Bid_4148GM_Chiller_Preventative_Maintenance_and_Repair_Services_–_PROPOSAL_FORM.xlsx

This is a proposal form for Bid #4148GM, a term contract for Chiller Preventative Maintenance and Repair Services issued by the School Board of Marion County, Florida. The solicitation seeks comprehensive preventative maintenance and repair services for 24 chillers and 58 cooling towers distributed across multiple school facilities, including Dunnellon High, Forest High, Horizon Academy, Lake Weir High, Liberty Middle, North Marion High, North Marion Middle, Oakcrest, South Ocala, Westport High, and other educational facilities. The chiller equipment is manufactured by Trane, Dunham-Bush, Carrier, and York, while cooling towers are manufactured by Evapco, Reymsa, BAC, and Marley. Bid submissions are due on October 1, 2025, at 2:00 PM, with the contract term commencing October 29, 2025, and concluding October 31, 2026. The contract includes potential renewal options for three additional one-year periods. Bidders must submit their completed proposal forms through VendorLink, including all required documentation such as manufacturer authorization letters, W-9 forms, and proof of compliance with federal and state regulations.

The proposal form requires bidders to provide fixed-price annual maintenance costs for each chiller and cooling tower listed in separate pricing schedules. Additionally, bidders must submit standard hourly labor rates for Monday through Friday work from 7:00 AM to 3:30 PM and after-hours or emergency hourly rates for both chiller and cooling tower repair services. Bidders are required to provide material markup percentages off manufacturer list prices for each equipment manufacturer and equipment rental and subcontractor markup percentages. The School Board reserves the right to award the contract by individual item, group of items, or in its entirety based on price, specification compliance, vendor responsibility, and past performance. No specific set-asides for disadvantaged enterprises are mentioned in this proposal form. The procurement requires bidders to maintain comprehensive insurance coverage, including workers' compensation, commercial general liability, and business automobile liability with specified minimum coverage amounts. Bidders must demonstrate a minimum of ten years of state-certified air conditioning contractor experience with qualified and certified staff.