New York State Insurance Fund - Preventive Maintenance for Supplemental HVAC Unit Rochester Office - RFQ #2026-145-RE, 2026
New York State Insurance Fund | State of New YorkState · Albany, NY- Due
- Dec 4, 2026
- 23 days left
- Posted
- Nov 4, 2026
- Contract term
- 5 years
- Primary contact
- Jessica Oswald
The 30-second brief
The New York State Insurance Fund (NYSIF) is seeking a five-year contract for preventive maintenance services for the supplemental HVAC unit (Enviro-Tec Model HLE Horizontal Exposed Cabinet PKA-A30KA7/PKAA24KA7) located within the data room of NYSIF's Rochester office at 25 Franklin Street, Rochester, NY. The work includes quarterly maintenance per manufacturer specifications such as checking and changing air filters, lubricating pumps and motors, checking safety controls, belts, blowers, humidifier lamps, fans, shafts, bearings, compressor operation, refrigerant charge, condensers, electrical connections, controls, providing a written report, and responding to emergency service requests within 24 hours. The procurement is limited to New York State small businesses certified as Minority or Women Owned Businesses (MWBE) or Service-Disabled Veteran Owned Businesses (SDVOB), with contract value not exceeding $1,500,000. Bids are due by December 4, 2026, at 2:00 PM EST. An optional site visit is available, and bidder inquiries are due by November 17, 2026. Prevailing wage requirements apply.
Quarterly preventive maintenance for Enviro-Tec Model HLE Horizontal Exposed Cabinet PKA-A30KA7/PKAA24KA7 HVAC unit, Air filter replacement, Lubrication of pumps and motors, Safety controls check, Belt and blower checks, Humidifier service, Fan/shaft/bearing maintenance, Compressor and refrigerant checks, Condenser cleaning, Electrical connections check, Control verification, Written service reports, Emergency service response within 24 hours
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Summary
The New York State Insurance Fund (NYSIF) is seeking a five-year contract for preventive maintenance services for the supplemental HVAC unit (Enviro-Tec Model HLE Horizontal Exposed Cabinet PKA-A30KA7/PKAA24KA7) located within the data room of NYSIF's Rochester office at 25 Franklin Street, Rochester, NY. The work includes quarterly maintenance per manufacturer specifications such as checking and changing air filters, lubricating pumps and motors, checking safety controls, belts, blowers, humidifier lamps, fans, shafts, bearings, compressor operation, refrigerant charge, condensers, electrical connections, controls, providing a written report, and responding to emergency service requests within 24 hours.
The procurement is limited to New York State small businesses certified as Minority or Women Owned Businesses (MWBE) or Service-Disabled Veteran Owned Businesses (SDVOB), with contract value not exceeding $1,500,000. Bids are due by December 4, 2026, at 2:00 PM EST. An optional site visit is available, and bidder inquiries are due by November 17, 2026. Prevailing wage requirements apply.
REQUIRED DELIVERABLES
Quarterly preventive maintenance for Enviro-Tec Model HLE Horizontal Exposed Cabinet PKA-A30KA7/PKAA24KA7 HVAC unit, Air filter replacement, Lubrication of pumps and motors, Safety controls check, Belt and blower checks, Humidifier service, Fan/shaft/bearing maintenance, Compressor and refrigerant checks, Condenser cleaning, Electrical connections check, Control verification, Written service reports, Emergency service response within 24 hours
REQUIRED ATTACHMENTS
14- Appendix 2 Question Submission Form
- Form CE-200 or C-105.2/U-26.3 for Workers Compensation
- Form DB-120.1/DB-155 for Disability Benefits
- Certificate of Registration with NYSDOL
- Appendix M documents
- Appendix S documents
- Appendix D MacBride Questionnaire
- Appendix E Vendor Responsibility Questionnaire
- Appendix F NYS Certifications
- Appendix G
- Appendix H
- Appendix J
- Appendix X
- Appendix Z Fee Schedule
- Submit to
- [email protected] or NYSIF - Procurement Unit, Bid #2026-145-RE, 15 Computer Drive West, Albany, NY 12205
- Scope location
- Rochester, NY
- Reported agency
- New York State Insurance Fund
Questions about this RFQ
How do I respond to this RFQ from New York State Insurance Fund | State of New York?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 4, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected] or NYSIF - Procurement Unit, Bid #2026-145-RE, 15 Computer Drive West, Albany, NY 12205. For questions, contact Jessica Oswald.
Can small businesses or minority-owned firms bid on this RFQ?
Most government agencies, including New York State Insurance Fund | State of New York in NY, 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 RFQ 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 Jessica Oswald. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Quarterly preventive maintenance for Enviro-Tec Model HLE Horizontal Exposed Cabinet PKA-A30KA7/PKAA24KA7 HVAC unit, Air filter replacement, Lubrication of pumps and motors, Safety controls check, Belt and blower checks, Humidifier service, Fan/shaft/bearing maintenance, Compressor and refrigerant c. Proposals should clearly address how each deliverable will be met.
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Where can I find more RFPs from New York State Insurance Fund | State of New York?
All active and historical solicitations from New York State Insurance Fund | State of New York are tracked and searchable. As a state agency, New York State Insurance Fund | State of New York 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 5 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of December 4, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFQ?
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: Appendix 2 Question Submission Form, Form CE-200 or C-105.2/U-26.3 for Workers Compensation, Form DB-120.1/DB-155 for Disability Benefits, Certificate of Registration with NYSDOL, Appendix M documents. Review the full document from New York State Insurance Fund | State of New York for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Rochester, NY. Review the full solicitation for detailed scope requirements.