This is an Invitation to Bid (ITB) for maintenance and repair services for chillers at Middle Tennessee State University (MTSU) Central, Satellite, and Miller Education Center. The response deadline is June 9, 2026, at 3:00 PM CT. All questions must be submitted via email by May 27, 2026, at 4:00 PM CT. Required submittals include a completed bid document with pricing, W9, proof of insurance, Tennessee sales and use tax registration, ethnicity report form, list of subcontractors (if applicable), references, and company history/organizational chart. Bidders must have a minimum of five years of experience in chiller service and experience servicing Trane and York centrifugal chillers. Factory-trained or equivalently certified technicians are required. The contract term will be approximately July 1, 2026, with four one-year renewal options. MTSU is tax-exempt. The award will be made to the lowest responsive and responsible bidder. Bidders must be registered with the Tennessee Department of Revenue for sales and use tax collection if they make sales to customers in Tennessee.
The response deadline for this bid is June 9, 2026, at 3:00 PM CT.
The university is governed by the Tennessee Prompt Pay Act of ****, which allows 45 days for payment of invoices. It is common practice to pay all legitimate charges within a thirty (30) day period from receipt of an undisputed invoice. A prompt payment discount will be considered in the award process when given for 30 days (e. g. , 1/15, net 30).
Warranty information is required to be provided prior to project completion for all items over $300. This information must be submitted in both hard copy and electronic formats, including an online form and uploaded cutsheets with the manufacturer's warranty statement.
An award for this bid shall be made to the lowest responsive and responsible bidder for all items, considering factors such as ability to perform, conformity to specifications, required submittals, references, executive summary, technical approach, staffing, safety program, completed pricing forms, and vendor qualifications.
Company contractors must have a minimum of five (5) years in business providing central utility plant chiller service expertise and experience servicing Trane and York centrifugal chillers. They must also have factory-trained or equivalently certified technicians, the ability to support multi-plant campus environments, and adequate staffing for emergency response services.
The university may terminate the contract for cause if the contractor fails to properly perform its obligations in a timely or proper manner, or if the agent violates any terms of the contract. In such cases, the university shall have the right to immediately terminate the contract and withhold payments in excess of fair compensation for completed services.
The deadline to submit questions is May 27, 2026, at 4:00 PM CT.
Failure to properly respond to required fields, such as initials/signature, yes, I agree, or yes, I will comply, will cause your bid to be considered noncompliant. Failure to attach required documents or comply with bid requirements and specifications may also be cause for rejection of the bid.
