BID_26-0063_FOR_REFRIGERANT_GAS_SERVICES_Memorandum.docx

This memorandum from the Sarasota County School Board's Materials Management Purchasing Department addresses the rejection of bids submitted for Bid #26-0063, 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. Two bids were received on December 9, 2025. The contract was designed to establish firm fixed pricing for refrigerant services including recovery, reclamation, cleaning, and disposal for multiple refrigerant types (R-22, 134-A, 410-A, and R-454B). The solicitation required EPA-certified reclaimers with a minimum of three years of verifiable experience and mandated submission of three commercial references, an Environmental Health and Disclosure (EHD) form, and pricing documentation. The School Board action was scheduled for January 20, 2026, with a contract term of one year from approval, renewable for two additional one-year periods.

Both submitted bids were rejected for non-responsiveness. Hudson Technologies Company's bid failed to meet the firm fixed pricing requirement, while Reclamation Technologies USA LLC did not submit the required EHD form and Commercial References form. The procurement imposed specific pricing constraints including a maximum 25% markup on refrigerant purchases over wholesale prices, 10% markup on materials and rental equipment, and 10% markup on subcontracted services. Contractors were required to provide 24-hour emergency contact information and respond to emergency calls within two hours. The contract operated on an as-needed basis with no guaranteed minimum purchase volumes, and the School Board did not specify a total contract value. Following the rejection, specifications will be updated and the solicitation will be reissued. The procurement aligns with the School Board's Strategic Plan Pillar 4: Every School Equipped, Priority 2, focusing on creating high-quality infrastructure.