City of Dayton HVAC Preventative Maintenance and Repair Services IFB No. 26032AD (2026)
City of DaytonCity · Dayton, OH- Due
- Apr 14, 2026
- Deadline passed
- Posted
- Mar 19, 2026
- Contract term
- 1 year
- Primary contact
- Austin Dickison
- (937) 333-4035
The 30-second brief
The City of Dayton, Ohio is seeking bids from qualified contractors to establish a firm price agreement for heating, ventilation and air conditioning (HVAC) preventative maintenance and repair services. The scope encompasses routine maintenance, repair, and 24/7 emergency services for HVAC equipment and systems across various city buildings and structures. Required services include air filter replacement, coil cleaning, belt and bearing checks, lubrication, refrigerant leak testing, calibration of controls, and prompt repair response times. The initial contract term runs from May 1, 2026 through April 30, 2027, with three optional 12-month renewal periods. Electronic bids must be received by email to [email protected] no later than 11:00 AM local time on April 14, 2026. A written question deadline is set for April 2, 2026.
Lowest and best responsive and responsible bidder meeting qualifications and specifications, bidder location, availability, past performance history
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Summary
The City of Dayton, Ohio is seeking bids from qualified contractors to establish a firm price agreement for heating, ventilation and air conditioning (HVAC) preventative maintenance and repair services.
The scope encompasses routine maintenance, repair, and 24/7 emergency services for HVAC equipment and systems across various city buildings and structures. Required services include air filter replacement, coil cleaning, belt and bearing checks, lubrication, refrigerant leak testing, calibration of controls, and prompt repair response times. The initial contract term runs from May 1, 2026 through April 30, 2027, with three optional 12-month renewal periods. Electronic bids must be received by email to [email protected] no later than 11:00 AM local time on April 14, 2026. A written question deadline is set for April 2, 2026.
EVALUATION CRITERIA
Lowest and best responsive and responsible bidder meeting qualifications and specifications, bidder location, availability, past performance history
REQUIRED ATTACHMENTS
11- W-9
- Vendor Application form
- Affirmative Action Assurance form
- PEP Preference Form
- Product Manufacture Labor Standards Vendor Compliance Form
- Disclosure of Litigation and/or Investigation
- Product Summary and Specifications
- Manufacturer’s Warranty
- List of references
- Key personnel resume/qualifications
- Licensing and certifications
- Submit to
- [email protected]
- Duration
- 48 months
- Scope location
- Dayton, OH
Questions about this BID
How do I respond to this Bid from City of Dayton?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is April 14, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Austin Dickison.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including City of Dayton in OH, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the Bid submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Austin Dickison at (937) 333-4035. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Lowest and best responsive and responsible bidder meeting qualifications and specifications, bidder location, availability, past performance history" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Dayton?
All active and historical solicitations from City of Dayton are tracked and searchable. As a city agency, City of Dayton regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this Bid?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: W-9, Vendor Application form, Affirmative Action Assurance form, PEP Preference Form, Product Manufacture Labor Standards Vendor Compliance Form, Disclosure of Litigation and/or Investigation, Product. Review the full document from City of Dayton for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Dayton, OH. Review the full solicitation for detailed scope requirements.