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Invitation to BID - HVAC Services

Invitation to Bid

Heating, Ventilation, and Air Conditioning (HVAC) Services

Kentucky Housing Corporation (KHC) is soliciting bids for Full Service HVAC Preventative Maintenance. KHC will enter Competitive Sealed Bidding with any Bidder that is deemed a Responsible and Responsive Bidder to this Invitation to Bid.

KHC is the state housing finance agency and a political subdivision of the Commonwealth of Kentucky. Created by the General Assembly in 1972, KHC’s mission is to invest in quality housing solutions for families and communities across Kentucky.

Services Requested
The Contractor agrees to provide air conditioning, heating, and refrigeration equipment inspections, preventive maintenance, and repairs according to the conditions (“Services”) throughout the fiscal year as follows:

  • Perform scheduled inspections and maintenance on all KHC HVAC systems (see Equipment List, Addendum 1, attached) on a quarterly basis and notify KHC of any conditions observed that require repairs or corrective action not included in these Services;
  • Maintain a 24-hour on-call emergency service program;
  • Provide written reports and detailed check sheets regarding services performed and repairs completed, along with any additional recommendations;
  • Provide Annual Calibration and Inspection;
  • Provide Heating Start-up and Performance Maintenance;
  • Provide Cooling Start-up and Performance Maintenance;
For more details and requirements, please review the full Invitation to Bid for HVAC Services.

Notice to Bidders
There will be a mandatory onsite pre-bid meeting scheduled for Tuesday, May 14, 2019, beginning at 9:30 a.m. ET, at KHC at 1231 Louisville Road, Frankfort, Kentucky, 40601. This meeting will be for KHC to provide additional details not included in the invitation to bid, as well as to answer any questions/clarifications from any prospective bidders, followed by a walk-through of the area to inspect the site for all general and local conditions that may affect the Bid and make all evaluations and investigations necessary for a full understanding of any difficulties which may be encountered in performing the Services and conduct all field measurements at that time,
if necessary. Upon arrival, please check in at the main entrance and our team will escort you to the assigned conference room.

Submission of Bid

  • Bids must be submitted electronically, preferably in a single-document PDF, via email, no later than the time and date indicated below. See Section 3 of Exhibit A regarding the Kentucky Open Records Act and exemptions thereto.
  • Subject line to read: HVAC Full Service Maintenance Invitation to Bid
  • Bid must be submitted on the unaltered Bid Form (Addendum 2) attached and have all blank spaces completed and the Bid stated in both writing and figures.
  • Bids received after the deadline will not be accepted or reviewed for selection unless the Bidder can provide evidence that the cause of the delay was beyond the Bidder’s control. The Purchasing Officer will make a final determination as to whether to consider the Bid.
  • Bid must be received by 5:00 p.m. ET, on Tuesday, May 21, 2019.