FY26 - 27 COBH Chiller Maintenance

Central Ohio Behavioral Healthcare is soliciting bids for a contractor to perform preventative maintenance and testing on chillers in our main building and forensic building.

Additional Services:
COBH will request and schedule services as needed.

Service Rates – This contract shall include commitment for emergency calls on an ‘as needed’ basis deemed emergency by COBH. The Contractor must have adequate personnel to be capable of responding to emergencies 24 hours per day, 365 days per year. Response time shall be no more than 2 hours for emergency calls. The hourly charge for emergency services should include all costs related to providing the service (i.e., equipment and personnel, etc.). Hourly charges for emergency services shall commence upon arrival to our facility. An itemized invoice shall be provided for all emergency services.

Service during regular working hours shall be billed at regular hourly wage rates. Service during hours other than 7:30 a.m. to 4:00 p.m. shall be listed clearly to describe overtime and holiday rates. The Contractor must have adequate personnel and equipment to respond to emergencies 24 hours per day, 365 days per year.

The bid should show hourly rate for above services during normal working hours, weekends and holidays and be accompanied by any written certifications. Invoices must be itemized to clearly reflect labor and materials separately (if any materials are used). Materials may be provided by COBH (prior approval will be required if contractor is to provide any materials).

Maintaining Records/Reporting: The contractor shall maintain a complete set of records of each scheduled preventive maintenance inspection including, but not limited to inspection dates, items checked, current chiller status, repairs, maintenance performed, problems noted and a statement of accounts with the following information: Scheduled inspection charge for the current period and the accumulated total to date; and repair charges for the current period and the accumulated total to date.

The records shall be maintained for the term of the contract and surrendered to COBH upon termination or cancellation of this contract. Following completion of each scheduled inspection or repair, the contractor shall review with the facility contact person (or designee) the details of the work just completed and any recommendations for necessary repairs or improvements to the system. Within one (1) week following a scheduled inspection or repair, the contractor shall file a written report that lists all repair needs and deficiencies, that provides a copy of the inspection log, that covers the information specified in Section 7 under “Maintaining Records/ Reporting”. The list of technicians shall be included in the report with certification or licenses listed.

OAKS ID Required: When submitting a bid, please ensure you are submitting it under your State of Ohio ID.  Bids Received not associated with an OAKS ID may prevent us from awarding a contract to your organization.

Service Address: 2200 W. Broad St. Columbus, OH 43223

Itemized Quote: Please provide an itemized Quote when submitting your bid. The quote package shall include your technical proposal with experience levels.

Controlling Board Threshold: In accordance with Ohio Revised Code 127.162, this solicitation may be subject to Controlling Board threshold. Bids received will be reviewed against our Agency’s Controlling Board threshold. Suppliers exceeding our Agency’s Controlling Board threshold may prevent us from awarding a contract to your organization.

Evaluation Process

1. OhioMHAS’s initial review of all proposals for timely submission;
2. An evaluation committee review of the proposals for defects and scoring;
3. OhioMHAS’s request for more information (clarifications, interviews, presentations, and/or demonstrations); and,
4. Negotiations or best offer requests.

At its sole discretion, OhioMHAS will determine whether phases three and/or four are necessary under this RFP, reserving for itself the ability to eliminate or add phases three or four at any time during the evaluation process. OhioMHAS may add or remove sub-phases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.

Proposal Evaluation Criteria

In the proposal evaluation phase, OhioMHAS staff or reviewers selected by OhioMHAS (the committee) will rate the proposals submitted in response to this RFP based on the following criteria and weight assigned to each criterion.