Project Information

Bid Title

IFB 26032AD Heating, Ventilation and Air Conditioning (HVAC) Preventative Maintenance and Repair Ser

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Mar 19, 2026

Closing Date

Apr 14, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 26032AD

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 26032AD
Bid Title:	IFB 26032AD Heating, Ventilation and Air Conditioning (HVAC) Preventative Maintenance and Repair Ser
Category:	Procurement
Status:	Open

Description: Electronic bids are due by April 14, 2026 no later than 11:00 AM (Dayton Local Time). Publication Date/Time: 3/19/2026 4:25 PM Closing Date/Time: 4/14/2026 11:00 AM Related Documents: IFB 26032AD Heating, Ventilation and Air Conditioning (HVAC) Preventative Maintenance and Repair Services Part I of II IFB 26032AD Heating, Ventilation and Air Conditioning (HVAC) Preventative Maintenance and Repair Services Part II of II

Attachment Preview

AD # 3/19 & 3/24

C I T Y O F D A Y T O N, O H I O

Purchasing Division

Room 514, CITY HALL

101 W. Third St.

DAYTON, OHIO 45402

INVITATION FOR BID

IFB No. 26032AD

HEATING, VENTILATION AND AIR CONDITIONING (HVAC) PREVENTATIVE

MAINTENANCE AND REPAIR SERVICES Part I of II

For Further Information Contact:

Austin Dickison

Room 514, CITY HALL

101 W. Third St.

Dayton OH 45402

Phone No. 937-333-4035

Date March 19, 2026

Nicole Fox

Purchasing Agent

ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO bids@daytonohio.gov

NO LATER THAN: 11:00 A.M. local (Dayton OH) time on April 14, 2026

User Agency: Various

Your bid is requested for the following:

To establish a firm Price Agreement for Heating, Ventilation and Air Conditioning (HVAC) Preventative Maintenance and Repair Services with

pricing to remain firm for the period May 1,2026 through April 30, 2027 with a possible option to renew, at the City of Dayton’s discretion, firm

pricing for three (3) additional 12-month periods from May 1, 2027 through April 30, 2030.

A copy of this bid may be found on the City’s Website at: http://www.daytonohio.gov/bids.aspx

All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of Dayton, please complete and

submit your complete Vendor Application form. Forms must be on file with the City of Dayton before any Purchase Order or contract can be

awarded with your company.

Questions: Please submit any and all questions in writing to Austin Dickison at Austin.Dickison@daytonohio.gov no later than 11:00 AM on

April 2, 2026. Answers will be posted by end of business on April 7, 2026.

Forms can be found on the City of Dayton’s website at: http://www.daytonohio.gov/781/Doing-Business-With-the-City-of -Dayton

Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in “Subject” line. All supplemental documentation

shall be included with the original.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.

A copy of the Bid Tabulation may be obtained by contacting the Procurement office and will be available online once the award has been

made.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable to this

I.F.B.

Bids are to include all shipping costs to the point of delivery as indicated above.

The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57-15847).

Multi-year orders are valid only if funds are available in succeeding years.

State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand names

on our bid form are to establish quality levels and do not indicate preference.

The City of Dayton reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept the bid or bids which in the

judgment of proper officials, is to the best interest of the City.

The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to

quote, advise to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.

BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council, 371 W.

Second St., Suite 100, Dayton, Ohio 45402--Phone No. 937-333-1403) must be on file with the City of Dayton before an order or contract can

be issued. Please complete and return promptly to the Human Relations Council.

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

Date: ___________

I.F.B. No. 26032AD

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including

inside delivery.

Heating, Ventilation, and Air Conditioning (HVAC) Preventative Maintenance and Repair Services Part I of II

Bidders are required to bid all items of this bid to be awarded. If you cannot bid all items you will be considered

non-responsive.

Both portions of the Heating, Ventilation, and Air Conditioning (HVAC) Preventative Maintenance and Repair Services bid must be

completed electronically. Send one original pdf signed bid and one excel spreadsheet electronic via e-mail to:

bids@daytonohio.gov

Please fill in Grey Shaded Areas Electronically using Part II. Part II shall be submitted in EXCEL.

 Price to remain firm for the period May 1, 2026 through April 30, 2027.

 Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from

May 1, 2027 through April 30, 2028) at the City’s sole discretion?

Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is

_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification

of the requested increase

 Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from

May 1, 2028 through April 30, 2029) at the City’s sole discretion?

Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is

_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification

of the requested increase

 Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from

 May 1, 2029 through April 30, 2030) at the City’s sole discretion?

Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is

_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification

of the requested increase

Yes [ ] No [ ] If appropriate, are you a part of a Cooperative Pricing Agreement? Please elaborate in Part II of II.

Bidder shall provide all product Summary and Specifications related to product(s) and Manufacturer’s Warranty with your company’s

bid response.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City’s Revised Code of General Ordinances

Section 35.70 through 35.74 regarding Living Wages." [ ] YES

[ ] NO

All delivery costs are included in this quotation

regardless of F.O.B. designation.

Cash Discount Allowed:______% 10th Proximo.

Leave blank if your terms are Net 30 Days.

Delivery will be made within ________ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance with-

in 90 calendar days after bid opening unless other-

wise stated.

Bidding Company____________________________________

Address : ___________________________________________

___________________________________________________

City

State

Zip Code

___________________________________________________

Email address to send Purchase Order to:

By:_________________________________________________

(Please Print or Type) Name and Title

Signature: ___________________________________________

Phone No.__________________/FED. ID#_________________

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

Date: ___________

I.F.B. No. 26032AD

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including

inside delivery.

DESCRIPTION

BID DOCUMENT

All bids shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The City’s email size can

only accept 20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total).

Should the bid document be larger than this size your company will have to submit bid in several email documents.

Should the bid be submitted in multiple parts please designated in the “Subject”, your bid response as multiple “Parts”,

i.e. IFB No. 26032AD Part 1, IFB No. 26032AD Part 2, etc.

BID OPENING

Topic: CITY OF DAYTON BID OPENING – IFB 26032AD – Heating, Ventilation and Air Conditioning (HVAC)

Preventative Maintenance and Repair Services

Time: April 14, 2026 11:00 AM Eastern Time (US and Canada)

Join Zoom Meeting

Invite Link: https://us04web.zoom.us/j/72247711466?pwd=QaW6nfGhiJpTfgLacIcXrfVsl3Fgbx.1

Meeting ID: 722 4771 1466

Passcode: 2bfh0e

City of Dayton

HEATING, VENTILATION AND AIR CONDITIONING (HVAC) PREVENTATIVE MAINTENANCE AND

REPAIR SERVICES

(Per Specifications Attached)

The City understands that every bidder receiving this bid package may not be able to bid on every section or even every item within a section.

We ask that you bid on the items which you have available to you. The bid will be awarded to multiple bidders based on best pricing for

materials, meeting specifications.

Bidders shall respond to all information requests of this specification in the spaces provided. Failure to do so may be grounds for rejection

of bid. Bidders shall complete the City’s bid form as none other will be accepted; “See attached” to be designated only for additional

pricing or information that is not listed in bid below.

If the successful bidder(s) chooses to work other than “regular hours” without City approval, these hours will be paid at the regular rate.

WORK HOURS: If the bidder chooses to work other than “regular hours” without City approval, these hours will be paid at the regular rate.

Standard work hours – Please define: ______________________________________

Non-Standard work hours – Please define: __________________________________

Week-end work hours – Please define: __________________________________

Holidays (as designated by Bidder) – Please define: __________________________

(Bidder to provide annual Holiday list with bid response)

EMERGENCY SERVICES – available for 24x7x365 service

YES [ ] NO [ ]

If yes, please provide a list of two (2) corporate officers or senior management

personnel for contact purposes for 24 hour 365 day per year emergency contact.

Contact Name: __________________________________________________

Title: ______________________________

Telephone Number: __________________ Fax Number: _______________

Email Address: ___________________________________________________

Contact Name: __________________________________________________

Title: ______________________________

Telephone Number: __________________ Fax Number: _______________

Email Address: ___________________________________________________

RESPONSE TIME

• Contractor and/or a technician from bidder’s company will respond back to City requestor’s telephone calls within _______ hour(s),

(minimum not to exceed 2 hours).

• On-site response time for all requested service shall be within _______hours after contractor receives service request from the

City, (Minimum not to exceed 8 hours).

• On-site response time for all EMERGENCY requests shall be within _______ hours after contractor receives a service request

from the City, (minimum not to exceed 2 hours).

CITY OF DAYTON

HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

IFB NO. 26032AD

March 2026

Name of Bidding Company:

REFERENCES FOR BIDDING COMPANY

List company names, addresses, and telephone numbers for at least three (3) references presently or previously served by your

Company for IFB No. 26032AD. Do not use the City of Dayton as a reference.

Company Name:

Address:

Contact Person:

Telephone Number:

Email Address:

Fax Number:

Company Name:

Address:

Contact Person:

Telephone Number:

Email Address:

Fax Number:

Company Name:

Address:

Contact Person:

Telephone Number:

Email Address:

Fax Number:

CITY OF DAYTON

HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

IFB NO. 26032AD

Commodity Codes

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

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