DOT-ITB-25-7025-EG - ITB PACKAGE.pdf

DOT-ITB-25-7025-EG

State of Florida Department of Transportation

INVITATION TO BID

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC)

SYSTEM MAINTENANCE FOR

TAMPA BAY SUNGUIDE CENTER

DOT-ITB-25-7025-EG

CONTACT FOR QUESTIONS:

Enrique Garcia, Purchasing Agent enrique.garcia@dot.state.fl.us

Phone: (813) 975-6156 or (800) 226-7220 x6156 Fax: (813) 975-6473

Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

State of Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO ENRIQUE GARCIA AT ENRIQUE.GARCIA@DOT.STATE.FL.US

Bid Number: DOT-ITB-25-7025-EG

Title: Heating, ventilation, and air conditioning (HVAC) system maintenance for Tampa Bay SunGuide Center.

Bid Due Date and Time (On or Before): See Introduction Section 2 (Timeline)

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email to Enrique Garcia at enrique.garcia@dot.state.fl.us.

THE INVITATION TO BID DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE.

Notice of changes (Addenda) will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: Contact Person:

Internet E-Mail Address:

For further information on this process, e-mail, or telephone: Enrique Garcia, Purchasing Agent at enrique.garcia@dot.state.fl.us or (813) 975-6156 or (800) 226-7220 x6156.

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (hereinafter referred to as the "Department") is soliciting written bids from qualified bidders to establish a contract to provide HVAC system maintenance for Tampa Bay SunGuide Center. It is anticipated that the term of the contract will begin on July 1, 2025 and be effective until June 30, 2027.

For the purpose of this document, the term "bidder" means the bidder acting on their own behalf and those individuals, partnerships, firms, or corporations comprising the bidder team. The term "bid package" means the complete response of the bidder to the Invitation to Bid (ITB), including properly completed forms and supporting documentation. After the award, said bidder will be referred to as the "Vendor".

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notice of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

5-12-2025 10:30AM MANDATORY PRE-BID MEETING

Florida Department of Transportation District Seven Headquarters Executive Conference Room 11201 North McKinley Drive Tampa, Florida 33612

DEADLINE FOR TECHNICAL QUESTIONS 5-15-2025 5:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) 5-20-2025 5:00 PM

ELECTRONIC SUBMISSIONS OF BIDS – PLEASE SEE NO.3 BELOW

PUBLIC OPENING 5-21-2025 10:00 AM

Florida Department of Transportation Pelican Conference Room 11201 N. McKinley Drive, Tampa, Florida 33612

POSTING OF INTENDED DECISION/AWARD 5-27-2025 5:00 PM

3) ELECTRONIC SUBMISSION OF BIDS

Electronic Bid Submittals

Please follow the below instructions for the submittal of electronic bids, failure to do so, may result in your bid being found non-responsive. Non-responsive bids will not be evaluated.

a) Subject line must show: DOT-ITB-25-7025-EG – VENDOR’S NAME

b) Email shall contain one file attachment marked as the following: DOT-ITB-25-7025-EG –

VENDOR’S NAME

c) Documents shall be submitted in portable document format (PDF).

d) The body of the email shall not contain any information other than the PDF documents, and the signature line (text only, no graphics).

e) Email limit is 25MB per message. That total includes all attachments, email body and if you use stationary backgrounds, artwork, etc.

f) Bids shall be submitted ONLY to: D7.Purch@dot.state.fl.us

NOTE: It is the bidder’s responsibility to assure that the bid is delivered to the email address above on or before the bid due date and time (See Introduction Section 2 Timeline).

Bids which for any reason are not so delivered, will not be considered.

4) AGENDA FOR PUBLIC MEETINGS

Agenda for Mandatory Pre-Bid Meeting

All pre-bid meetings are open to the public and will be conducted according to the following agenda:

- Opening remarks - Approximate time of two minutes by Department Procurement Office personnel.

- Review contract administrative requirements.

- Review scope of services, method of compensation, and bid sheet.

- Site visit

- Questions and answers session.

- Adjourn meeting.

Agenda for Bid Opening Public Meeting

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time, and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

- Opening remarks – Approximate time of two minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the bid solicitation.

- Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name to be read aloud.

- Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid conference, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address or fax number provided on the title page at least five working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MYFLORIDAMARKETPLACE

BIDDERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE BID OPENING OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (866) 352-3776 for assisted registration.

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 #14. The Transaction Fee imposed shall be based upon the date of issuance of the payment. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS AND ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this ITB must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by bidders will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Enrique Garcia at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the Procurement Agent in writing at the address above or by phone: (813) 975-6156 or (800) 226- 7220 extension 6156.

4) ORAL INSTRUCTIONS/CHANGES TO THE ITB (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) DIVERSITY ACHIEVEMENT

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment.

Bidders are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their bid sheet. The contract vendor will be asked to submit payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us/.

6) SCOPE OF SERVICES

Details of the services, information, and items to be furnished by the Vendor are described in Exhibits "A", Scope of Services, attached hereto and made a part hereof.

7) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid. If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), F.S.; Veteran Business Enterprise

2. Section 287.087, F.S.; Drug Free Workplace

3. Section 287.057(11) F.S.; Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical replies, the Department shall determine the award by means of random drawing.

8) MANDATORY PRE-BID MEETING

A MANDATORY pre-bid conference will be held at the date, time, and location in the Timeline.

The purpose of this meeting is to provide an open forum for the Department to review the scope of services and respond to questions from potential bidders regarding the scope of services, ITB requirements, contractual requirements, method of compensation, and other conditions or requirements that may, in any manner, affect the work to be performed. Any changes and/or resulting Addenda to the ITB will be the sole prerogative of the Department.

Attendance at this pre-bid conference is MANDATORY. Failure by a bidder to attend or be represented at this pre-bid conference will constitute a non-responsive determination of their bid package. Bids found to be non-responsive will not be considered.

9) QUALIFICATIONS

9.1 GENERAL

Bidder must meet the following minimum qualifications:

9.1.1 Performed the type of services being requested for a minimum of five years.

9.2 BIDDER QUALIFICATIONS

When submitting the bid, each bidder must submit a written statement (“Minimum Qualifications Statement” form), detailing their qualifications that demonstrate they meet the minimum qualifications contained in Special Condition 9.1.1, above. Failure by the bidder to provide the above item(s) will constitute a non-responsive determination. Bids found to be non-responsive will not be considered.

9.3 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out of state corporations, out of state limited liability companies, and out of state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.4 LICENSE TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract.

For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

10) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than one year from the date of acceptance by the purchaser. Any deviation from this criterion must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items and returning those that are defective.

11) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance (COI) to the Florida Department of Transportation, Procurement Office, MS 7-700, Enrique Garcia, enrique.garcia@dot.state.fl.us, 11201 North McKinley Drive, Tampa, Florida 33612-6456 within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the State of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000.00 minimum per person and $300,000.00 minimum each occurrence, and property damage insurance of at least $200,000.00 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

12) PERFORMANCE BOND

A performance bond is not required for this project.

13) METHOD OF COMPENSATION

For the satisfactory delivery and acceptance of these goods and services, the Vendor shall be paid up to a maximum amount indicated in the purchase order. The Vendor shall submit monthly invoices in a format acceptable to the Department. Payment shall be made at the unit rates specified on the purchase order, as approved by the Department.

14) CONTRACT DOCUMENT

PURCHASE ORDER

The MyFloridaMarketPlace “Purchase Order Terms and Conditions” and the Department’s “Purchase Order Terms & Conditions” are referenced or attached hereto and made a part hereof.

The terms and conditions contained therein will become an integral part of each purchase order issued for this solicitation. In submitting a bid, the bidder agrees to be legally bound by these terms and conditions.

15) REVIEW OF BIDDER'S FACILITIES AND QUALIFICATIONS

After the bid due date and prior to contract execution, the Department reserves the right to perform or to have performed, an on-site review of the bidder's facilities and qualifications. This review will serve to verify data and representations submitted by the bidder and may be used to determine whether the bidder has adequate facilities, equipment, qualified and experienced staff, and overall management capabilities to provide the required services. The review may also serve to verify whether the bidder has financial capabilities adequate to meet the contract requirements.

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the bid.

16) PROTEST OF ITB SPECIFICATIONS

Any person who is adversely affected by the contents of this ITB must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), F.S., 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, F.S.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists.

The form should be submitted with the price proposal.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering into a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the F.S., the Department shall either terminate the contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 of the F.S. or maintain the contract if the conditions of Section

287.135 of the F.S. are met.

19) RESERVATIONS

The Department reserves the right to accept or reject any or all bids received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and submitted to ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of the Department's official file, without obligation to the Department.

20) ADDITIONAL TERMS AND CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid (see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET.

The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF BIDS

Bids will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the services specified in this ITB in accordance with all requirements of this ITB. Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Other conditions which may cause rejection of bids include, evidence of collusion among bidders, obvious lack of experience or expertise to provide the required services, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

22) BID SHEET

The bidder must use the attached bid sheet to submit its bid. The bid sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

23) "DRUG-FREE WORKPLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award first in accordance with section 295.187(4), F.S., giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, F.S. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

24) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a bid only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

25) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate bound document labeled "Attachment to ITB, Number DOT-ITB- 25-7025-EG - Confidential Material". The bidder must identify the specific statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the bidder upon submission, effective after opening.

26) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Bidders may modify submitted bids at any time prior to the bid due date. Requests for modification of a submitted bid shall be in writing and must be signed by an authorized signatory of the bidder.

Upon receipt and acceptance of such a request, the entire bid will not be considered unless is resubmitted by the due date and time. Bidders may also send a change in separate email to be opened at the same time as the bid. Bid modification and changes must be submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

27) POSTING OF INTENDED DECISION/AWARD

27.1 General:

The Department’s decision will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/, under this bid number, on the date and time in the Timeline, and will remain posted for a period of 72 hours. Any bidder who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after posting of the Intended Award, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to 1% of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., 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, F.S.

27.2 Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Florida VIP (see special condition 27.1, above) or by mail, fax, and/or telephone. The Department will provide notification of any future posting in a timely manner.

27.3 Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

28) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties, and a written Task Work Order, issued by the Contract Manager.

29) ATTACHED FORMS

Exhibit “B”, Bid Sheet Minimum Qualifications Statement Drug-Free Workplace Program Certification (Form 375-040-18) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) MBE Planned Utilization (Form 375-040-24) E-Verify (Form 375-031-06) Affidavit Regarding Labor and Services (Form 375-030-31) PUR 1355 Foreign Country of Concern Attestation (Form PUR1355)

30) TERMS AND CONDITIONS

30.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this ITB:

Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

30.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this ITB:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001

Paragraph 5, Questions – PUR 1001

30.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept _1,_2015_.pdf Section 8(B), PRIDE, is not applicable when using federal funds.

31) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services Exhibit “B” Bid Sheet Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

32) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

33) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, Florida Statutes, an awarding body 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 an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

36) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN

PROHIBITED

The Bidder must submit, with its bid, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Bidder on behalf of the Bidder.

37) AFFIDAVIT REGARDING LABOR AND SERVICES

Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to download, complete, and submit the FDOT form, Affidavit Regarding Labor and Services, No. 375-030-31. Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

A-1

EXHIBIT “A”

SCOPE OF SERVICES

MAINTENANCE OF HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

SYSTEMS FOR THE TAMPA BAY SUNGUIDE CENTER

I. PURPOSE:

To provide full monthly HVAC maintenance and repair services for the Florida Department of Transportation (FDOT), Tampa Bay SunGuide Center, hereinafter referred to as the Regional Transportation Management Center (RTMC).

RTMC houses critical emergency and non-emergency communication facilities for the FDOT and state law enforcement agencies. In addition, the building contains electronic equipment that is temperature sensitive.

RTMC is constructed to withstand hurricane-force winds and other natural perils;

and as such, it has no operating windows and a minimum number of entrances/exits. The building is considered mission critical; therefore, it is imperative that problems with the HVAC systems are addressed promptly and efficiently. The Vendor must do everything reasonably possible to avoid a shutdown or building closure due to failure(s) of the HVAC systems.

All work must be performed in accordance with the original equipment manufacture (OEM) specifications to preserve warranty terms and ensure long-term system performance.

Scheduled maintenance activities must not interfere with or risk the loss of manufacture warranties.

II. SERVICES TO BE PROVIDED BY THE VENDOR:

A. Any service performed under this contract shall be performed by factory trained and/or certified technicians. All technicians must keep their training up to date to remain current with the existing equipment at RTMC.

B. All technicians servicing the equipment at RTMC shall be certified by Liebert as a fully factory trained (FFT) service technician, having satisfactorily completed all appropriate training. All technicians servicing Verti-Liebert, Daikin chiller units and air handlers, WEO water pump/motors and DanFoss LLC variable frequency drives (VFD) shall be certified as having all appropriate training as an FFT service technician. The vendor will provide documentation of all technician certifications upon contract execution and anytime there is personnel change

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C. All technicians servicing the RTMC HVAC control equipment shall be trained by ABC Controls to be proficient in all appropriate and necessary skills for operations, hardware troubleshooting, and database management of the HVAC system. The vendor will provide documentation of all technician certifications upon contract execution and any time there is a personnel change.

D. The vendor shall always have a minimum of four qualified technicians on staff, for the duration of this contract. All technicians must be located within a response radius to ensure on-site arrival times, as stated in Section F- Emergency Service, can be reliably met.

E. The Vendor shall have at a minimum, two trained ABC technicians available under this contract. This portion of the contract may be outsourced; however, those costs shall be included in this contract, and Vendor shall coordinate with the sub-consultant.

F. EMERGENCY SERVICE: The Vendor shall provide one emergency service contact number that is answered 24 hours/seven days per week, including all holidays. The Vendor is required to respond to emergency service requests by dispatching an authorized technician who meets the requirements of this scope of services, on-site at RTMC within two hours during standard working hours, or within three hours during non-standard hours. Emergency service for the HVAC system support shall be defined as the failure or malfunction of any component, system, controller, or program of the system individually or as a whole. The Vendor shall monitor system alerts and initiate emergency service response proactively when critical faults are alerted or detected.

G. HOURS: The standard hours for HVAC support systems shall be governed as defined below. Standard working hours are Monday through Friday, 8:00 a.m.

to 5:00 p.m., except for state holidays.

H. ROUTINE MAINTENANCE (A): Routine maintenance Schedule (A) shall be any maintenance service that DOES NOT IMPACT THE OPERATION of the HVAC operations and/or the system’s ability to heat or cool any portion of the RTMC. Schedule (A) services shall be defined by the Vendor and approved by the Department Contract Manager. Schedule (A) maintenance activities can be performed during standard working hours.

I. ROUTINE MAINTENANCE (B): Routine maintenance Schedule (B) shall be any maintenance service that IMPACTS THE OPERATION of the HVAC operations and/or the system’s ability to heat or cool any portion of the RTMC.

Schedule (B) service shall be defined by the Vendor and approved by the Department Contract Manager. Schedule (B) maintenance activities shall be scheduled with the Contract Manager at least five business days prior to the scheduled work, must be at a time that will be the least disruptive, and that the loss of A/C will have the least effect on building temperature. Cancellation of

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Schedule (B) maintenance by the Vendor or Department Contract Manager shall be prior to 48 hours of the Schedule (B) Maintenance.

III EQUIPMENT COVERED:

The major HVAC systems are listed below. The Vendor is responsible for identifying and maintaining all components necessary to ensure complete system functionality, including ancillary equipment, interconnections, and controllers.

Maintenance and inspection services must be performed on these systems and all related components. The Vendor is responsible for ensuring the proper operation of the entire HVAC system at the Tampa Bay SunGuide Center building.

Qty. Manufacturer Equipment Type

Model Number Serial Number

1 Vertiv-Liebert CAHU1 Down Flow Air Handler

CW076DC1A10D4G N24G008064

1 Vertiv-Liebert CAHU2 Down Flow Air Handler

CW076DC1A10D4G N24G008065

1 FCU FHP Fan Coil Unit BCHD0081 1 Daikin Air

Handler Chilled Water Air Handler

CAH035GDGM FB0U240501054

1 Daikin Air Handler

Chilled Water Air Handler

CAH016GDGM FB0U245050155

1 WEO Chilled Water Pump/Motor

00518ET3E184T-S 1093472565

1 WEO Chilled Water Pump/Motor

00518ET3E184T-S 1093472561

1 WEO Chilled Water Pump/Motor

00518ET3E184T-S 1093472559

1 Daikin Chiller Unit

Water Cooled Chiller- 40- Ton

AMZ040AMSEP0060

STNU240500129

1 Daikin Chiller Unit

Water Cooled Chiller- 40- Ton

AMZ040AMSEP0060 STNU240500186

1 Daikin Chiller Unit

Water Cooled Chiller- 40- Ton

AMZ040AMSEP0060 STNU240500187

1 DanFoss LLC CHWP #3 Variable

174Z1941 148204Y174

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Frequency Drive (VFD)

1 DanFoss LLC CHWP #2 Variable Frequency Drive (VFD)

174Z1941 148104Y174

1 DanFoss LLC CHWP #1 Variable Frequency Drive (VFD)

174Z1941 148304Y174

1 DanFoss LLC Air Handler #1 Variable Frequency Drive (VFD)

174Z2539 126204Y164

1 DanFoss LLC Air Handler Unit #2 Variable Frequency Drive (VFD)

174Z1942 125504Y164

IV OTHER REQUIRED SERVICES:

A. The Vendor will be required to provide EMERGENCY SERVICES based on a cell phone text message; or e-mail notification of a critical alarm; or a call from the Department, for the purpose of diagnosis of system faults, adjustment, repair, and programing.

B. The following items shall be completed as per each unit’s respective manufacturer's routine maintenance recommendations. At a minimum, the following items shall be maintained as listed below. The services listed below are not necessarily inclusive and Vendor should perform all routine maintenance services that ensure the proper operation of all systems.

1. Post Maintenance Reporting:

All services must be documented with a completed maintenance report, to include the technician’s name, date/time, checklist of services performance, system readings, and any recommendations for corrective action.

2. Replacement Parts Clause:

All parts used in service or repair must be OEM parts or approved equivalents that do not void the manufacturer’s warranty.

3. Preventative Maintenance Logs:

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The Vendor shall maintain a rolling 12-month maintenance log and it shall be available to the Department upon request. This shall continue for the duration of this Contract.

i. Manufactured suggested maintenance on all operational components not specifically listed – Bi-Monthly inspection required on Chilled Water Air Handler Units, Water Cooled Chillers, and Chilled Water Pumps.

ii. Annual Condenser Coil Cleaning – Chillers

iii. Annual Evaporator Coil Cleaning – Air Handlers

iv. Annual Spectrographic Oil Analysis

v. Annual Belt Changes

vi. Quarterly Pan Treatment

vii. Semi-annually – Water Inspection and Treatment (closed loop).

C. The Vendor shall perform all maintenance and administer changes to the ABC Controls system; including, but not limited to, monitoring of system alerts sent to technician’s cell phone, system text messages ,or system e-mails; and ensuring that the system is in proper communication with all relays, controllers, and devices.

Software upgrades are the responsibility of the RTMC.

Software upgrades are proprietary to ABC Controls.

D. The Vendor shall ensure that the RTMC HVAC system is in balance and operates at peak efficiency for the term of this contract. It shall be the responsibility of the Vendor to bring the system “as-is” and to proper peak operations performance. Within 30 days of the contract start date, the Vendor shall complete a FULL system condition assessment, identifying any inefficiencies or out-of-balance conditions, and submit a corrective action plan (if needed) to the Department Contract Manager.

E. The Department shall provide filters as needed for replacement. The Vendor shall provide the labor to replace them and notify the Department when additional filters are needed. Alternatively, the Vendor shall provide separate pricing to include the cost of filter and, depending on budgeting concerns, the Department may elect to have the Vendor provide the filters.

V. DEPARTMENT RESPONSIBILITIES:

The Department will provide a contract manager for administering the terms and conditions of this contract. This person will be:

Sam Taylor, ITS (Intelligent Transportation Systems) Support Manager 11201 North McKinley Drive, MS 7-1300 Tampa, FL 33612-6546

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The Department reserves the right to change the contract manager at any time.

VI. BEGINNING AND LENGTH OF SERVICES:

The performance period of this contract shall begin July 1, 2025, and be effective through June 30, 2027.

VII. TERMINATION ACTION:

Reference is made to Paragraph 6 of the Purchase Order Terms and Conditions.

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EXHIBIT "B"

BID SHEET

MAINTENANCE OF HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

SYSTEMS FOR THE TAMPA BAY SUNGUIDE CENTER

Services to be provided as specified in attached Exhibit “A”, Scope of Services Description Quantity/Unit

(A) Monthly Rate

(B) Total Cost

(AxB) Maintenance of HVAC systems for the Tampa Bay SunGuide Center, as specified in Exhibit “A”, Scope of Services.

24 months $ $

Unit rate must contain all costs to include travel, labor, materials, equipment, overhead, general, and administrative, incidental expenses, operating margin, and subcontractor cost, if any.

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 #14. 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.

Acknowledgment: 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:

MINIMUM QUALIFICATIONS STATEMENT

How many years has your business performed the type of services being requested? .

Provide a written statement detailing your qualifications:

WORK REFERENCES

List the names of three references for which your business has provided similar services.

BUSINESS NAME ADDRESS CONTACT PERSON PHONE NO.

1.

2.

3.

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

375-040-18

PROCUREMENT

03/17

287.087 Preference to businesses with drug-free workplace programs. --Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

Does the individual responding to this solicitation certify that their firm has implemented a drug-free workplace program in accordance with the provision of Section 287.087, Florida Statutes, as stated above?

YES

NO

NAME OF BUSINESS:

Florida Statutes:

287.135

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

VENDOR CERTIFICATION REGARDING

SCRUTINIZED COMPANIES LISTS

375-030-60

PROCUREMENT

OGC – 07/24

Respondent Vendor Name:

Vendor FEIN:

Vendor’s Authorized Representative Name and Title:

Address:

City: State: Zip:

Phone Number:

Email Address:

Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sector Lists which were created pursuant to s.

215.473, Florida Statutes.

As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized…