26-8645_Solicitation.pdf

(Template Version 1)

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

HVAC PARTS, SUPPLIES, AND EQUIPMENT

SOLICITATION NO.: 26-8645

COLE CHANDLER, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8987

cole.chandler@collier.gov (Email)

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB)

NUMBER:

26-8645

PROJECT TITLE: HVAC Parts, Supplies, and Equipment

PRE- BID MEETING: N/A

LOCATION: N/A

DUE DATE: May 6th, 2026, 3:00PM

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Facilities Management Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified Bidders in accordance with the terms, conditions and specifications stated or attached. The Bidders, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated herein. All references to “Bidder” are also referred to as “Contractor” and “Vendor.”

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

Historically, County departments have spent approximately $1,015,000.00 annually under the current Agreement;

however, this may not be indicative of future buying patterns.

BACKGROUND

The Facilities Management Division maintains a wide range of Heating, Ventilation, and Air Conditioning (HVAC) systems. These systems require ongoing repair, replacement of failed components, and routine stocking of consumable materials to ensure proper operation. To support these needs, the County requires reliable and timely access to a broad inventory of HVAC parts, supplies, equipment, special-order items, and customized components.

TERM OF CONTRACT/AGREEMENT

The contract term, if an award(s) is/are made, is intended to be for three (3) years with one (1) two-year (2) renewal option.

Percentage discounts shall remain firm for the entire term of the awarded contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a Bidder’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award the lowest, responsive and responsible Bidder(s) that represents the best value to the County.

For the purpose of determining the winning bidder, the County will select the Bidder with the lowest price as outlined below:

• Lowest Total Bid https://procurement.opengov.com/portal/collier-county-fl

Collier County reserves the right to select one, or more than one Bidder award on a line-item basis, establish a pool for quoting, or other options that represent the best value to the County; however, it is the intent to:

• Identify Primary, Secondary, and Tertiary Awardees

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

Should the Primary Vendor be unable to provide items within the requested timeframe by the County, the County reserves its right to engage the Secondary Vendor. If the Secondary Vendor cannot provide the items within the requested time, the County reserves the right to proceed to the Tertiary Vendor.

The County further reserves the right to seek services outside of the contract if the Primary, Secondary, or Tertiary is unable to perform.

DETAILED SCOPE OF WORK

The purpose of this Scope of Work is to establish the requirements for the supply and delivery of HVAC parts, supplies, equipment, special-order items, and custom components. The County seeks qualified Vendors specializing in HVAC parts distribution and wholesaling to provide the materials necessary to support the maintenance and repair of County-maintained HVAC systems.

1. General Requirements

1.1. Vendor shall provide new, unused HVAC parts, supplies, equipment, special-order items, and customized components as required to maintain, repair, and support County HVAC systems.

1.2. All products shall meet or exceed manufacturer specifications, industry standards, and all applicable

Federal, State, and Local regulations.

1.3. No refurbished or reconditioned items shall be supplied under this contract without the County’s prior approval.

1.4. Vendor shall provide a single fixed percentage discount on List Price that applies uniformly to all HVAC parts, supplies, equipment, and special-order items within this scope. List Price is defined as the manufacturer-suggested retail price (MSRP), published catalog pricing, verifiable online pricing, or another method approved by the County to confirm the discount percentage applied at the time of sale for auditing purposes.

1.4.1. Customized Components that do not have a published MSRP, catalog price, or verifiable list price shall be quoted on a per-order basis. Such pricing shall not be subject to the fixed discount and must be approved by the County before ordering.

1.5. Vendor shall maintain sufficient inventory levels to support routine and urgent County operational needs throughout the term of the contract.

1.6. No sale shall be made without a valid County Purchase Order, unless the transaction is made using a County Purchasing Card.

1.7. For the purposes of the resultant Agreement, “special-order items” refers to manufacturer-produced HVAC parts not normally stocked by the Vendor and requiring procurement from a manufacturer or distribution center. “Customized components” refers to items that must be fabricated or modified to meet specific dimensional or operational requirements of County HVAC systems.

2. Bid Schedule

2.1. Vendors must complete all line items within Section 1 Category Percentage Discount and Section 2, Sample Items Pricing Listing, including the list price source or website to be considered responsive.

2.2. County purchases shall be governed by the fixed percentage discount structure, not by the bid schedule Sample Items Pricing list.

2.3. The bid schedule Sample Items Pricing list is for evaluation purposes only. Actual purchases shall include a wide range of HVAC parts, supplies, equipment, special-order items, and custom components.

2.4. The vendor is required to furnish descriptive literature, technical data and service information for the items offered at the request of the County. The online catalog access must be provided if applicable.

3. Vendor Requirements

3.1. Vendor must be properly registered to operate in the State of Florida and Collier County, and shall obtain and maintain all licenses, permits, and insurance required by any local, state, or federal agency for the services provided under any resultant Agreement throughout its term.

3.2. The Vendor shall submit the current and prior year Business Tax Receipt as evidence of at least two (2) years of continuous operation in Collier County.

3.3. The Vendor must maintain an established retail location with a service counter within eight (8) miles of the

Collier County Government Complex, located at 3301 Tamiami Trail E., Naples, FL 34112, to support routine same-day pickup operations by County staff.

3.4. All deliveries, when requested, shall be made to the Facilities Management Division, Building W, 3335 Tamiami Trail E., Naples, FL 34112, unless otherwise directed by the County.

3.5. All deliveries shall be FOB Destination, with the Vendor responsible for all freight, handling, and associated delivery costs. No separate delivery, freight, fuel, or handling charges shall be accepted; all such costs shall be incorporated into the Vendor’s proposed discount.

3.6. Orders placed before the Vendor’s established cut-off time for next-day service shall be delivered on the next Business Day.

3.7. The Vendor shall notify the County immediately of any anticipated delivery delay, including the reason for the delay and the revised expected delivery date.

3.8. The Vendor shall provide local branch point-of-contact information for order and delivery coordination and shall keep the County updated on any changes throughout the resultant Agreement term.

3.9. Vendor shall provide lead times for all special-order items at the time of quote or order confirmation.

3.10. Vendor shall provide fabrication lead times for customized components at the time of quote or order confirmation.

3.11. For any items identified as backordered, the County will be notified, along with the estimated restock date.

3.12. The Vendor shall maintain access to a broad catalog of HVAC manufacturers commonly used in commercial

HVAC systems, including air handlers, condensing units, coils, compressors, motors, and related assemblies. The Vendor shall submit a current manufacturer line card or equivalent listing of manufacturers for which the Vendor is an authorized distributor or has regular sourcing access.

3.13. Failure to provide a manufacturer listing, or providing a listing insufficient to support the County’s operational needs, may result in the Vendor being deemed non-responsive/non-responsible.

4. Warranty

4.1. All products shall include full manufacturer warranty coverage, and such warranty shall be passed directly to the County.

4.2. The Vendor shall replace, at no cost to the County, any product that is defective, damaged, incorrect, or does not meet the manufacturer's specifications, industry standards, or requirements of this Agreement.

Replacement shall occur within twenty-four (24) hours of the County's notification for in-stock items, or as otherwise agreed for special-order or customized components.

4.3. Repeated delivery of defective or incorrect products may result in termination of the resultant Agreement.

5. Invoicing and Markups

5.1. Each invoice must include a purchase order number. Invoices shall be itemized and detailed, including the manufacturer, part number, description, the quantity ordered, the list price, the County price, the percentage discount and the ordering County employee.

5.2. The work order/task number shall appear on each invoice if applicable.

5.3. Vendor shall be responsible for providing and maintaining its current published list price on its website, in a published catalog, or by other methods that the County, at its sole discretion, has authorized for use, and at no cost to the County. This ensures that County staff can verify the applicable discounted pricing.

5.4. Verification of the retail list price, as outlined in Section 5.3, will only be required for individual line items with an extended total of $250 or more.

5.5. List Price is defined as the manufacturer-suggested retail price (MSRP), published catalog pricing, verifiable online pricing, or another method approved by the County to confirm the discount percentage applied at the time of sale for auditing purposes.

REFERENCES

The County requests that the Vendor submit no fewer than three (3) and no more than ten (10) completed reference forms from clients within the past five (5) years for whom the Vendor has provided similar large-quantity orders of HVAC parts, supplies, equipment, special-order items, or customized components using the County’s Reference Form. Include up to two additional pages per project to illustrate relevant experience. The references must be for projects within the last five (5) years whose projects are of a similar nature, size, scope and complexity of this solicitation. Bidders may include two (2) additional pages for each project to illustrate aspects of the completed project that provides information to assess the experience of the Bidder on relevant project work.