(26-0009-REQ)_CPM_HVAC_Systems_New_Contract_Fiscal_Review.docx

This is a fiscal review document for a new contract issued by Pinellas County, Florida for HVAC Systems and Related Services. The procurement establishes a comprehensive preventive maintenance and condition assessment program for water-cooled chillers, air-cooled chillers, pumps, and cooling towers across approximately 4.5 million square feet of facilities spanning more than 150 county locations. The scope encompasses 122 line items requiring three annual preventive maintenance services per unit, with deliverables including structured preventive maintenance performed during regular business hours (Monday-Friday, 7:00 AM-5:00 PM), a mandatory three-hour emergency response time, comprehensive documentation submitted within 30 days of service completion, an Annual Reporting Package with formal Condition Assessments and Remaining Useful Life projections, and Eddy Current testing and tube cleaning for water-cooled chillers. The initial contract term is 36 months from the award date with two optional 12-month renewal periods. Proposals were due April 9, 2026, at 3:00 PM EST, with a question submission deadline of March 30, 2026, at 2:00 PM EST. The anticipated award date is August 12, 2026.

The total contract amount is $375,079.00 for the three-year initial term with an annual estimated expenditure of $125,026.33. The pricing schedule establishes a Not-To-Exceed budget of $220,000 for the three-year contract period, comprised of $200,000 for standard preventive maintenance and repairs and $20,000 for unspecified services requiring prior written county authorization, with estimated labor costs of 3,200 standard repair hours and 400 overtime/emergency hours, and parts billed at cost plus percentage markup. Johnson Controls, Inc. (Contract Number 23-0751-PB) is identified as the anticipated contractor. The contract is currently budgeted in the CPM Department Operating Budget for FY26 at $526,873.89 across multiple budget line items. As of November 17, 2025, no costs had been expended under this vendor for HVAC systems and related services; however, FY25 final costs associated with this vendor totaled $507,782.29. Contractors must maintain comprehensive insurance coverage including Workers' Compensation, Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Business Automobile Liability of $1,000,000 combined single limit, Excess/Umbrella Liability of $5,000,000, and Professional Liability Insurance of $1,000,000, with all policies issued by companies holding an AM Best rating of A-VIII or better.