ADDENDUM #1.pdf

FLORIDA DEPARTMENT OF TRANSPORTATION

ADDENDUM NO.: 1 DATE: 10/9/2026

RE: ITB#: DOT-ITB-27-7002-EG

ITB TITLE: HEATING, VENTILATION, AND AIR CONDITIONING (HVAC)

MAINTENANCE AND REPAIR SERVICES FOR DISTRICT SEVEN

HEADQUARTERS.

OPENING DATE: October 14, 2026

Notice is hereby given of the following changes to the above-referenced ITB:

1. CHANGE: REVISED EXHIBIT “C”, BID SHEET (Attached to this Addedum).

Revised EXHIBIT “C” BID SHEET to add line item #3 for “Overtime, weekends, and holidays” is attached to this Addendum.

2. CHANGE: EXHIBIT “A”, SCOPE OF SERVICES

To update SECTION III, B, MAINTENANCE VISITS as follows:

The Vendor shall comply with following:

1. Maintenance visits shall be performed during regular business hours (8:00AM to 5:00PM, Monday through Friday).

2. Schedule all site visits in advance with the Department Contract Manager.

3. Check in with the Department Contract Manager upon arrival and upon leaving site.

4. Perform all required lockout tagout procedures on equipment being serviced.

5. Setup all safety perimeters as required.

6. Cleanup all work areas at the end of every day.

3. CHANGE: REVISED ATTACHMENT “B”, MAINTENANCE SCHEDULE (Attached to this Addendum)

4. POSTING: TECHNICAL QUESTIONS AND ANSWERS (Attached to this Addendum)

Bidders must acknowledge receipt of this Addendum by completing and returning it to the Procurement Office, by no later than the time and date of the bid opening. Failure to do so may subject the bidder to disqualification.

Enrique Garcia Procurement Agent

Bidder

Address

Submitted by (Signature)

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.

C-1

EXHIBIT "C"

BID SHEET

HEATING, VENTILATION AND AIR CONDITIONING (HVAC) MAINTENANCE AND REPAIR

SERVICES FOR DISTRICT SEVEN HEADQUARTERS

***REVISED***

Preventive Maintenance Services Description Estimated

Quantity (A)

Unit of Measure

Price

(B)

Total

(AxB)

1. Quarterly and annual preventive maintenance services as described in Attachment B, Maintenance Schedule

Quarter of a year

Labor rate for Emergency and Repair Services

2. Regular business hours (8:00AM to 5:00PM, Monday through Friday) 247 Hours $__________ $___________

3. Overtime, weekends, and holidays 28 Hours $__________ $___________

Grand Total

Parts and Materials Parts and materials ***Actual cost plus 10%***

Unit rates shall include the costs of salaries, overhead, fringe benefits and operating margin.

MFMP Transaction Fee: All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #7d. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

NOTE: In submitting a response, the bidder acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions.

ACKNOWLEDGEMENT: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the bidder. I certify that the response submitted is made in conformance with all requirements of the solicitation.

Bidder: FEID #

Address: City, State, Zip

Phone: E-mail:

Authorized Signature: Date:

Printed / Typed: Title:

A-B-1

ATTACHMENT “B”

MAINTENANCE SCHEDULE

***REVISED***

A. DAIKIN AIR COLD SCROLL CHILLER INSPECTION SCHEDULE

Quarterly maintenance includes:

1. Review and record panel alarm history.

2. Review and record chiller panel, runtime data.

3. Check accuracy of all sensors, transducers, and transmitters

4. Inspect the structural integrity of all chiller components.

5. Inspect the condition of electrical wiring and tighten all electrical connections.

6. Perform all manufacturers’ specific, quarterly maintenance tasks.

7. Test and log operational performance of chiller and individual chiller components.

8. Perform any additional factory recommended maintenance procedures.

Annual Maintenance Includes:

1. Review and record panel alarm history.

2. Review and log chiller panel, runtime data, set points and configurations.

3. Check and calibrate all sensors, transducers, and transmitters.

4. Inspect the structural integrity of all chiller components.

5. Remove all trash and debris from under chiller.

6. Clean condenser coils with mild detergent and high-pressure spray nozzle.

7. Spray all surfaces down with a degreaser, power wash entire chiller and pad except coils.

8. Treat and paint any exposed metal onboard chiller that has corrosion damage.

9. Perform all manufacturers’ specific, annual maintenance tasks.

10. Perform refrigerant leak check with high resolution electronic meter.

11. Inspect the condition of electrical wiring and tighten all electrical connections.

12. Perform non-destructive compressor motor winding insulation test.

13. Perform metered tests on condenser fan variable frequency drives (VFD) electronic components.

14. Collect and send refrigerant oil samples for laboratory analysis. Provide report.

15. Replace refrigerant driers and strainers per manufacturers’ recommended interval.

16. Replace fluid for electronic component cooling, manufacturers’ recommended interval.

17. Test and log operational performance of chiller and all individual chiller components.

A-B-2

18. Verify water flow rates thru condenser and evaporator. Adjust as required.

19. Make any adjustments required to allow chiller to run at peak performance.

20. Perform any additional factory recommended maintenance procedures.

B. CHILLED WATER AIR HANDLING UNIT (AHU) AND FAN COIL

INSPECTION SCHEDULE

Quarterly Maintenance Includes:

1. Inspect the integrity of all structural AHU components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Clean drain pan and lines and verify proper water drainage through condensate system.

4. Provide and install drain treatment tablets in drain pans.

5. Inspect and lubricate blower shaft and motor bearings.

6. Check and tighten all drive belts.

7. Verify proper pulley alignment.

8. Visually inspect, and lubricate all air dampers i.e. return, supply, and OSA located at AHU/fan coils.

9. Replace all 2" pleated air filters and remove and clean all electrostatic filters.

10. Test and log operational performance of AHU and individual AHU components.

11. Perform any additional factory recommended maintenance procedures.

Annual Maintenance Includes:

1. Inspect the integrity of all structural AHU components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Inspect and clean blower motor starter and electric heat contactor contact points.

4. Inspect and clean blower motor VFD heat sinks.

5. Perform non-destructive compressor motor winding insulation test.

6. Chemically clean heating and cooling water coils with approved method.

7. Clean blower wheel and blower assemblies.

8. Clean drain pan and lines and verify proper water drainage through condensate system and add PurCool Condensate Pan Treatment socks correctly sized for equipment.

9. Spray all internal surfaces of AHU with an antimicrobial solution.

10. Provide and install drain treatment tablets in drain pans.

11. Inspect and lubricate blower shaft and motor bearings.

12. Replace all drive belts.

13. Verify proper pulley alignment.

14. Visually inspect, clean, and lubricate all air dampers i.e. return, supply, and outside air (OSA) located at AHU's/fan coils.

15. Inspect and calibrate all analog gauges and thermometers.

16. Blow down y-strainers.

17. Replace all 2" pleated air filters and remove and clean all electrostatic filters.

18. Test and log operational performance of AHU's.

A-B-3

19. Test and log operational performance of VFD's.

20. Perform any additional factory recommended maintenance procedures.

C. CHILLED WATER PUMP AND PIPING ACCESSORIES INSPECTION

SCHEDULE

Quarterly Inspection Includes:

1. Inspect the integrity of all structural piping components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Check condition of flexible coupling insert and replace if required.

4. Lubricate pumps and motors.

5. Test and log the operational performance of motors, pumps and VFD's.

6. Test and log the operational performance of individual piping components.

7. Perform any additional factory recommended maintenance procedures.

Annual Maintenance Includes:

1. Inspect the integrity of all structural piping components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Perform non-destructive pump motor winding insulation test.

4. Inspect and clean chilled water and glycol pump VFD starter contact points and clean VFD heat sinks.

5. Check motor-pump alignment.

6. Check and calibrate suction discharge gauges and thermometers.

7. Lubricate pump and motors.

8. Blow down water strainers.

9. Drain down expansion tank, check tank pressure and refill.

10. Check operation of pressure reducing valve (PRV) stations.

11. Exercise all water loop valves.

12. Test and log the operational performance of motors, pumps and VFD's.

13. Test and log the operational performance of individual piping components.

14. Clean-up worksite.

15. Provide a written report of work completed and indicate all detected deficiencies.

16. Perform any additional factory recommended maintenance procedures.

D. EXHAUST FAN INSPECTION SCHEDULE

Quarterly Inspection Includes:

1. Inspect and check electrical components for proper operation.

2. Check condition of electrical wiring and electrical connection. Tighten all connections.

3. Inspect structural integrity of equipment.

4. Inspect and lubricate shaft and motor bearings.

5. Verify proper pulley alignment and adjust as needed.

6. Replace drive belts.

7. Clean fan blower wheels.

A-B-4

8. Check and log performance of exhaust fans.

9. Perform any additional factory recommended maintenance procedures.

Annual Inspection Include:

1. Inspect and check electrical components for proper operation.

2. Check condition of electrical wiring and electrical connection. Tighten all connections.

3. Inspect structural integrity of equipment.

4. Inspect and lubricate shaft and motor bearings.

5. Verify proper pulley alignment and adjust as needed.

6. Replace drive belts.

7. Clean fan blower wheels.

8. Check and log performance of exhaust fans.

9. Perform any additional factory recommended maintenance procedures.

E. VARIABLE AIR VOLUME (VAV) BOX INSPECTION

Quarterly Maintenance Includes:

1. Locate VAV box in ceiling and access in order to physically inspect.

2. Check operation of damper mechanism and ensure damper actuator is operational and secure to the damper shaft.

3. Inspect and check all electrical components and safety controls for proper operation.

4. Check condition of electrical wiring and electrical connection. Tighten all connections.

5. Inspect structural integrity of equipment.

6. Check resistance valve through electric heat strips to ensure heaters are intact.

7. Inspect and clean electric heat contactor contact points, or perform check out procedure for solid state heater element relays if so equipped.

8. Log amps draw of electric heater.

9. Perform any additional factory recommended maintenance procedures.

F. WATER TREATMENT

Annual Maintenance Includes:

1. Initial service to include evaluation of system's current water condition.

2. Provide, deliver, and apply all water treatment chemical products.

3. Collect and analyze samples of the treated waters and glycol.

4. Inspect the chemical feeding equipment each visit. Change filter if required.

5. Review chemical control and make adjustments as necessary.

6. Advise of any extraordinary circumstances.

7. Provide quarterly report for your records or review.

8. Control corrosion, scale, and biological growths in closed loop recirculating water.

9. Add glycol to the system if required.

A-B-5

G. TEMPERATURE CONTROL SERVICE

The full-service temperature control scope of work includes the following:

1. Monthly four-hour minimum system check-out.

2. Monthly system data back-up.

3. 24-hour on-call service technician.

4. Technical phone support.

DOT-ITB-27-7002-EG

HEATING, VENTILATION AND AIR CONDITIONING (HVAC) MAINTENANCE AND

REPAIR SERVICES FOR DISTRICT SEVEN HEADQUARTERS

TECHNICAL QUESTIONS AND ANSWERS

1) Question: Building Automation System (BAS) / Controls Access and Existing Controls Contract

a. To perform the Attachment B Section G temperature-control scope, including the monthly four-hour system check-out, monthly data backup, 24-hour on-call service, software license updates/renewals, and technical support, will the awarded HVAC contractor be provided the required BAS access and credentials to perform this work directly, including full Niagara Workbench access/credentials where applicable?

Answer: Yes, the awarded vendor will be granted BAS access

b. Please confirm whether FDOT currently has a separate contract, solicitation, purchase order, or service agreement for HVAC/BAS controls at District Seven Headquarters. If so, please provide the contract or solicitation number and identify the current controls contractor.

Answer: The Department does not have a separate contract for HVAC/BAS controls.

c. If portions of the required controls work must be performed by the existing controls contractor, will FDOT obtain and publish the applicable contract labor/service rates so all HVAC bidders can carry the same controls cost?

Answer: The Department does not have a separate contract for controls work.

Controls work cost shall be included in the labor rate for emergency and repairs services.

2) Question: BAS Identification / Software License

a. Please identify the existing BAS manufacturer, software/platform, and current version, and identify who currently holds or maintains the BAS software license.

Answer: KMC Controls and ABC Controls System.

b. Please provide the current software/license renewal cost, if available, and clarify whether the “software license update and renewal” required under Attachment B Section G.4 is included in the quarterly preventive-maintenance price or reimbursed separately as parts/materials.

Answer: Software/license renewal cost is not available. Attachment “B”, Maintenance Schedule, Section G, has been revised to exclude “software license update and renewal”.

3) Question: VAV Controls / Existing Data

a. Please provide the most recent available VAV schedule or controls report showing, where available, equipment ID, location, associated AHU/quad, minimum and maximum CFM, electric-heat kW, and current operating status.

Answer: Everything is within the KMS Program. Upon and if needed we can supply the blueprints to the awarded vendor.

b. Please identify any known VAVs with failed dampers/actuators, failed electric heat, or controls/communication issues, and provide the most recent TAB, commissioning, or controls airflow report.

Answer: At the present time seven out of 103 VAV’s do not work and the current contractor is working on them.

c. If previous VAV maintenance included heater resistance/ohm testing or amp-draw testing, please provide the most recent available records.

Answer: Information is not available.

4) Question: Is this contract a full-service contract?

• For example, if a service request comes in for a system not cooling, are we allowed to bill our hourly rate to diagnose the issue.

• For example, if we arrive on site and determine a compressor has failed and needs to be replaced. Are we allowed to bill for the compressor and out time to replace the compressor?

• For example, if a service request comes in and it is deemed that a flow meter for the controls side has failed, are we allowed to bill for the flow meter? Are we allowed to bill for the time to replace the flow meter.

Answer: This is a contract for HVAC maintenance and repair services. For more specific details about repair services, please refer to Exhibit “A”, Scope of Services, Section II, C, Repair services. The awarded vendor must use the billing rates specified in Exhibit “C”.

5) Question: Could you please review and confirm the items below related to the ITB?

a. First, confirm that the inspection schedule totals four visits per year, consisting of one annual inspection and three additional quarterly inspections.

Answer: There shall be four visits per year with one of them being quarterly and annual combined unless the awarded vendor wants to do them separately.

b. Next, verify the filter dimensions for the chilled water (CHW) air handling units as well as the fan coil units.

Answer:

c. Please also confirm that the break room is equipped with only two electrostatic filters.

Answer: Yes, the break room is equipped with only two electrostatic filters.

d. In addition, provide the name of the current HVAC service provider responsible for the listed equipment under this ITB, along with the water treatment vendor supporting the glycol system and the controls vendor managing the system.

Answer: Peninsular Mechanical Contractors, Inc.

e. Kindly identify the building management system (BMS) platform currently integrated with the equipment, including the specific product name.

Answer: KMC Controls.

f. Finally, confirm whether any of the equipment has undergone major repairs within the past two years, such as compressor, motor, or coil replacements.

Answer: The Department has replaced four of the eight compressors, one chill water pump and motor, and various sensors.

6) Question:

a. Exhibit “A” Scope of Services, Section II. A. lists glycol as a consumable included in the preventive maintenance price, while Attachment B Section F.9 states "add customer supplied glycol to the system if required." Which governs? Please provide the glycol type, concentration and approximate system volume.

Answer: Glycol is a consumable and shall be included in the preventive maintenance price. Attachment “B”, Maintenance Schedule, Section F has been revised to make it consistent with Exhibit “A”, Scope of Services.

b. Water treatment. Is the water-treatment scope (Attachment B Section F) limited to the closed chilled-water/glycol loop? What sampling and visit frequency does the Department expect? Who is the current chemical supplier?

Answer: The Department expects quarterly visits; sampling will be within the equipment required specifications. R2J is the current supplier.

c. Number of preventive maintenance visits. Does the annual maintenance in Attachment B replace one of the four quarterly visits (four visits per year total), or does the Department expect four quarterly visits plus a separate annual visit?

Answer: There shall be four visits per year with one of them being quarterly and annual combined unless the awarded vendor wants to do them separately.

d. Remote BAS access. Will remote access to the BAS be provided to the awarded vendor (VPN or other Department-approved method) for the monthly check-out, data back-up and 24-hour on-call response?

Answer: Yes, remote access will be granted to the awarded vendor if needed.

e. Subcontractors. Should bidders list proposed subcontractors (e.g., water treatment, controls) in the bid package? If so, in what format?

Answer: No need to list subcontractors.