Chiller_Boiler_Inspections,_Preventative_Maintenance_and_Repairs_(Addendum_#2_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityofgainesville.org

FMGT-250036-DH

CHILLER/BOILER INSPECTIONS, PREVENTATIVE MAINTENANCE AND

REPAIRS

RELEASE DATE: January 29, 2025

RESPONSE DEADLINE: March 6, 2025, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

Chiller/Boiler Inspections, Preventative Maintenance and Repairs

Table Of Contents

1. INTRODUCTION

2. DEFINITION OF TERMS

3. SCOPE OF WORK/SPECIFICATIONS

4. TERMS AND CONDITIONS OF SOLICITATION

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

6. AWARD

7. CONTRACT

8. GENERAL TERMS AND CONDITIONS

Attachments:

A - Draft Contract B - Anti-Human_Trafficking_Affidavit

1. INTRODUCTION

1.1. Summary

It is the intent of the City of Gainesville to obtain bid responses for qualified Florida State Licensed mechanical contractors for monthly, quarterly, and annual preventative maintenance serve chillers and boilers located at various City of Gainesville building locations as indicated below.

1. CONTRACTOR'S RESPONSIBILITIES

a. Contractor shall provide equipment, labor, and tools required for performance of preventative maintenance as outlined.

b. Contractor shall provide written report to include estimate for additional work found to be needed as a result of the PM/Inspection. All work must be approved by City representative prior to start of work.

c. Contractor shall maintain a safe and orderly work environment following all regulatory guidelines by local, state and federal authorities.

d. Contractor shall be responsible for removing all waste and waste related fees relating to performance of work.

e. Contractor’s work shall not interfere with the normal operations of CITY. Contractor to give at least 2 weeks’ notice when non-emergency work will interfere with any operations or work spaces/conditions.

f. Contractor shall be responsible for preventing damage to private property and will accept sole responsibility for any damage caused by the contractor’s employees or subcontractors.

g. Preventative maintenance is to be performed on (7) chillers, (2) boilers, and (2) cooling towers.

h. Sub-contracting permitted with Facility Manager’s written permission.

1.2. Background

Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.

The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.

Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/ preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.

1.3. Procurement Representative

Diane Holder

Procurement Specialist 3 holderds@cityofgainesville.org

Respondents shall submit all inquiries regarding this bid via the City of Gainesville Procurement Portal, located at https://procurement.opengov.com/portal/cityofgainesville Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City of Gainesville Procurement Portal. Respondents shall click “Follow” on this bid to receive an email. notification when answers are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

1.4. Timeline

Release Project Date: January 29, 2025

Pre-Proposal Meeting (Mandatory): February 11, 2025, 1:00pm

City Hall Room 332, 200 East University

Avenue, Gainesville, FL

Question Submission Deadline: February 18, 2025, 3:00pm

Response Submission Deadline: March 6, 2025, 3:00pm

Estimated Contract Commence Date: May 1, 2025, 8:00am https://procurement.opengov.com/portal/cityofgainesville

2. DEFINITION OF TERMS

2.1. DEFINITION OF TERMS

A. Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

B. Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

C. Bid: The written response to a Solicitation.

D. CITY: City of Gainesville

E. Cone of Silence: The period between the issue date of the solicitation and the time CITY Officials and

Employees award the contract.

F. Due Date: The date the response is due.

G. Lobbying: When any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by CITY officials and employees, except as authorized by procurement documents.

H. Non–Responsive: A response that does not meet the material requirements of the solicitation.

I. Redacted: means that the confidential/proprietary information in the proposal has been obscured so that it cannot be read.

J. Respondent: An individual or business entity that submits a response to a Solicitation.

K. Response: A written document submitted by a Respondent in reply to Solicitation.

L. Responsive: A response that conforms in all material respects to the requirements set forth in the

Solicitation.

M. Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid (ITB), Request for Proposal (RFP), Request for

Quotation Quote), Invitation to Negotiate (ITN) or Request for Statement of Qualifications (RFSQ).

N. Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

O. Unredacted: means that the entire document, including the confidential/proprietary information, has not be obscured and is visible for the evaluation team to use in their evaluation process.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. Minimum Qualifications

1. Vendor must be a State of Florida licensed Mechanical Contractor

2. Minimum Five (5) years’ experience providing regular maintenance of HVAC heating and cooling systems.

3. Please provide three (3) business references.

4. Please list a minimum of three (3) projects within the last five (5) years in replacing or installing chillers, cooling towers, boilers, or some combination.

3.2. Scope of Work

The provisions contained in this section are intended to be read in conjunction with, to supplement, or to modify Instructions to Bidders, Special Provisions and General Conditions and, in case of any conflict with such sections, the intent of any and all Technical Specifications shall govern.

Qualified Florida State Licensed mechanical contractors for monthly, quarterly, and annual preventative maintenance serve chillers and boilers located at various City of Gainesville building locations as indicated below.

1. BILLING

a. All inspections shall be invoiced by building in accordance with rates specified in the above Bid Pricing Table.

b. Invoicing for emergency and other repairs shall be invoiced and itemized in accordance with the hourly rates and materials costs submitted on the bid page

c. Invoicing for hourly work shall be for "on-site work" with a one-hour minimum. No mileage charge will be allowed.

d. Invoicing for all work shall be within 30 days of the work.

e. A written report of the total system condition shall be submitted after the inspection to include repair/upgrade recommendations and costs for repairs, to be submitted by email to the Project Manager

2. CONTRACTOR'S RESPONSIBILITIES

a. Contractor shall provide equipment, labor, and tools required for performance of preventative maintenance as outlined.

b. Contractor shall provide written report to include estimate for additional work found to be needed as a result of the PM/Inspection. All work must be approved by City representative prior to start of work.

c. Contractor shall maintain a safe and orderly work environment following all regulatory guidelines by local, state and federal authorities.

d. Contractor shall be responsible for removing all waste and waste related fees relating to performance of work.

e. Contractor’s work shall not interfere with the normal operations of CITY. Contractor to give at least 2 weeks’ notice when non-emergency work will interfere with any operations or work spaces/conditions.

f. Contractor shall be responsible for preventing damage to private property and will accept sole responsibility for any damage caused by the contractor’s employees or subcontractors.

g. Preventative maintenance is to be performed on (7) chillers, (2) boilers, and (2) cooling towers.

h. Sub-contracting permitted with Facility Manager’s written permission.

3. CITY'S RIGHTS AND RESPONSIBILITIES

a. The City shall provide a contact person and access to all locations. The Facilities Management Manager or designee will be the contact person for this contract.

.Facilities Manager

City of Gainesville, 405 NW 39th Avenue Office: 352.393.7979

b. Inspections shall be scheduled through the City’s Contact Person.

c. Inspections will be scheduled Monday through Friday, 8:00 AM to 4:30 PM for all locations

d. A monthly report shall be submitted to the Facilities Manager detailing services and any deficiencies noted.

3.3. Technical Specifications

DETAILED DESCRIPTION OF THE WORK

There are four typical “styles” of unit: air-cooled chiller, water-cooled chiller, cooling tower, and natural gas boiler. The following outlines the industry standard routine preventative maintenance for each of these types of unit at the following locations:

City Hall, 200 E University Avenue, Gainesville, FL 32601

Old Library Building, 222 University Avenue, Gainesville, FL 32601

Thomas Center A & B, 302 NE 6th Avenue, Gainesville, FL 32601

• Typical Air-cooled Chiller:

Total of five (5) units: Two (2) at City Hall, One (1) at Old Library, One (1) at Thomas Center A, and One (1) at Thomas Center B

• Typical Air-cooled Chiller:

Total of five (5) units: Two (2) at City Hall, One (1) at Old Library, One (1) at Thomas Center A, and One (1) at Thomas Center B

• Monthly Tasks:

i. Visual Inspection of all equipment, piping, and devices for operation and evidence of corrosion or wear.

ii. Visually check for water or refrigerant leaks and confirm that unit is operational with no excessive noise or vibration.

• Quarterly Tasks:

i. Perform all monthly tasks listed above.

ii. Inspect crankcase heater for operation.

iii. Check refrigerant charge.

iv. Check compressor oil level.

v. Visually inspect for air, refrigerant, or oil leaks.

vi. Remove any debris from condenser coils and brush out fins.

• Annual Tasks:

i. Perform all monthly and quarterly tasks listed above.

ii. Completely drain water from evaporator and associated piping systems. Inspect all piping for leaks, damage, and corrosion. Clean all in-line strainers.

iii. Check oil sump level.

iv. Analyze compressor oil.

v. Clean all condenser coils.

vi. Inspect all electrical disconnects, starters, VFDs, wiring, etc. for good contact and ensure no corrosion or defects.

vii. Clean and provide touch-up painting on any oxidized surfaces.

Location:

Gainesville Police Department, 545 NW 8th Avenue, Gainesville, FL 32605

• Typical Water-cooled Chiller:

Total of two (2) units, both at the GPD Headquarters

• Monthly Tasks:

i. Visual Inspection of all equipment, piping, and devices for operation and evidence of corrosion or wear.

ii. Visually check for water or refrigerant leaks and confirm that unit is operational with no excessive noise or vibration.

iii. Verify and record compressor oil level, oil pressure, compressor superheat and refrigerant temperature/pressures.

iv. Inspect system superheat and subcooling.

• Quarterly Tasks:

i. Perform all monthly tasks listed above.

ii. Check refrigerant charge.

iii. Visually inspect for air, refrigerant, or oil leaks.

iv. Clean all strainers.

• Annual Tasks:

i. Perform all monthly and quarterly tasks listed above.

ii. Completely drain water from evaporator and associated piping systems. Inspect all piping for leaks, damage, and corrosion. Clean all in-line strainers.

iii. Drain, analyze, and replace compressor oil.

iv. Replace oil filer.

v. Inspect all electrical disconnects, starters, VFDs, wiring, etc. for good contact and ensure no corrosion or defects.

vi. Clean and provide touch-up painting on any oxidized surfaces.

• Typical Cooling Tower

Total of two (2) units, both at the GPD Headquarters.

• Monthly Tasks:

i. Visual Inspection of all equipment, piping, and devices for operation and evidence of corrosion or wear.

ii. Clean pan strainer. Check operating level in pan and adjust float valve as necessary.

iii. Check fan belt tension and adjust.

iv. Check fan screens, inlet louvers, and fans. Remove any dirt or debris.

v. Check water distribution system and spray pattern. Adjust as necessary.

• Quarterly Tasks:

i. Perform all monthly tasks listed above.

ii. Clean and flush pan.

iii. Check drift eliminators.

iv. Check fan blades for cracks or vibrations.

v. Lubricate fan shaft bearings.

• Annual Tasks:

i. Perform all monthly and quarterly tasks listed above.

ii. Check fan sheaves and bushings for corrosion.

iii. Inspect all electrical disconnects, starters, VFDs, wiring, etc. for good contact and ensure no corrosion or defects.

iv. Clean and provide touch-up painting on any oxidized surfaces.

Location:

City Hall, 200 E University Avenue, Gainesville, FL 32601

Old Library Building, 222 University Avenue, Gainesville, FL 32601

• Natural Gas Boiler

Total of two (2) units: One (1) at City Hall and One (1) at the Old Library

• Monthly Tasks:

i. Visual Inspection of all equipment, piping, and devices for operation and evidence of leaks, corrosion, or wear.

ii. Inspect combustion air duct/opening and vent duct/opening for indications of leakage, deterioration, or blockage. Clean of any debris.

iii. Inspect relief valve for signs of leakage.

• Quarterly Tasks:

i. Perform all monthly tasks listed above.

ii. Inspect burner and flame for proper operation.

iii. Confirm low-water cutoff setting and operation.

• Annual Tasks:

i. Perform all monthly and quarterly tasks listed above.

ii. Inspect and clean the boiler heat exchanger.

iii. Examine and clean flame sensors, ignitor, and burner assembly

iv. Inspect the venting system for deterioration, corrosion, or blockage.

v. Confirm all vent piping is unobstructed.

vi. Test safety controls and confirm controls set points/operation.

vii. Inspect all electrical disconnects, wiring, etc. for good contact and ensure no corrosion or defects.

A written report of the total system condition shall be submitted after the inspection to include repair/upgrade recommendations and costs for repairs, to be submitted by email to the Project Manager

CHILLER BOILERS EQUIPMENT & LOCATIONS WITH BRANDS AND MODELS

Location Unit Type Make-Model Size/Capacity

1 City Hall Air-cooled Chiller

Trane - CGAM 110F 110 tons

2 City Hall Air-cooled

Chiller

Trane - CGAM 110F 110 tons

3 City Hall Natural Gas

Boiler

Lochinvar - CHN1441 1,209,600 btu/h output

4 Old Library Air-cooled

Chiller

Trane - CGAM 100F 100 tons

5 Old Library Natural Gas Boiler

Teledyne-Laars - PNCH0750 638,000 btu/h output

6 Thomas Center A Air-cooled

Chiller

Trane- CGAM 090F 90 tons

7 Thomas Center B Air-cooled Chiller

Trane - CGAM 1090F 90 tons

8 GPD HQ Water-cooled

Chiller

Carrier – 17297-3 116 tons

9 GPD HQ Water-cooled

Chiller

Carrier – 17297-3 116 tons

10 GPD HQ Cooling Tower B.A.C - VTO 116 116 tons

11 GPD HQ Cooling

Tower

B.A.C - VTO 116 116 tons

4. TERMS AND CONDITIONS OF SOLICITATION

4.1. DISTRIBUTION OF INFORMATION

Respondents must submit all inquiries regarding this bid via the City Procurement Portal ("eProcurement Portal") at https://procurement.opengov.com/portal/CityofGainesville. Please note the deadline for submitting questions. All answers to questions will be posted in the eProcurement Portal. To receive notifications when answers are posted, respondents should select "Follow" on the bid title. It is the respondent's responsibility to monitor the website for answers to inquiries.

4.2. PRE-SOLICITATION MEETING

Attendance at the pre-solicitation meeting is strongly recommended as it provides an opportunity to discuss the project's scope of work, procedures, and specifications directly with the Project Manager. This meeting is the only time during the bid process when bidders can ask questions directly.

If special accommodations are required to attend a pre-solicitation meeting or bid opening, please contact the Procurement Representative at least 72 hours in advance.

4.3. PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all respondents, the CITY prohibits communication to or with any department, employee, or agent evaluating or considering proposals during the submission process, except as authorized by the Procurement Division representative. Diane Holder, holderds@cityofgainesville.org. Additionally, the CITY prohibits communication initiated by a respondent to any CITY official or employee evaluating or considering the proposals (up to and including the City Commissioners) before the time an award decision has been made. Any communication between proposer and the CITY required to obtain information or clarification for preparing a bid or to enable a proper, accurate evaluation of a proposal will be handled solely through the Procurement Division staff. Any communications initiated between the respondent and the CITY outside these parameters may be grounds for disqualifying the offending respondent from consideration for award of the proposal and/or any future proposal.

Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by the CITY officials and employees, except as authorized by procurement documents.

4.4. CONE OF SILENCE

During the Cone of Silence, except as pursuant to an authorized appeal, no person may lobby on behalf of a competing party in a particular procurement process, no person may lobby CITY officials or employees except the Procurement Division designated staff. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred.

The Cone of Silence is the period between the issue date of the solicitation and the time the CITY Officials and Employees award the contract.

4.5. DETERMINATION OF RESPONSIBLE BIDDER

https://procurement.opengov.com/portal/CityofGainesville

As a part of the proposal evaluation process, the CITY reserves the right to conduct a background investigation of bidder, including a record check by the Gainesville Police Department if the qualifications require it. Bidder’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation.

No contract will be awarded to any respondent who is in arrears to the CITY for any debt, fee, tax, or contract, or who is a defaulter as surety or in any other capacity, upon any obligation to the City. Additionally, any respondent determined to be not responsible by the CITY pursuant to Pro-01 Procurement Administrative

Guidelines, C.2.ii., will not be awarded a contract.

Respondent must demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement

Administrative Guidelines, C.2.ii., as may be amended.

These criteria assess the respondent's capability to perform.

A. The ability of the bidder to successfully carry out a proposed contract.

B. Past performance (including reference check), experience, business and financial capabilities, skills, technical organization, legal eligibility and reliability.

If it is determined that the respondent is not responsible, the CITY may notify respondent of its finding, including evidence used, and allow respondent the opportunity to come into compliance within three (3) business days of notification.

If selected, respondent must either update or complete CITY’s vendor application, pay business tax (if applicable), and register with the State of Florida (if required by law).

4.6. RESPONSIVENESS OF PROPOSAL

A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in the solicitation, is of timely submission through the eProcurement Portal, and has the appropriate signatures as required on each document. Failure to comply with these requirements may deem the proposal non-responsive (Pro-01 Procurement Administrative Guidelines , C.2.i.)

Each proposal shall be reviewed to determine if the proposal is responsive to the submission requirements outlined in the solicitation.

4.7. EXAMINATION OF SOLICITATION DOCUMENTS - FULLY INFORMED

RESPONDENT

A. Prior to responding to the Solicitation, Respondents are responsible for the following: (1) examining the

Solicitation thoroughly, (2) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (3) studying and carefully correlating

Respondent’s observations with the Solicitation, and (4) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

B. Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

C. A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to City of Gainesville Procurement at least within five (5) work days of the solicitation posting date.

4.8. PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be submitted in OpenGov by 3:00 p.m. on the due date indicated on the Solicitation Cover Page. OpenGov will reject late proposals, and the City will not accept proposals submitted in any other manner that through OpenGov.

Both the response and the price proposal, if required to be submitted as a separate document, must be signed by an officer of the business who is legally authorized to enter into a contractual relationship in the name of the bidder. An authorized representative who is not an officer may sign the proposal, but must attach a corporate resolution granting authorization to the representative to execute on behalf of the business.

The submittal of a response by a respondent will be considered by the City as constituting an offer by the respondent to perform the required services at the stated fees.

4.9. INTERPRETATION AND ADDENDA

All questions about the meaning or intent of this Solicitation are to be directed to the Procurement Representative via the CITY's eProcurement Portal, https://procurement.opengov.com/portal/cityofgainesville, unless stated otherwise. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda posted on the City’s eProcurement Portal.

Respondents must create an account on the City’s eProcurement Portal to receive notifications. Registered Respondents will be notified of all Addenda posted in the City’s eProcurement Portal.

Only questions answered by formal written Addenda will be binding.

A. Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement

Representative.

B. Addenda issued before the Solicitation due date and time are considered binding and treated as if they were originally written into the Solicitation. It is the responsibility of the Respondents to ensure they have received, signed, and included all addenda(s) with their submittals.

4.10. EXCEPTION TO THE SOLICITATION

Respondents may take exception to any of the terms of this Solicitation unless otherwise stated. Should a respondent take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions. The proposals will be evaluated based on the proposals as submitted. The CITY retains the right to accept or reject the exceptions. Where exceptions are rejected, the CITY may request that the respondent furnish the services or goods described herein, or negotiate an acceptable alternative.

4.11. MODIFICATION OR WITHDRAWAL OF A RESPONSE

https://procurement.opengov.com/portal/cityofgainesville

Modifications to or withdrawal of a respondent’s submittal can be made until the Response Submission Deadline (See Section 1.4 – Deadline). Modifications or withdrawals must be documented in the City eProcurement Portal https://procurement.opengov.com/portal/cityofgainesville prior to the Response Submission Deadline (See Section 1.4 – Deadline) in order to be recognized by the CITY. Any bid not withdrawn will constitute an irrevocable offer, for a period of one hundred twenty (120) days, to provide the CITY adequate time to award the Contract for the services specified in this solicitation.

4.12. COLLUSION

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered as a response to this Solicitation. Multiple responses from any individual, firm, corporation, organization or agency under the same or different name may result in rejection of all responses from the Respondent.

A. Respondent, by signing the Respondent’s Verification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. (See Section X - Submittal Response Format). A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

B. By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any CITY officer or employee to secure favorable treatment with respect to being awarded this Contract.

4.13. TRADE SECRETS OR CONFIDENTIAL AND EXEMPT INFORMATION

Florida’s Public Records Law, Chapter 119, Florida Statutes, includes numerous exemptions to the general requirement to disclose information to the public in response to a public record’s request. Exemptions are found in various provisions of the Florida Statutes, including but not limited to Section 119.071, Florida Statutes (General exemptions from inspection or copying of public records), and Section 119.0713, Florida Statutes (Local government agency exemptions from inspection or copying of public records). Section 815.045, Florida Statutes (Trade secret information), provides that trade secret information as defined in Section 812.081, Florida Statutes (Trade secrets; theft, embezzlement; unlawful copying; definitions; penalty) is confidential and exempt from disclosure because it is a felony to disclose such records. The Parties understand and agree that Florida’s Public Records Law is very broad and that documents claimed by a Party to be confidential and exempt from public disclosure pursuant to the Public Records Law may in fact not be deemed such by a court of law. Accordingly, the following provisions shall apply:

A. Identifying Trade Secret or Otherwise Confidential and Exempt Information.

For any records or portions thereof that respondent claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, respondent shall:

1. Upload a pdf version reply of the complete UNREDACTED proposal. Include “UNREDACTED, CONFIDENTIAL” in document title. This is the version that will be used by the evaluators when they https://procurement.opengov.com/portal/GRU are reviewing your proposal. It is essential that the items that will be redacted are highlighted in yellow to prevent the evaluation team from discussing these items after the award. The first page of the document for the unredacted document should provide a general description of the information respondent has designated as confidential and/or exempt, and provide a reference to the appropriate Florida or Federal statute supporting the confidential and/or exempt classification.

2. The City’s evaluators will be provided with the complete unredacted proposal, including any trade secret or otherwise confidential and exempt information. The City evaluators will maintain the confidentiality of the information through the evaluation process, including any recorded evaluation team meetings.

3. Upload a pdf version reply of the REDACTED copy of the proposal. Include “REDACTED” in the document title. This copy will be used to support any public records requests that may arise from this solicitation.

4. Provide an affidavit or similar type of evidence that describes and supports the basis for

Respondent’s claim that the information is confidential and exempt from public disclosure, referencing all applicable Florida Statutes

B. Request for Trade Secret or Otherwise Confidential and Exempt Information.

1. In the event a public record request is made to view the information which respondent claims is confidential and/or exempt, the City will notify the respondent and give the respondent a reasonable opportunity (generally 2 business days) to institute appropriate legal action to prevent the disclosure of the information claimed as confidential and/or exempt.

2. In the event that the City in its sole discretion finds no basis for respondent’s claim that certain information is Trade Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify respondent in writing of such conclusion and provide respondent a reasonable amount of time to file for declaratory action requesting a court of law to deem the requested information as Trade Secret or otherwise as confidential and exempt under Florida’s Public Records

Law. If respondent fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

3. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by respondent as Trade Secret or otherwise as confidential and exempt, CITY shall notify respondent and respondent shall intervene in the lawsuit to defend the nondisclosure of such information under

Florida’s Public Records Law.

4. Respondent hereby indemnifies and holds CITY, its officers and employees harmless from any and all liabilities, damages, losses, and costs of any kind and nature, including but not limited to attorney’s fees, that arise from or are in any way connected with respondent’s claim that any information it provided to CITY is Trade Secret or otherwise confidential and exempt from public disclosure under

Florida’s Public Records Law.

c. How to Designate Trade Secret or Otherwise Confidential and Exempt Information

If a respondent believes that its reply contains Trade Secret or otherwise confidential and exempt information (as defined by Florida or Federal law) and should be withheld from disclosure to the public, in such cases the respondent must provide a redacted copy of the proposal for public access.

d. How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information

All public records submitted to the City, including those claimed as confidential and/or exempt, will be retained by the City and will not be returned to a respondent at the conclusion of the bidding process.

4.14. PROTEST OF SOLICITATION SPECIFICATIONS AND/OR AWARD

Participants may protest the Specifications of the solicitation in accordance with C.5.i. of the Pro-01 Procurement Administrative Guidelines

Participants may protest the Solicitation Award in accordance with Section C.5.i. of the Pro-01 Procurement

Administrative Guidelines

4.15. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this solicitation; postpone or cancel, at any time, this solicitation process; or waive any irregularities in this solicitation or in the proposals received as a result of this solicitation.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

1. RESPONDENT VERIFICATION*

PLEASE DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD WITH YOUR SUBMITTAL.

I hereby propose to provide the goods/services requested in this Solicitation. I agree to hold pricing for at least 120 calendar days from the Solicitation due date. I agree that CITY’s terms and conditions herein take precedence over any conflicting terms and conditions submitted for CITY’s consideration, and agree to abide by all conditions of this Solicitation.

I certify that all information contained in this Response is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to execute and submit this Response on behalf of the organization as its agent and that the organization is ready, willing and able to perform if awarded.

• Respondent_Verification.pdf

*Response required

2. BID PRICE FORM*

Please download the below documents, complete, and upload.

• F-Bid_Pricing_-_Chiller&Boi...

*Response required

3. STATE OF FLORIDA LICENSED MECHANICAL CONTRACTOR*

Upload required license.

*Response required

4. Experience form*

Please download the below documents, complete, and upload.

• Experience_form.pdf

*Response required

5. DRUG-FREE WORKPLACE CERTIFICATION FORM*

Whenever two or more bids which are equal with respect to price, quality, and service are received in accordance with Section 287.087, Florida Statutes, preference shall be given to respondents that certify that they have a drug-free workplace.

• Drug_Free_Workplace.pdf

*Response required

6. e-VERIFY FORM* 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https://government-project.s3.us-west-2.amazonaws.com/143391/53b7ccf5-08a8-427b-a8f8-4ab0279ced90_F-Bid_Pricing_-_Chiller%26Boiler_revised.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4PYNJ43RZ%2F20250225%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250225T161639Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEA8aCXVzLXdlc3QtMiJIMEYCIQCXqz2NQXf34WzjQpYBUAcjS%2BwGkd4seyOZQWAKeKVoMAIhAJrLZdFed9zooJwfDDLPFH19ULjf3iJQuRXr8yU0RxtrKoMFCEgQAhoMODkyMzY0Njg3NjcyIgzZiwsfHSSYIWgiyYkq4ARNy8qYWgCZ%2B35YQjY7eR4Yf1n9OMbrf8BPSUtjLMWmCZoz1e1I7ZWCa%2FkwK%2Be%2FOH8f%2FAxKSg8ye%2B0tikUl2YgjrCaNaWahp6Cd%2B63J7Ob0aVKqMAbp1JIkCLNM7Y1QTmvk%2FSngqquQ7BiG9ofU6CvlH5EoimAdXhQ%2BLOxmGCObS3ncHLZdD89R5DdzDqAj2D9C0nC18eJzSEzrMNyKSJQznUkH05fnbg1uqjRVkIn4PdBsrSk6BV5yDmWHNfryp07AijyIC8cLMsaJ73CtDysVs1%2FsuKu3XzlavJjHXoXK5%2Besbp6lHUDBmJrNRT%2BqrNg0B9ldWqORi2lCg9BQ5yPh0q5AVusU6eDZ%2B9P3jZEwdgIR6g2PPZOdl1Y284KQD%2BohFGF2wtgNoge3ULljsB%2Fud5vE0Ad5sR5eNX0RZgtMkT3%2BYlyci9E3ldauwyfO4qnN9pdWkxkAk3XSUb5GsJca%2BzmjZEd9aGgSsMTuXrJP8Xew%2F2gF%2FT%2FvFW7FdCmIYgxSz0lA5Pce1LuUb3v57JtWM0Yp8DfjpAVAojw7eFZmPa7z7KZ1uIPMqDfxa5SlHgLg5WHG0QSyTS1A7w9UlEuDT%2FgLDmNVcXF%2BvXOEwcTMCi8WSD%2BGQcSo%2F5kh9yHo3rl72HLAnd9%2F7VldAVlIIzGoME%2Bt%2BN49IUU2hJsSLVVIhK%2FZL%2B494ToX%2FaaDB8alAdMrM1gwZn0o%2FFfRzJQwJaQUL77Fe%2FZlSRzeXlVWwoF%2BvbVctXCDLBJsMdF8vSvoMFfrNrJBaZf6odCc9h3Zb98RAYvicP1DkAdz5%2Bs0ePfzWzDCp%2Fe9BjqaAeANlijBeWU2j6TLRqG8xQ85x7YbX0XoT0YgrLgjC2fPk06DgjDxiZ6UwQsm1P%2ByOn9%2BW%2F5t3Dwet%2BNjE9KTD3uq%2BKXT6fkOkxaGLAXah8crayRFA1qiLbNOzCTVbEfJ242bqt1xM0dN2jF54YpUOwM1U3yQmOCLhOtYTqp6DyZb1kQwK1Exe%2Bi5K01j5fYYBX1vpYzjilnXqEk%3D&X-Amz-Signature=ae8999ee47146bbe01a2ed2ab8f1b65971e87e9f38659d9b21726b54e77d8f02&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22F-Bid_Pricing_-_Chiller%2526Boiler_revised.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/143391/674719f0-e6ac-4dae-8259-6b33ee99dafd_Experience_form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4PYNJ43RZ%2F20250225%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250225T161639Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEA8aCXVzLXdlc3QtMiJIMEYCIQCXqz2NQXf34WzjQpYBUAcjS%2BwGkd4seyOZQWAKeKVoMAIhAJrLZdFed9zooJwfDDLPFH19ULjf3iJQuRXr8yU0RxtrKoMFCEgQAhoMODkyMzY0Njg3NjcyIgzZiwsfHSSYIWgiyYkq4ARNy8qYWgCZ%2B35YQjY7eR4Yf1n9OMbrf8BPSUtjLMWmCZoz1e1I7ZWCa%2FkwK%2Be%2FOH8f%2FAxKSg8ye%2B0tikUl2YgjrCaNaWahp6Cd%2B63J7Ob0aVKqMAbp1JIkCLNM7Y1QTmvk%2FSngqquQ7BiG9ofU6CvlH5EoimAdXhQ%2BLOxmGCObS3ncHLZdD89R5DdzDqAj2D9C0nC18eJzSEzrMNyKSJQznUkH05fnbg1uqjRVkIn4PdBsrSk6BV5yDmWHNfryp07AijyIC8cLMsaJ73CtDysVs1%2FsuKu3XzlavJjHXoXK5%2Besbp6lHUDBmJrNRT%2BqrNg0B9ldWqORi2lCg9BQ5yPh0q5AVusU6eDZ%2B9P3jZEwdgIR6g2PPZOdl1Y284KQD%2BohFGF2wtgNoge3ULljsB%2Fud5vE0Ad5sR5eNX0RZgtMkT3%2BYlyci9E3ldauwyfO4qnN9pdWkxkAk3XSUb5GsJca%2BzmjZEd9aGgSsMTuXrJP8Xew%2F2gF%2FT%2FvFW7FdCmIYgxSz0lA5Pce1LuUb3v57JtWM0Yp8DfjpAVAojw7eFZmPa7z7KZ1uIPMqDfxa5SlHgLg5WHG0QSyTS1A7w9UlEuDT%2FgLDmNVcXF%2BvXOEwcTMCi8WSD%2BGQcSo%2F5kh9yHo3rl72HLAnd9%2F7VldAVlIIzGoME%2Bt%2BN49IUU2hJsSLVVIhK%2FZL%2B494ToX%2FaaDB8alAdMrM1gwZn0o%2FFfRzJQwJaQUL77Fe%2FZlSRzeXlVWwoF%2BvbVctXCDLBJsMdF8vSvoMFfrNrJBaZf6odCc9h3Zb98RAYvicP1DkAdz5%2Bs0ePfzWzDCp%2Fe9BjqaAeANlijBeWU2j6TLRqG8xQ85x7YbX0XoT0YgrLgjC2fPk06DgjDxiZ6UwQsm1P%2ByOn9%2BW%2F5t3Dwet%2BNjE9KTD3uq%2BKXT6fkOkxaGLAXah8crayRFA1qiLbNOzCTVbEfJ242bqt1xM0dN2jF54YpUOwM1U3yQmOCLhOtYTqp6DyZb1kQwK1Exe%2Bi5K01j5fYYBX1vpYzjilnXqEk%3D&X-Amz-Signature=bd58a174dc995f51d114ee5f4e1f2eace7bd22aac6aecb081a72139c2f4665a1&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Experience_form.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/6757491c-7964-4fbf-a883-858e4baa17f4_Drug_Free_Workplace.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4PYNJ43RZ%2F20250225%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250225T161639Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEA8aCXVzLXdlc3QtMiJIMEYCIQCXqz2NQXf34WzjQpYBUAcjS%2BwGkd4seyOZQWAKeKVoMAIhAJrLZdFed9zooJwfDDLPFH19ULjf3iJQuRXr8yU0RxtrKoMFCEgQAhoMODkyMzY0Njg3NjcyIgzZiwsfHSSYIWgiyYkq4ARNy8qYWgCZ%2B35YQjY7eR4Yf1n9OMbrf8BPSUtjLMWmCZoz1e1I7ZWCa%2FkwK%2Be%2FOH8f%2FAxKSg8ye%2B0tikUl2YgjrCaNaWahp6Cd%2B63J7Ob0aVKqMAbp1JIkCLNM7Y1QTmvk%2FSngqquQ7BiG9ofU6CvlH5EoimAdXhQ%2BLOxmGCObS3ncHLZdD89R5DdzDqAj2D9C0nC18eJzSEzrMNyKSJQznUkH05fnbg1uqjRVkIn4PdBsrSk6BV5yDmWHNfryp07AijyIC8cLMsaJ73CtDysVs1%2FsuKu3XzlavJjHXoXK5%2Besbp6lHUDBmJrNRT%2BqrNg0B9ldWqORi2lCg9BQ5yPh0q5AVusU6eDZ%2B9P3jZEwdgIR6g2PPZOdl1Y284KQD%2BohFGF2wtgNoge3ULljsB%2Fud5vE0Ad5sR5eNX0RZgtMkT3%2BYlyci9E3ldauwyfO4qnN9pdWkxkAk3XSUb5GsJca%2BzmjZEd9aGgSsMTuXrJP8Xew%2F2gF%2FT%2FvFW7FdCmIYgxSz0lA5Pce1LuUb3v57JtWM0Yp8DfjpAVAojw7eFZmPa7z7KZ1uIPMqDfxa5SlHgLg5WHG0QSyTS1A7w9UlEuDT%2FgLDmNVcXF%2BvXOEwcTMCi8WSD%2BGQcSo%2F5kh9yHo3rl72HLAnd9%2F7VldAVlIIzGoME%2Bt%2BN49IUU2hJsSLVVIhK%2FZL%2B494ToX%2FaaDB8alAdMrM1gwZn0o%2FFfRzJQwJaQUL77Fe%2FZlSRzeXlVWwoF%2BvbVctXCDLBJsMdF8vSvoMFfrNrJBaZf6odCc9h3Zb98RAYvicP1DkAdz5%2Bs0ePfzWzDCp%2Fe9BjqaAeANlijBeWU2j6TLRqG8xQ85x7YbX0XoT0YgrLgjC2fPk06DgjDxiZ6UwQsm1P%2ByOn9%2BW%2F5t3Dwet%2BNjE9KTD3uq%2BKXT6fkOkxaGLAXah8crayRFA1qiLbNOzCTVbEfJ242bqt1xM0dN2jF54YpUOwM1U3yQmOCLhOtYTqp6DyZb1kQwK1Exe%2Bi5K01j5fYYBX1vpYzjilnXqEk%3D&X-Amz-Signature=ef301ad663b96f4d8d0ef3231416cdf638e2bd04fe00f3d5dacdf3d661ab0846&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Drug_Free_Workplace.pdf%22&x-id=GetObject

The Contractor shall comply with all applicable requirements of Section 448.095, Florida Statutes, including but not limited to: 1) the Contractor shall register with and use the U.S. Department of Homeland Security’s E- Verify system to verify the work authorization status of all new employees of the Contractor during the term of this Agreement; and 2) the Contractor shall expressly require any subcontractors performing work or providing services pursuant to this Agreement to likewise register with and use the U.S. Department of Homeland Security’s E-Verify system to verify the work authorization status of all new employees of the subcontractor during the term of this Agreement. Section 448.095, Florida Statutes, states the statute must be construed in a manner that is fully consistent with any applicable federal laws or regulations, and therefore this section does not apply to this Agreement to the extent that this section would be inconsistent with any federal laws or regulations that are applicable to this Agreement.

• e-Verify_Form.pdf

7. PROHIBITION REGARDING FOREIGN COUNTRIES OF CONCERN *

In accordance with Section 287.05701(2)(a), F.S. (2023), the City may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor, and may not give preference to a vendor based on the vendor's social, political, or ideological interests.

• Foreign_Countries_of_Concer...

8. REFERENCES*

• Respondent_References.pdf

9. NO RESPONSE SURVEY

If you are not bidding, please complete and return the attached form so that we may learn from your comments to improve our solicitations.

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