New York State Contract Reporter #2139242

Preventive maintenance and repair services for HVAC, boiler, chiller, refrigeration, and ancillary systems

The New York State Office of Mental Health is seeking a contractor to maintain and repair HVAC, boiler, chiller, refrigeration, and related systems at the Nathan S. Kline Institute. - Government buyer - New York State Office of Mental Health (OMH), Bureau of Procurement Enterprise Services, for the Nathan S. Kline Institute in Orangeburg, New York. - Procurement contacts named in the attachments: Peter A. Rogers and William Gwynn. - OEMs and vendors - No equipment OEMs or prospective service vendors are identified in the solicitation materials. - Requested services - Scheduled preventive maintenance across multiple buildings for air-handling and rooftop units, HVAC controls, compressors, split systems, VAV boxes, coils, heaters, fans, drives, heat exchangers, boilers and water heaters, pumps, tanks, valves, humidifiers, dehumidifiers, air dryers, vacuum pumps, meters, chillers, condensers, refrigeration and freezer units, and electric steam generators. - Maintenance tasks follow monthly, bi-monthly, quarterly, semi-annual, annual, seasonal, and one-time schedules. Equipment-level quantities and task details are in the scope and bid sheet; examples include 47 quarterly AHU/RTU services without pre-filter replacement, 18 with pre-filter replacement, and 29 final-filter-section replacements. - Time-and-material repair labor rates are requested for HVAC technicians (300 straight-time hours and 80 overtime hours annually), chiller technicians (120 straight-time hours and 80 overtime hours annually), and training (8 hours annually). These are estimated bid quantities; payment is for actual work. - A repair-material allowance is estimated at $140,000 per year, or $700,000 over the five-year term. Materials are reimbursed as used, with a fixed 10% markup excluding shipping. - Notable requirements - Emergency service requires telephone contact within one hour and on-site response within two hours of a request. - Repairs require prior facility approval. No reimbursement is provided for travel time or expenses. - New equipment associated with facility projects is not to be maintained or invoiced until project completion and facility acceptance. - New York prevailing-wage requirements apply; participation goals are 6% SDVOB, 16% MBE, and 14% WBE.

Description

The NYS Office of Mental Health and Nathan S. Kline Institute are seeking a contractor to provide preventive maintenance for the facility’s HVAC, boiler, refrigeration systems, and ancillary equipment at 140 Orangeburg Road, Orangeburg, New York. Work details, including maintenance tasks, equipment lists, and schedules, are specified in Appendix D of the contract boilerplate. The procurement is an Invitation for Bid, with a five-year contract scheduled to take effect January 1, 2027; bidders must use the provided Bid Quote Sheet. A mandatory site visit is required, New York State prevailing wage rates apply, and bids are due October 22, 2026, at 3:00 PM ET.

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