0544FAC-RFP-MOC_HVAC_Service_Repair_Install_and_Maint_Addendum_1.pdf
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- Solicitation number
- 0544FAC-RFP-MOC
- Issued by
- Florida
About this file
This document is Addendum #1 to a competitive solicitation (No. 0544FAC-RFP-MOC) issued by Hillsborough County Public Schools (HCPS) for HVAC Service, Repair, Installation, and Maintenance services. The addendum modifies the original solicitation, providing clarifications and updates to the bidding process. Key changes include establishing a $1,500.00 not-to-exceed purchase order for initial diagnostic work, revising equipment rental cost provisions, and confirming that the district intends to award to multiple vendors. The bid will cover HVAC replacement, installation, and upgrades, with separate lump sum quotes required for projects over $10,000.
The pricing structure includes hourly rates for standard and overtime labor across different time periods, with specific rates for standard hours, overtime, and holiday work. Equipment rental will be allowed with a cost-plus markup not exceeding 10%. The addendum clarifies that only equipment listed on the bid sheet will be paid at agreed unit costs, with other necessary equipment to be calculated within the proposed hourly labor rates. The solicitation follows an evaluation process outlined in the original document, with potential for a best and final offer (BAFO) and the possibility of negotiation, though the primary intent is to award to multiple vendors based on the established evaluation criteria.
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HillsboroughSchools.org • OPERATIONS DIVISION• 1202 EAST PALM AVENUE• 2ND FLOOR•
TAMPA, FL 33605• (813) 272-4004
Interim Superintendent of Schools Van Ayres
OPERATIONS DIVISION
ADDENDUM TO COMPETITIVE SOLICITATION
November 14, 2024
Competitive Solicitation No. and Name: 0544FAC-RFP-MOC HVAC Service Repair Install and Maintenance
Addendum #: 1
NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS
The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.
1. This Addendum amends the above-referenced solicitation in the following particulars only:
Section Description of Change
5.4.5 Specific Requirement: Initial Diagnosis Authorization: The language in the referenced Section is hereby amended and restated in its entirety with the following:
HCPS will provide authorization to proceed with a Not-to-Exceed purchase order to expedite most repairs. This purchase order will be issued for $1,500.00 to cover parts and labor. A copy of the purchase order will be faxed to the contractor. When received, the contractor must read and understand the purchase order. Any changes to the initial purchase order will not be faxed to the contractor. If the initial PO is not received by the contractor within 72 hours of receiving a Work Order, the Contractor must inquire of the HCPS person who issued the Work Order.
5.4.5 Specific Requirement-: Additional Funds: Up $1,000-$1,500.00 Over Initial Purchase Order. The language in the referenced Section is hereby amended and deleted in its entirety. This Section is intentionally blank.
Price Sheet: The language in the referenced Section is hereby amended and restated as following:
Please reference revised price sheet uploaded to vendor link as a separate document.
Hillsborough County Public Schools Page 2 of 2 0544FAC-RFP-MOC HVAC Service Repair Install and Maintenance
2. Questions and Answers
The following questions and answers are provided as a matter of information to clarify issues raised regarding competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.
Questions and Answers
Question Are we going to continue doing the blanket PO up to $1,500.00 for initial diagnostic or is it going to this tiered approach stated on page 41-42?
The bid states the initial diagnosis authorization will be for 4 hrs. of labor and $100 for parts.
Answer We will continue to have the Initial Diagnosis Authorization for $1,500.00. Please note revision to section 5.4.5 Specific Requirements above.
Question In one section of the bid, it states equipment charges are to be included within the labor rate but on the price sheet you list equipment rental. Please clarify as this is contradicting.
Answer Only equipment listed on the bid sheet will be paid at the agreed unit cost. All other equipment needed to do work (not listed) will need to be considered and calculated within the hourly labor rate proposed.
Question Are you suggesting that one price will cover every crane scenario? What if there are different sizes.
Answer We have revised the price sheet for authorized equipment rental cost-plus mark-up (not to exceed 10%). Please see revised price sheet.
Question Reference page 45 section 6.4.1. Currently if a work order is for a leak, any issues outside of that are not included and we would need to get a separate work order. Will we continue to follow this process?
Answer Yes, this process will continue.
Question Had a quick question regarding how this bid is awarded. Is this just a win/lose style or if rejected will there be discussion on an agreeable rate?
Answer All bids received in response to 0544FAC-RFP-MOC HVAC will be evaluated following section 2.4
Evaluation Process based on the criteria stipulated in section 2.4.1.
We may request a best and final offer (BAFO) as referenced in section 2.5 Negotiations (Best and Final Offer "BAFO").
This bid will be awarded as referenced in section 2.6 Award. It is HCPS intent to award to multiple vendors.
3. Additional Information
The following are provided as a matter of information only to all bidders/proposers/respondents and do not modify or become part of the contract documents.
Description: HVAC replacement, installation or upgrades
This Bid may also be used for replacement, installation or upgrades. For these projects, we will request a separate lump sum quote from all approved vendors in accordance with section 5.4.1 Projects Over $10,000 in Total Cost.
This Addendum shall be construed and governed by the laws of the State of Florida.
Sincerely, Lillian Garcia, CPPO, CPPB
THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR
BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.
| 1. This Addendum amends the above-referenced solicitation in the following particulars only: |
| 2. Questions and Answers |
| 3. Additional Information |
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