Agenda_Item_Worksheet_Bids_REJECT_ITEM.pdf

This is an Agenda Item Worksheet for bid rejection issued by the School Board of Sarasota County, Florida, regarding Bid #26-0063 for Refrigerant Gas Services. The procurement, issued on November 18, 2025, sought a contractor to provide refrigerant recycling, disposal, and recovery services across 52 school locations and administrative facilities. The solicitation required EPA-certified refrigerant reclaimers with a minimum of three years of verifiable experience to deliver comprehensive services including refrigerant recovery, reclamation, cleaning, and disposal for multiple refrigerant types (R-22, 134-A, 410-A, and R-454B). Bids were received on December 9, 2025, from two vendors. The contract term was established as one year from School Board approval, with options to renew for two additional one-year periods, featuring 24-hour emergency response capabilities with a two-hour maximum response time for emergency calls.

The School Board rejected both bids received for this solicitation due to non-responsiveness to critical requirements. Hudson Technologies Company's bid failed to provide firm fixed pricing as required, while Reclamation Technologies USA LLC's submission lacked the required EHD form and Commercial References form. The procurement included pricing constraints with a maximum 25% markup on refrigerant purchases over wholesale prices, 10% markup on materials and rental equipment, and 10% markup on subcontracted services. Bidders were required to submit per-pound pricing for refrigerant services and hourly labor rates for both standard and non-standard working hours. The procurement operated on an as-needed basis with no guaranteed minimum purchase volumes. Following the bid rejections, Sarasota County Schools indicated specifications would be updated and the solicitation would be reissued to establish the necessary vendor relationships for refrigerant and related services. The School Board approved the rejection on January 20, 2026.