agency identified in the IMPACS solicitation, and all state

agencies, boards, and commissions, and any political subdivisions making purchases from the

Contract as permitted by this RFB.

1.3 Contract Term

The term of the contract will begin 02/06/2026 and end on 02/05/2027.

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.

1.4 Background Information

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,

Johnston, IA 50131.

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SECTION 2 – ADMINISTRATIVE INFORMATION

2.1 Issuing Officer

The Issuing Officer identified in the IMPACS solicitation is the sole point of contact regarding the

RFB from the date of issuance until selection of the successful Bidder.

2.2 Restriction on Communication

From the issue date of this RFB until announcement of the successful Bidder, Bidders may contact

only the Issuing Officer. The Issuing Officer will respond only to electronic questions regarding the

procurement process. Questions related to the interpretation of this RFB must be submitted as

provided in the IMPACS solicitation. Oral questions related to the interpretation of this RFB will

not be accepted. Bidders may be disqualified if they contact any State employee other than the

Issuing Officer about the RFB except that Bidders may contact the State Targeted Small Business

Office on issues related to the preference for Targeted Small Businesses.

The Agency assumes no responsibility for oral representations made by its officers or employees

unless such representations are confirmed in writing and incorporated into the RFB through an

addendum.

2.3 Amendment to the RFB

The Agency reserves the right to amend the RFB at any time using an addendum. The Bidder shall

acknowledge receipt of all addenda in its Bid.

It is the Bidder’s sole responsibility to check daily for addenda to posted documents.

2.4 Bid Amendment and/or Withdrawal

The Bidder may amend or withdraw and resubmit its Bid at any time before the Bids are due. The

amendment must be submitted on Iowa IMPACS by the Bidder to the bid and received by the time

set for the receipt of Bids.

2.5 Submission of Bids

The Agency must receive the electronic Bid on: Iowa IMPACS before the “Bids Due” date and time.

This is a mandatory requirement and will not be waived by the Agency. Any Bid received after

this deadline will not be accepted. It is the Bidder’s responsibility to ensure the bid is received

prior to the deadline. Email and faxed Bids will not be accepted.

Bidders must furnish all information necessary to enable the Agency to evaluate the Bid. Bids that

fail to meet the mandatory requirements of the RFB may be rejected. Oral information provided

by the Bidder shall not be considered part of the Bidder's Bid unless it is in writing.

2.6 Bid Opening

The Agency will open Bids after the deadline for submission of Bids has passed. However, the

names of Bidders who submitted timely Bids will be publicly available after the Bid opening. See

Iowa Code Section 72.3. The announcement of Bidders who timely submitted Bids does not mean

that an individual Bid has been deemed technically compliant or accepted for evaluation.

2.7 Costs of Preparing the Bid

The costs of preparation and delivery of the Bid are solely the responsibility of the Bidder.

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2.8 Rejection of Bids

The Agency reserves the right to reject any or all Bids, in whole and in part, received in response

to this RFB at any time prior to the execution of a written Contract. Issuance of this RFB in no way

constitutes a commitment by the Agency to award a Contract. This RFB is designed to provide

Bidders with the information necessary to prepare a competitive Bid. This RFB process is for the

Agency’s benefit and is intended to provide the Agency with competitive information to assist in

the selection of a Bidder to provide goods and/or services. It is not intended to be comprehensive

and each Bidder is responsible for determining all factors necessary for submission of a

comprehensive Bid.

2.9 Disqualification

The Agency will reject outright and will not evaluate Bids if the Bidder fails to deliver the Bid by

the due date and time. The Agency may reject outright and may not evaluate Bids for any one of

the following reasons:

● The Bidder acknowledges that a requirement of the RFB cannot be met.

● The Bidder’s Bid materially changes a requirement of the RFB or the Bid is not compliant with

the requirements of the RFB.

● The Bidder’s Bid limits the rights of the Agency.

● The Bidder fails to include information necessary to substantiate that it will be able to meet a

requirement of the RFB.

● The Bidder fails to timely respond to the Agency’s request for information, documents, or

references.

● The Bidder fails to include bid security, if required.

● The Bidder fails to include any signature, certification, authorization, stipulation, disclosure or

guarantee requested.

● The Bidder presents the information requested by this RFB in a format inconsistent with the

instructions of the RFB or otherwise fails to comply with the requirements of the RFB.

● The Bidder initiates unauthorized contact regarding the RFB with state employees.

● The Bidder provides misleading or inaccurate responses.

● The Bidder’s Bid is materially unbalanced.

● There is insufficient evidence (including evidence submitted by the Bidder and evidence

obtained by the Agency from other sources) to satisfy the Agency that the Bidder is properly

responsive and responsible to satisfy the requirements of the RFB.

● The Bidder alters the language in Certification Letter or Authorization to Release Information

Letter.

● The Respondent is a “scrutinized company” included on a “scrutinized company list” created by

a public fund pursuant to Iowa Code section 12J.3.

2.10 Nonmaterial Variances

The Agency reserves the right to waive or permit cure of nonmaterial variances in the Bid if, in the

judgment of the Agency, it is in the Agency’s best interest to do so. Nonmaterial variances include

minor informalities that do not affect responsiveness, that are merely a matter of form or format,

that do not change the relative standing or otherwise prejudice other Bidders, that do not change

the meaning or scope of the RFB, or that do not reflect a material change in the requirements of

the RFB. In the event the Agency waives or permits cure of nonmaterial variances, such waiver or

cure will not modify the RFB requirements or excuse the Bidder from full compliance with RFB

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specifications or other contract requirements if the Bidder is awarded the contract. The

determination of materiality is in the sole discretion of the Agency.

2.11 Reference Checks

The Agency reserves the right to contact any reference to assist in the evaluation of the Bid, to

verify information contained in the Bid and to discuss the Bidder’s qualifications and the

qualifications of any subcontractor identified in the Bid.

2.12 Information from Other Sources

The Agency reserves the right to obtain and consider information from other sources concerning

a Bidder, such as the Bidder’s capability and performance under other contracts, the qualifications

of any subcontractor identified in the Bid, the Bidder’s financial stability, past or pending litigation,

and other publicly available information.

2.13 Verification of Bid Contents

The content of a Bid submitted by a Bidder is subject to verification. If the Agency in its sole

discretion determines that the content is in any way misleading or inaccurate, the Bidder may be

disqualified.

2.14 Bid Clarification Process

The Agency reserves the right to contact a Bidder after the submission of Bids for the purpose of

clarifying a Bid to ensure mutual understanding. This contact may include written questions,

interviews, site visits, a review of past performance if the Bidder has provided goods and/or

services to the State or any other political subdivision wherever located, or requests for corrective

pages in the Bidder’s Bid. The Agency will not consider information received if the information

materially alters the content of the Bid or alters the type of goods and/or services the Bidder is

offering to the Agency. An individual authorized to legally bind the Bidder shall sign responses to

any request for clarification. Responses shall be submitted to the Agency within the time specified

in the Agency's request. Failure to comply with requests for additional information may result in

rejection of the Bid as non-compliant.

2.15 Disposition of Bids

All Bids become the property of the Agency and shall not be returned to the Bidder at the

conclusion of the selection process, the contents of all Bids will be in the public domain and be

available for inspection by interested parties except for information for which Bidder properly

requests confidential treatment according to exceptions provided in Iowa Code Chapter 22 or

other applicable law.

2.16 Public Records and Requests for Confidential Treatment

The Agency’s release of public records is governed by Iowa Code Chapter 22. Contractors are

encouraged to familiarize themselves with Chapter 22 before submitting a Bid. The Agency will

copy and produce public records upon request as required to comply with Chapter 22 and will

treat all information submitted by a Contractor as non-confidential records unless Contractor

requests specific parts of the Bid be treated as confidential at the time of the submission as set

forth herein AND the information is confidential under Iowa or other applicable law.

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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