(26-0009-REQ)_CPM_HVAC_Systems_New_Contract_Fiscal_Review.docx
DOCX document 76 KB Posted
- Attached to
- HVAC-Systems and Related Services
- Solicitation number
- 26-0009-RFP
- Issued by
- Pinellas County, Florida
About this file
This is a Fiscal Review document for a new HVAC Systems and Related Services contract for Pinellas County, Florida. The contract with Johnson Controls, Inc. (Contract Number 23-0751-PB) establishes a comprehensive Chiller Preventive Maintenance and Condition Assessment program designed to enhance system reliability and support long-term asset lifecycle planning. The scope includes structured annual preventive maintenance, defined service response expectations, and equipment-specific maintenance requirements for water-cooled chillers, air-cooled chillers, pumps, and cooling towers consistent with manufacturer standards and HVAC industry best practices. The contract includes Eddy Current testing and tube cleaning programs for water-cooled chillers to proactively monitor internal tube integrity. Contractors must submit a complete Annual Reporting Package with inspection documentation, test results, and formal Condition Assessments with Remaining Useful Life projections. The contract has an anticipated award date of August 12, 2026, and carries a three-year term with quarterly vendor performance meetings and measurable performance metrics to ensure timely service delivery.
The total contract amount is $375,079.00 with an annual estimated expenditure of $125,026.33. Funding is currently budgeted in the CPM Department Operating Budget for FY26 in the amount of $526,873.89, distributed across multiple account strings and budget categories including Routine/Preventative Repair and Maintenance ($163,410), Projected/As-needed Repair and Maintenance ($339,826.17), and Operating Supplies ($23,637.72). As of November 17, 2025, no costs had been expended under this vendor for FY25; however, final FY25 costs associated with this vendor totaled $507,782.29. The fiscal impact is consistent with the FY26 Adopted Budget and will be programmed into CPM's FY27 Budget upon submission in March 2026. Any cost overages would be absorbed by the department or addressed through a budget amendment.
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Other files
| File | Type | Posted |
|---|---|---|
| HVAC-Systems_and_Related_Services.pdf | ||
| 26-0009_-_Insurance_Requirements_-_HVAC_Systems_and_Related_Services.docx | DOCX document | |
| Notice_of_Intent_to_Sole_Source_07-25-2023.pdf | ||
| Human_Trafficking_Affidavit_11.20.25.pdf | ||
| Common_Carrier_Attestation_02.05.2025.pdf | ||
| Foreign_Countries_of_Concern_Affidavit_12.11.2025.pdf | ||
| Eddy_Current_Checklist_&_Condition_Assesment.docx | DOCX document | |
| HVAC_Pricing.xlsx | XLSX spreadsheet | |
| HVAC_Systems_and_Related_Services_Scope.docx | DOCX document | |
| Cooling_Towers_Checklist_&_Condition_Assesment.docx | DOCX document | |
| Non-Competitive_Oversight_Committee_Justification_Form.docx | DOCX document | |
| Pumps_Checklist_&_Condition_Assesment.docx | DOCX document | |
| Air_Cooled_Chillers_Checklist_&_Condition_Assesment.docx | DOCX document | |
| Water_Cooled_Chillers_Checklist_&_Condition_Assesment.docx | DOCX document |
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Text version
CPM OpenGov Procurement Contracts Fiscal Review New Contract
| 1. Contract Title: | HVAC Systems and Related Services | |||
| 2. Vendor Name: | Johnson Controls, Inc. | |||
| 3. Contract Number: | 23-0751-PB | |||
| 4. Granicus ID (if applicable): | N/A | |||
| 5. BPA number (if applicable): | N/A | |||
| 6. Term: | 3 YRS (?) | |||
| 7. Contract Amount: | +$375,079.00 |
8. Currently budgeted? (Y/N) Y (CPM Department Operating Budget)
a. Amount Budgeted: FY26 $526,873.89
i. $0 (534-Other Contractual Serv)
ii. $163,410 (546-Routine/Preventative R&M)
iii. $0 (546-Planned Projects (PP))
iv. $339,826.17 (546-Projected/As-needed R&M)
v. $23,637.72 (552-Operating Supplies)
FY25: 0
i. $0 (534-Other Contractual Serv)
ii. $0 (546-Routine/Preventative R&M)
iii. $0 (546-Planned Projects (PP))
iv. $0 (546-Projected/As-needed R&M)
v. $0 (552-Operating Supplies)
b. Account String(s): 0001.361310.1391.000000.5340001 – 0 | 0
0001.361410.1391.000000.5340001 – 0 | 0 0001.361501.1903.000000.546/5520001 – $48,200 / $75,591.82 0001.361525.1903.000000.546/5520001 – $10,220 / $35,880.07 / $10,099.55 0001.361530.1903.000000.546/5520001 – $51,260 / $155,713.09 / $13,538.17 0001.361540.1882.000000.546/5520001 – $53,730 / $72,641.19
9. Analysis (annual impact based on contract modification date)
· The fiscal impact of this new contract is an overall cost of $375,079.00 and a YoY cost of $125,026.33 (based on a 3 YR term). Due to the timing of this modification (which will affect FY26 based on the anticipated award date of 8/12/26) this item IS consistent with the FY26 Adopted Budget and WILL BE PROGRAMMED into CPM’s FY27 Budget, once submitted in March 2026. As of 11/17/25, the costs associated with this vendor for HVAC systems and related services totaled $0. In FY25, the final costs associated with this vendor totaled $507,782.29. Any overages would be absorbed by the department or addressed via a budget amendment.
10. Overall Fiscal Impact
a. Contract Amount: $0
i. Annual Estimated Expenditure: $0
b. Contract Modification Amount: $0
i. Annual Estimated Expenditure: $0
c. New Contract Amount: $375,079.00
i. Annual Estimated Expenditure: $125,026.33
11. Amount Expended in FY25 (as of 11/17/25): $0
12. Amount Expended in FY25: $507,782.29 image1.png
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