Addedum 2 - Q&A.pdf

Addendum Date: October 22, 2026

Addendum Number: 2

Solicitation Number: ITB DAI 26 27 43

Solicitation Title: Comprehensive Mechanical Systems Maintenance and Repair Services – Bronson Animal Disease Diagnostic

Laboratory (Re-Bid)

This Addendum provides the Department’s answers to written questions received by the deadline in the above-referenced solicitation.

Question Number Question Answer

After the overlook of the contract information, we noticed that in the verbiage it states exclusions for materials covered under the contract so to keep contract costs down. After the walk through, we noticed that there are numerous MOTORS and VFDs in the equipment. Would you be willing to exclude those as well?

The Department will not exclude these items from coverage under the Contract.

With the excluded materials, if we need to install new materials that are excluded, will we be able to invoice for the labor to do so?

Please refer to Section 2.1.5, Additional or Non- Routine Services, and Section 2.3, Acceptable Part Replacement Exclusions, of the ITB.

Addendum 2

ITB DAI 26 27 43

Question Number Question Answer

3 Are VFD replacements supposed to be covered as an inclusion to the contract?

Please refer to Section 2.3, Acceptable Part Replacement Exclusions; Section 2.3.1, Excluded Parts and Repair Labor Coverage; and Section 2.3.2, Additional Exclusions of the ITB.

4 Are VAV component replacements supposed to be covered as an inclusion to the contract? Please see the Department’s answer to Question #3.

Are the heat recovery wheels for building 1000’s RTUs supposed to be covered as an inclusion to the contract?

Please see the Department’s answer to Question #3.

Section 2.3.1 identifies specific components that are excluded from the contract. Does this mean that all components not specifically listed as excluded— including motors, bearings, belts, contactors, capacitors, relays, sensors, actuators, valves, VFDs, starters, transformers, and similar components—are considered covered parts and must be furnished and replaced by the Contractor at no additional cost?

Please see the Department’s answer to Question #3.

Can the Department provide a specific list of components considered “covered parts,” or confirm that all components not specifically excluded under Sections 2.3.1 and 2.3.2 are considered covered under the firm-fixed quarterly price?

Please see the Department’s answer to Question #3.

The ITB requires 24/7 emergency service at no additional cost to the Department, while the Price Sheet provides a separate hourly rate for “Emergency Repair Labor (Approved Only).” Please clarify when emergency labor is included in the quarterly price and when the Emergency Repair Labor rate may be charged.

Bid prices must be firm and be inclusive of all required services. Please refer to Section 3.11, Price Sheet, of the ITB.

The initial emergency service call, including on-site response, must be included in the Quarterly Price and may not invoiced separately.

If, after evaluation, the Contractor and the Department’s Contract Manager determined that the needed repair involves an excluded part or failure, the Contractor may charge the Emergency Repair Labor Rate. In this case, the Contractor must submit a Quote, including labor at the Contractor’s bid Per Hour rate, for approval by the Department’s Contract Manager.

Please refer to Section 2.1.5., Additional or Non- Routine Services; 2.3, Acceptable Part Replacement Exclusions; Section 2.3.1, Excluded Parts and Repair Labor Coverage; and Section 2.3.2, Additional Exclusions.

If the Contractor responds to an emergency and determines that the failure involves a component specifically excluded under Section 2.3.1, is the initial diagnostic/troubleshooting labor included in the quarterly price, with only the approved repair being separately billable, or may the diagnostic labor also be billed as approved emergency repair labor?

Please see the Department’s answer to Question #8.

The ITB identifies refrigerant/freon as excluded and states that refrigerant required for approved work is to be supplied by the owner. Please confirm that FDACS will provide all refrigerant required for approved repairs, including R-22, R-410A, R-404A, and other refrigerants applicable to the listed equipment.

Please refer to Section 2.1.5., Additional or Non- Routine Services of the ITB.

When belts or similar routine replacement items are found worn or defective during scheduled maintenance, are those materials considered covered parts that must be supplied by the Contractor as part of the quarterly price?

Please refer to Section 2.1.5., Additional or Non- Routine Services; 2.3, Acceptable Part Replacement Exclusions; Section 2.3.1, Excluded Parts and Repair Labor Coverage; and Section 2.3.2, Additional Exclusions, of the ITB.

Please clarify whether lifts, cranes, scaffolding, or other special-access equipment required to perform scheduled preventive maintenance or covered repairs must be included in the quarterly price. For repairs involving an excluded component, may the required lift, crane, or special-access equipment be included in the separately submitted repair quotation?

Please refer to Section 2.1.5., Additional or Non- Routine Services, of the ITB.

If equipment has an existing deficiency, failed component, or deferred repair prior to the beginning of the new contract, will correction of that pre-existing condition be considered part of the Contractor's firm-fixed quarterly price, or will the Department authorize the repair separately?

All equipment is covered under this contract is currently operating within the required laboratory testing parameters and does not have any outstanding deficiencies. If a failure or deficiency is identified prior to execution of the new contract, the Department will resolve the issue through the currently established vendor.

Will the awarded Contractor be permitted to perform and document an initial baseline condition assessment of all covered equipment at the beginning of the contract so that existing deficiencies can be documented separately from failures occurring during the contract term?

No. The Department will not authorize or require the awarded Vendor to perform an initial baseline condition assessment at the start of the contract. All covered equipment is currently operating within the required laboratory standards.

Several pieces of equipment listed in the ITB were not accessible for inspection during the mandatory site visit. Please confirm that bidders should price maintenance for these units based on the information provided in the ITB/Appendix II and that there are no additional special-access or maintenance requirements associated with those units that are not identified in the solicitation.

Yes. Bidders should base all pricing on the information provided in the ITB and Appendix II. The Department confirms that the units that were not accessible during the mandatory site visit do not have any additional special-access considerations, maintenance requirements, or conditions beyond what is already identified in the solicitation documents.

Will FDACS provide the awarded Contractor with all required Distech login credentials, system access, software access, and permissions necessary to perform the services required by the ITB?

Please refer to Section 2.1.1, On-Site Service Response Time, and Section 2.7, 1) Required Licensing and Certifications, of the ITB.

The Department will provide the awarded Contractor with access to the local campus building automation system to review equipment status and perform required services. System access, login credentials, and permissions will be issued at the appropriate level needed to perform work in accordance with the ITB.

Please clarify whether Distech/BAS controllers, sensors, actuators, relays, communication devices, and other building automation components are considered covered parts or separately billable/excluded components.

Please see the Department’s answer to Question #11.

The ITB requires an XOI Vision link to be included with service reports. Is the Contractor responsible for obtaining and maintaining its own XOI Vision subscription/licenses, or will access be provided by

FDACS?

Obtaining and maintaining the required XOI Vision link subscription and associated licenses is the sole responsibility of the Contractor. The Department does not provide accounts or licensing.

Please clarify the extent of the required boiler inspections, including whether the Contractor is responsible for any third-party inspection fees, certification fees, permits, or other costs associated with required boiler inspections.

The Department is responsible for all fees required to maintain boiler certification in accordance with the State Fire Marshal’s regulations. The Contractor is responsible for any third-party inspection fees, certification costs, permits, or any other expenses associated with meeting statutory boiler inspection requirements.

Please confirm that water treatment is provided by others, and that the HVAC Contractor is not responsible for supplying water-treatment chemicals or performing chemical water-treatment services.

Yes. Water treatment is provided by others. Please refer to Section 2.3.2, Additional Exclusions, of the ITB.

For equipment requiring condenser-head removal and tube brushing, please confirm whether replacement head gaskets and other materials required to perform the scheduled cleaning are included in the Contractor's quarterly price.

Please see the Department’s answer to Question #11.

If a scheduled PM identifies a repair that goes beyond normal cleaning, adjustment, tightening, calibration, or lubrication, but the failed component is not specifically identified as an excluded component, is the complete repair—including parts and labor—required to be performed under the quarterly firm-fixed price?

If a scheduled PM identifies a repair that goes beyond normal cleaning, adjustment, tightening, calibration, or lubrication, and the failed component is not listed as an excluded part in Section 2.3.1, then the repair— including all required labor and parts—is included under the Contractor’s quarterly firm-fixed price. As outlined in Section 2.1.1, Minimum Technical Specifications, of the ITB, the Contractor is required to inspect, test, and maintain the equipment, and to repair or replace failed parts as necessary to maintain system performance unless specifically listed as excluded.

Please confirm whether all after-hours, weekend, and holiday labor associated with emergency response is included in the quarterly price, and whether labor associated with an approved excluded repair may be billed using the Emergency Repair Labor rate provided on the Price Sheet.

Please see the Department’s answer to Question #8.

Section 2.7 requires technicians to be qualified to repair Distech Building Automation Controls, and Section 2.1 requires technicians/subcontractors to be proficient in the most current version of the Distech BAS.

Please clarify whether FDACS requires a specific Distech factory certification, training credential, Niagara certification, building automation license, or another manufacturer-issued credential to satisfy this requirement. If so, please identify the specific certification/license that must be submitted with the bid or maintained during the contract.

Sections 2.1 and 2.7 require the Contractor to ensure that all technicians and subcontractors performing work on Distech Building Automation Controls are properly trained, proficient in the current version of the system, and qualified to perform the required services. The ITB does not mandate a specific Distech factory certification, Niagara certification, or manufacturer-issued credential. However, the Contractor must ensure that personnel performing this work possess the training, experience, and any applicable licenses necessary to meet the technical requirements of the

ITB.

If the Contractor uses subcontractors for Distech-related work, those subcontractors shall be listed in Attachment C – List of Subcontractors and included with their bid submission. Subcontractor(s) shall hold the appropriate qualifications to perform the services.

Can the Department provide the approximate number of routine and emergency HVAC/mechanical/BAS service calls received at the Bronson Animal Disease Diagnostic Laboratory during each of the previous two or three years, including the approximate number of after-hours, weekend, and holiday emergency calls?

The following summarizes the approximate number of calls received over the past four (4) years:

• 2023: 23 calls (17 Routine – 6 Emergency)

• 2024: 15 calls (10 Routine – 5 Emergency)

• 2025: 21 calls (14 Routine – 7 Emergency)

• 2026: 11 calls (9 Routine - 4 Emergency)

During this period, only one (1) weekend service event occurred, and no holiday emergency calls were received. Actual call volume may vary depending on equipment performance and operational needs during the contract term.

Is there any annual or quarterly limit on the number of routine and emergency service calls included within the Contractor's firm-fixed quarterly price, or should bidders assume that an unlimited number of service calls may be requested during the contract term?

No. The Department does not set an annual or quarterly limit on the number of routine or emergency calls included in the Contractor’s firm-fixed quarterly price.

Vendors should assume that any number of service calls may be requested as needed throughout the contract term to ensure proper operation of HVAC, mechanical, and BAS equipment. Pricing is expected to cover all labor and services associated with routine and emergency calls, as outlined in the ITB.

Please see the Department’s answer to Question #25.

Can FDACS provide the previous 12–24 months of available service history, repair records, deficiency reports, and recurring alarm/failure history for the equipment included in this solicitation?

Please see the Department’s answer to Question #25.

Are any systems or components listed in Appendix II currently failed, disabled, bypassed, operating in manual mode, experiencing recurring alarms, or awaiting repair/replacement? If so, please identify the affected equipment and confirm whether correction of those conditions will be handled separately from the new maintenance contract.

Currently, the Building Automation System (BAS) is showing a Chilled Water AHU 1 alarm that requires a reset. The associated unit remains fully operational and continues to maintain required laboratory temperature conditions.

No other systems or components listed in Appendix II are currently failed, disabled, bypassed, operating in manual mode, experiencing recurring alarms, or awaiting repair or replacement. Any new issues that arise prior to contract execution will be addressed separately from the new maintenance contract.

Where a PM, emergency response, or covered repair reasonably requires two or more technicians for safety or proper performance, is all additional technician labor required to be included in the quarterly firm-fixed price?

Yes. If a PM, emergency response, or covered repair requires two (2) or more technicians to safely or properly perform the work, all necessary technician labor is required to be included in the Contractor’s firm-fixed quarterly price.

Please refer to Section 2.1, Scope of Work, of the ITB, certain services may require more than one technician, and the Contractor is responsible for providing and compensating all personnel needed to perform the required services.

For specialized services involving Distech controls, chillers, boilers, refrigeration, TAB/airflow, or other manufacturer-specific work, may the Contractor utilize properly licensed/qualified subcontractors throughout the contract, provided the Contractor remains responsible for performance?

Yes. The Contractor may utilize properly licensed and qualified subcontractors to perform specialized services throughout the contract term, provided the Contractor remains fully responsible for all work performed. Please refer to Section 2.7 2), Required Licensing and Certifications, of the ITB.

If FDACS replaces existing equipment or adds new HVAC, controls, pumps, exhaust, refrigeration, or boiler equipment during the three-year contract, will the quarterly contract price be adjusted to reflect the change in equipment quantity, capacity, maintenance requirements, or manufacturer?

If the Department replaces existing equipment or adds new HVAC, controls, pumps, exhaust, refrigeration, or boiler equipment during the contract term, any resulting change in maintenance scope may be addressed through a written contract amendment. Please refer to Section 4.3, Modification after Contract Execution, of the ITB.

If equipment listed in Appendix II is permanently removed, abandoned, or replaced during the contract term, will the scope and contract value be adjusted accordingly?

Please refer to the Department’s answer to Question #31.

Any changes to the equipment listed in Appendix II, including permanent removal, abandonment, or replacement, would be addressed through a written contract amendment.

Please clarify the Contractor's responsibility for maintaining laboratory room pressure relationships, airflow, temperature, and humidity. If the HVAC/BAS equipment is functioning properly but required laboratory conditions cannot be maintained because of building envelope conditions, laboratory operations, ductwork, balancing deficiencies, equipment design limitations, or conditions outside the Contractor's control, will corrective work outside the listed equipment scope be treated as additional/non-routine service?

Yes. If the inability to maintain required laboratory temperature, humidity, airflow, or pressure relationships is due to factors outside the Contractor’s control, including building envelope conditions, laboratory operations, ductwork or balancing deficiencies, equipment design limitations, or other conditions not related to the performance of covered equipment, any corrective work needed to restore proper environmental conditions will be treated as additional/non-routine service.

Any work beyond the scope of the ITB must be authorized by the Department.

For separately authorized repairs involving excluded components, may the Contractor apply its customary material/equipment markup to parts, equipment, freight, and other materials, or will the Department require parts to be invoiced at the Contractor's actual acquisition cost?

For repairs involving excluded components, the Contractor must submit a written quote for the Department’s approval prior to beginning any work.

Please refer to Section 2.3, Acceptable Part Replacement Exclusions, of the ITB.

When an emergency involves an excluded component and immediate temporary action is necessary to protect equipment, maintain laboratory conditions, or prevent additional damage, what work may the Contractor perform before receiving written repair authorization?

Please clarify whether temporary stabilization measures may be performed immediately and subsequently documented, or whether written approval is required before any work beyond diagnosis is performed.

Please refer to Section 2.3, Acceptable Part Replacement Exclusions, of the ITB.

The Business Operations Manager must be notified immediately when such action is required. Any work beyond temporary stabilization requires prior authorization from the Department.

If a covered component fails and the required replacement part is subject to manufacturer backorder, obsolescence, or extended lead time beyond the Contractor's control, will the Contractor remain in compliance provided the condition is documented promptly and the Department is notified of the anticipated lead time?

Please refer to the Department’s answer to Question #35.

The Contractor is expected to make every reasonable effort to locate the required part, including exhausting all possible authorized suppliers.

If it is determined that the extended lead time is outside the Contractor’s control, the Contractor will remain in compliance with the contract requirements provided that timely notification has been made and weekly status updates are submitted to the Business Operations Manager documenting all efforts to obtain the part and the most current estimated lead time.

The Price Sheet requests separate pricing for the initial three-year term and each optional renewal year. Please confirm that bidders may establish different firm-fixed quarterly pricing and labor rates for Renewal Years 1, 2, and 3 to account for future labor, material, insurance, vehicle, and operating-cost increases.

Yes. Vendors may establish different firm-fixed quarterly pricing and labor rates for Renewal Years 1, 2, and 3. Renewal pricing may reflect reasonable and anticipated future increases in labor, materials, insurance, vehicle expenses, and other operating costs. All renewal pricing must be fully documented on Attachment E - Price Sheet as requested in the ITB.

Section 2.3.2 identifies certain repairs and conditions beyond the Contractor’s control as exclusions.

Please confirm that repair or replacement of equipment or components damaged as a result of hurricanes, tropical storms, tornadoes, flooding, lightning strikes, power surges, utility power failures, or other acts of nature/force majeure is excluded from the Contractor’s firm-fixed quarterly price and may be separately quoted and invoiced upon written authorization by the Department.

Yes. Repair or replacement of equipment or components damaged as a result of hurricanes, tropical storms, tornadoes, flooding, lightning strikes, power surges, utility power failure, or other acts of nature, the Department will handle the necessary repairs or replacements.

Section 2.1.2 requires the Contractor to provide onsite emergency response within two (2) hours and includes power loss and acts of nature within the definition of an emergency.

Section 2.9 provides a $100 deduction for each occurrence in which the two-hour response requirement is not met and states that repeat occurrences may result in contract termination. Please clarify whether the two-hour onsite response requirement and associated financial consequences are suspended or reasonably extended when hurricanes, tropical storms, tornadoes, flooding, evacuation orders, government-declared emergencies, road closures, facility closures, or other unsafe travel or site conditions prevent the Contractor from safely reaching the facility. If so, please identify when the two-hour response period begins or resumes under such circumstances.

Financial consequences will be waived during government-declared emergencies. The Contractor must notify the Business Operations Manager immediately if emergency conditions are expected to delay any response time.

Section 2.9 states that failure to meet the two (2) hour emergency onsite response requirement will result in a $100 deduction for each occurrence and that “repeat occurrences may result in contract termination.”

Please clarify what constitutes a “repeat occurrence” for purposes of potential contract termination. Is there a specific number of missed response-time requirements, time period, or progressive corrective-action process that would apply before contract termination is considered?

The Vendor must notify the Business Operations Manager immediately if there are expected delays to any emergency call.

If the Department determines that the Contractor has failed to meet the response time requirement, the Contractor will first be notified by phone, followed by written communication documenting the deficiency for corrective action. The Contractor will be given the opportunity to address the deficiency.

If the Contractor does not resolve the deficiency or failures continue to occur, the Department will issue a formal written notice advising of applicable payment reductions, as outlined in Section 2.9, Performance Measures and Financial Consequences, of the ITB.

Continued noncompliance or repeated failures may result in termination of the contract.

If a Respondent has performed separate HVAC/mechanical maintenance and repair projects at three different facilities operated by the same State agency, with each facility located at a separate physical location and having its own HVAC/mechanical equipment, scope of work, facility personnel, and independently verifiable project contact, may those three separate facility projects be submitted as the three required references under Attachment B?

For example, if the Respondent has performed separate qualifying HVAC/mechanical projects at three individual Florida Department of Veterans’ Affairs facilities, may each facility be considered a separate project/reference even though all three facilities are operated under the Florida Department of Veterans’ Affairs?

Yes. Separate maintenance or repair projects performed at different facilities operated by the same State agency may be submitted as individual references, provided each facility represents a distinct project with its own scope of work and an independently verifiable project contact.

Please refer to Section 2.11, Past Performance / References, of the ITB.

Section 2.3 provides that repairs or replacements of excluded components require a written quote that includes labor and installation costs. Attachment E, Table 2 also provides separate hourly rates for Routine/Additional Service Labor and Emergency Repair Labor (Approved Only) for services outside the scope or involving excluded parts.

Please clarify whether labor required to diagnose, repair, replace, and/or restore equipment damaged by an excluded condition—including electrical power failure, inadequate power, vandalism, negligence of others, acts of nature, or other causes beyond the Contractor’s control—is separately billable upon written approval using the applicable labor rate in Attachment E, Table 2, or whether any portion of that labor is required to be included within the Contractor’s firm-fixed quarterly price. Additionally, if the Contractor responds to such an event under the two-hour emergency response requirement, please clarify whether the initial emergency response and diagnostic labor is included in the quarterly firm-fixed price and, if so, at what point subsequent labor associated with an approved excluded repair becomes separately billable.

Please refer to the Department’s answer to Question #3.

Section 2.9 states that failure to perform required Comprehensive Maintenance, Repairs, and Operational Support services may result in payment withholding or contract termination.

Please clarify the process the Department will follow before withholding payment or terminating the contract for a performance deficiency. Will the Contractor receive written notice identifying the deficiency and a reasonable opportunity to correct or cure the deficiency before payment is withheld or contract termination is pursued, except where immediate action may otherwise be authorized under the Contract?

Before withholding payment or considering contract termination, the Department will notify the Contractor of the deficiency and provide a reasonable opportunity to correct it. The Department will issue written documentation of the deficiency and required corrective action. If the deficiency is not corrected or additional failures occur, the Department will issue a formal notice advising of applicable payment reductions under Section 2.9. Continued noncompliance may result in contract termination.

This Addendum is hereby incorporated into and made a part of the above noted Invitation to Bid. All other terms, conditions, and specifications of this Invitation to Bid will remain the same. All questions regarding this Addendum should be submitted in writing to the Procurement Officer at Bids@FDACS.gov or contact the Procurement Office at (850) 617-7180.

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Protests must be filed with the Department’s Agency Clerk. Filings may be made physically at:

Florida Department of Agriculture and Consumer Services The Holland Building

600 South Calhoun Street Tallahassee, Florida 32399 mailto:Bids@FDACS.gov