DOT-ITB-27-7002-EG

State of Florida Department of Transportation

INVITATION TO BID

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC)

MAINTENANCE AND REPAIR SERVICES FOR DISTRICT

SEVEN HEADQUARTERS

DOT-ITB-27-7002-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-27-7002-EG

Title: Heating, ventilation, and air conditioning (HVAC) maintenance and repair services for District Seven headquarters.

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 maintenance and repair services for District Seven headquarters. It is anticipated that the term of the contract will begin on March 1, 2027, and be effective for three years thereafter.

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. 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 your bid.

ACTION / LOCATION DATE LOCAL TIME

MANDATORY PRE-BID MEETING AND SITE VISIT 9-30-2026 10:00 AM

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

DEADLINE FOR TECHNICAL QUESTIONS 10-6-2026 5:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) 10-13-2026 5:00 PM

ELECTRONIC SUBMISSIONS OF BIDS – PLEASE SEE NO.3 BELOW

PUBLIC OPENING 10-14-2026 11:00 AM

Florida Department of Transportation Manatee Conference Room 11201 North McKinley Drive, Tampa, Florida 33612

POSTING OF INTENDED DECISION/AWARD 10-20-2026 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-27-7002-EG – VENDOR’S NAME

b) Email shall contain one file attachment marked as the following: DOT-ITB-27-7002-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 and Site Visit

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.

- Walk through.

- Questions and answers session.

- Adjourn meeting.

Agenda for Bid Opening 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 meeting, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address 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 20). 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 #7d. 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/ (“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.

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/ (“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. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) SCOPE OF SERVICES

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

6) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid.

7) MANDATORY PRE-BID MEETING AND SITE VISIT

A MANDATORY pre-bid meeting and site visit 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, effect 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 meeting and site visit 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.

8) QUALIFICATIONS

8.1 GENERAL

The Vendor must meet the following minimum qualifications:

8.1.1 A minimum of five uninterrupted years performing HVAC maintenance and repairs on commercial buildings.

8.2 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 8.1, 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.

8.3 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 the award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

8.4 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

9) 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.

10) 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 ten 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 contract, 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.

11) PERFORMANCE BOND

A performance bond is not required for this project.

12) METHOD OF COMPENSATION

Details of the method of compensation are described in Exhibits "B", Method of Compensation, attached hereto and made a part hereof.

13) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a bid, the bidder agrees to be legally bound by these terms and conditions.

14) 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.

15) 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 ten 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.

16) 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.

17) 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.

Section 287.135, F.S., prohibits a company or other entity from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of: i) $100,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract , the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel; and, ii) $1,000,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors

List, created pursuant to Section 215.473, F.S., or is engaged in business operations in Cuba or Syria.

If the Department determines the Vendor submitted a false certification under Section 287.135 , 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 , F.S., or maintain the contract if the conditions of Section 287.135, F.S. are met.

18) 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.

19) 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.

20) 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 Department Procurement Office.

21) 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.

22) ESTIMATED QUANTITIES

The Department anticipates purchasing the estimated quantities shown on the bid sheet for a one-year period of any contract resulting from this bid. The estimated quantities are given only as guidelines for preparing your bid and should not be construed as representing the actual quantities to be authorized under this contract. The Vendor shall supply, at bid prices, the actual quantities authorized regardless of whether the total of such quantities is more or less than anticipated. This bid and the resulting contract will be subject to annual appropriated funding.

23) IDENTICAL PRICING

In the event the Department receives identical pricing or scoring from multiple vendors that would tie the awarded vendor; the Department may, at its discretion, award to all responsive tied vendors or reject all.

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- 27-7002-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/, on the date 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 26.1, above) 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, as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties.

29) RENEWAL

Upon mutual agreement, the Department and the Contract Vendor may renew the Contract for a period that may not exceed three years or the term of the original contract, whichever is longer.

The renewal must be in writing and signed by both parties, and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

30) ATTACHED FORMS

Exhibit “C”, Bid Sheet Minimum Qualifications Statement Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60)

E-Verify (Form 375-031-06) PUR 1355 Foreign Country of Concern Attestation (Form PUR1355) Affidavit Regarding Labor and Services (Form 375-030-31)

31) TERMS AND CONDITIONS

31.1 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 8(a), Dispute Resolution - PUR 1000 Paragraph 5(l), PRIDE – PUR 1000, when federal funds are utilized.

31.2 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

31.3 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:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mf mp_agency_customers/po_terms_conditions

Section 8(B), PRIDE, is not applicable when using federal funds.

32) 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 (including Attachments A and B) Exhibit “B”, Method of Compensation Exhibit “C”, Bid Sheet Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

33) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), F.S., 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.

34) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, F.S., 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.

35) 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.

36) 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

HEATING, VENTILATION AND AIR CONDITIONING (HVAC) MAINTENANCE AND

REPAIR SERVICES FOR DISTRICT SEVEN HEADQUARTERS

I. OBJECTIVE:

Provide full HVAC maintenance and repair services to include preventative maintenance, emergency, and routine repairs, as described herein, to the Florida Department of Transportation (FDOT) District Seven headquarters facility (hereinafter referred to as the "Department”), located at 11201 North McKinley Drive, Tampa, Florida 33612.

II. SERVICES TO BE PROVIDED:

A. PREVENTIVE MAINTENANCE SERVICE

The Vendor shall provide quarterly and annual preventive maintenance services to the HVAC systems listed in Attachment “A”, List of Equipment. The service contract shall only include consumable materials such as lubricants, glycol, filters, belts, grease, cleaners, and clean-up materials.

The preventive maintenance shall be performed as specified in Attachment “B”, Maintenance Schedule.

B. EMERGENCY SERVICE

The Vendor shall be on call 24 hours a day, seven days week.

C. REPAIR SERVICES

The Vendor shall provide HVAC repair services to the Department. The Vendor, upon request, shall provide the Department Contract Manager with an estimate for repair services based on the unit rates established in Exhibit “C” for labor and parts and materials. The Department reserves the right to provide all, some or none of the parts and materials required for repair services.

III. GENERAL REQUIREMENTS:

A. TASKS

The tasks planned and scheduled shall be designed to provide for the long-term care and performance of the Department’s equipment. The schedule shall

A-2 include specific tasks for each piece of equipment required to maintain the systems at peak efficiency.

B. MAINTENANCE VISITS

The Vendor shall comply with following:

1. Schedule all site visits in advance with the Department Contract Manager.

2. Check in with the Department Contract Manager upon arrival and upon leaving site.

3. Perform all required lockout tagout procedures on equipment being serviced.

4. Setup all safety perimeters as required.

5. Cleanup all work areas at the end of every day.

C. REPORTS

The Vendor shall provide a report to the Department Contract Manager for each completed preventive maintenance visit, emergency service call or repair service. The reports shall be provided to the Department Contract Manager by e-mail and hard copy, as evidence of the completed service.

The reports shall include the following:

Preventive maintenance: tasks performed, equipment performance log, and recommendations.

Emergency service call and repairs: tasks performed, equipment performance log, recommendations, hours worked (arrival/departure time), and parts and materials, if applicable.

D. PERFORMANCE REVIEW

A performance review of HVAC maintenance and repair services shall be held with the Department Contract Manager on an annual basis. Discussions include quality of work, equipment performance, energy savings, communications, customer service, response time and an open dialog about suggested improvements.

IV. DEPARTMENT RESPONSIBILITIES:

The Department will assign the following person as Contract Manager for administering the terms and conditions of this contract:

Timothy Bash District Facilities Supervisor

A-3

11201 North McKinley Drive, MS 7-240 Tampa, Florida 33612-6456.

Email: Timothy.Bash@dot.state.fl.us Telephone: 813-975-6732

The Department reserves the right to change the Contract Manager at any time.

V. BEGINNING AND LENGTH OF SERVICES:

The performance period of this contract shall begin on March 1, 2027, and be effective for three years thereafter.

VI. TERMINATION AND DEFAULT:

Reference is made to Section 6, Termination and Default of the Standard Written Agreement.

A-A-1

ATTACHMENT “A”

LIST OF EQUIPMENT

Location Description Manufacturer Model Number Serial Number

QUAD A

AHU-Al AHU Unit Daikin CAH046GDCM FBOU190800198

AHU-A2 AHU Unit Daikin CAH014GDCM FBOU190800199

FCU-Al AHU Unit Existing No Tag or Label No Tag or Label

EF-3 Exhaust Fan Cook 165SQ165SQN170VF 0S160040- 00/0000701

QUAD A-1

VAVA-108 VAV Units SDR SDREH05 6LGM003035

VAVA-105 VAV Units SDR SDREH05 6LGM003024

VAVA-107 VAV Units SDR SDREH04 6LGM003029

VAVA-103 VAV Units SDR SDREHI2 6LGM003020

VAVA-110 C VAV Units SDR SDREH08 6LGM003037

VAVA-111 B VAV Units SDR SDREH12 6LGM003045

VAVA-123 VAV Units SDR SDREHO8 6LGM003050

VAVA-101 A VAV Units SDR SDREH10 6LGM00301 6

VAVA-206 B VAV Units SDR SDREH12 6LGM003043

VAVA-104 VAV Units SDR SDREHO6 6LGM003021

QUAD A-2

VAVA-109 VAV Units SDR SDREH06 6LGM003022

VAVA-110 B VAV Units SDR SDREH08 6LGM003033

VAVA-111 A VAV Units SDR SDREHI2 6LGM003042

VAVA-122 VAV Units SDR SDREH08 6LGM003049

A-A-2

VAVA-110 A VAV Units SDR SDREH08 6LGM003031

VAVA-121 VAV Units SDR SDREH08 6LGM003048

VAVA-220 VAV Units SDR SDREH14 6LGM003052

QUAD A-3

VAVA-118 VAV Units SDR SDREH06 6LGM003047

VAVA-117 VAV Units SDR SDREH06 6LGM003026

VAVA-119 VAV Units SDR SDREH05 6LGM003027

VAVA-116 VAV Units SDR SDREH08 6LGM003035

VAVA-115 VAV Units SDR SDREH08 6LGM003032

VAVA-206 A VAV Units SDR SDREH12 6LGM003051

QUAD A-4

VAVA-113 VAV Units SDR SDREH05 6LGM003026

VAVA-114 VAV Units SDR SDREH12 6LGM003046

VAVA- I 12 VAV Units SDR SDREH08 6LGM003034

VAVA-102 VAV Units SDR SDREHI2 6LGM003019

VAVA-I01B VAV Units SDR SDREHI0 6LGM003018

QUAD B

AHU-B1 AHU Unit Daikin CAH0466GDCM FBOU190500931

AHU-B2 AHU Unit Daikin PX023C21ADA207 Y19F6S0074

FCU B-1 AHU Unit Existing No Tag or Label No Tag or Label

EF-2 Exhaust Fan Cook 150SQN150SON170 0465127408- 00/0000701

QUAD B-1

VAVB-I01 VAV Units SDR SDREHI0 6LGM000443

VAVB-102 VAV Units SDR SDREH12 6LGM000434

VAVB-110 VAV Units SDR SDREH06 6LGM000430

VAVB-120 VAV Units SDR SDREH06 6LGM000449

VAVB-117 VAV Units SDR SDREH06 6LGM000456

QUAD B-2

A-A-3

VAVB-119 VAV Units SDR SDREH08 6LGM000459

VAVB-104 A VAV Units SDR SDREH14 6LGM000436

VAVB-104 B VAV Units SDR SDREH14 6LGM000437

VAVB-112 VAV Units SDR SDREH06 6LGM000431

VAVB-103 VAV Units SDR SDREH12 6LGM000435

VAVB-109 B VAV Units SDR SDREH08 6LGM000442

VAVB-109 A VAV Units SDR SDREH10 6LGM000441

VAVB-107 VAV Units SDR SDREH08 6LGM000425

VAVB-106 A VAV Units SDR SDREH14 6LGM000438

VAVB-106 B VAV Units SDR SDREH12 6LGM000439

VAVB- 111 B VAV Units SDR SDREH05 6LGM000446

VAVB-111 A VAV Units SDR SDREH06 6LGM000451

QUAD B-3 VAV Units

VAVB-108 VAV Units SDR SDREH08 6LGM000440

VAVB-105 VAV Units SDR SDREH08 6LGM000429

VAVB-1CR1 VAV Units SDR SDREH08 6LGM000224

QUAD B-4

VAVB-1CR2 VAV Units SDR SDREH06 6LGM000428

VAVB-113 VAV Units SDR SDREH06 6LGM000432

VAVB-I115 VAV Units SDR SDREH06 6LGM000447

VAVB-1114 VAV Units SDR SDREH06 6LGM000448

VAVB-I 16 VAV Units SDR SDREH04 6LGM000429

VAVB-1CR3 VAV Units SDR SDREH08 6LGM000429

QUAD C

AHU-Cl AHU Unit Daikin CAHO46GDCM FBOU190800209

AHU-C2 AHU Unit Daikin CAHO4GDCM FBOU 190800210

FCUC-1 Fan Coil Daikin BCHDO081ARW E0293500900

EF-5 Exhaust Fan Cook 165SQN 046S140440-007

QUAD C-1

A-A-4

VAVC-111 C VAV Units SDR SDREH08 6LGM000427

VAVC-I 16 B VAV Units SDR SDREH12 6LGM000474

VAVC-116 A VAV Units SDR SDREH08 6LGM000473

VAVC-115 VAV Units SDR SDREH04 6LGM000455

VAVC-114 VAV Units SDR SDREH08 6LGM000444

VAVC-111 B VAV Units SDR SDREH12 6LGM000472

VAVC-116 C VAV Units SDR SDREH08 6LGM000445

VAVC-111 A VAV Units SDR SDREH08 6LGM000469

QUAD C-2

VAVC-110 A VAV Units SDR SDREH06 6LGM000450

VAVC-110 B VAV Units SDR SDREH12 6LGM000471

VAVC-108 B VAV Units SDR SDREH08 6LGM000468

VAVC-108 A VAV Units SDR SDREH04 6LGM000466

VAVC-112 VAV Units SDR SDREH04 6LGM000467

VAVC-119 VAV Units SDR SDREH04 6LGM000475

QUAD C-3

VAVC-103 VAV Units SDR SDREH08 6LGM000463

VAVC-102 VAV Units SDR SDREH08 6LGM000462

VAVC-104 VAV Units SDR SDREH14 6LGM000464

VAVC-106 VAV Units SDR SDREH05 6LGM000452

VAVC-107 VAV Units SDR SDREH04 6LGM000454

VAVC-101 B VAV Units SDR SDREH12 6LGM000461

VAVC-101 A VAV Units SDR SDREH08 6LGM000443

QUAD C-4

VAVC-105 VAV Units SDR SDREHI2 6LGM000465

VAVC-109 VAV Units SDR SDREH08 6LGM000470

VAVC-1 18 VAV Units SDR SDREH08 6LGM000458

VAVC-117 VAV Units SDR SDREH08 6LGM000460

A-A-5

QUAD D

AHU-D1 AHU Unit Daikin CA14058GDCM FBOU 190800167

FCU-D1 Fan Coil Unit Daikin BCHD0061AR E02935320100

EF-1 Exhaust Fan Cook 165SQN I 655QNIDD 046512476- D1/00000

QUAD D-1

VAVD-112 VAV Units SDR SDREH12 6LGM003044

VAVD-103 VAV Units SDR SDREHI0 6LGM003057

VAVD-113 VAV Units SDR SDREH10 6LGM003017

QUAD D-2

VAVD-101 A VAV Units SDR SDREH08 6LGM003038

VAVD-102 A VAV Units SDR SDREH08 6LGM003036

VAVD-101 B VAV Units SDR SDREH14 6LGM003055

VAVD-101 C VAV Units SDR SDREH12 6LGM003054

VAVD-102 B VAV Units SDR SDREH05 6LGM003056

QUAD D-3

VAVD-104 A VAV Units SDR SDREH16 6LGM003058

VAVD-104 B VAV Units SDR SDREH08 6LGM003039

VAVD-115 VAV Units SDR SDREH10 6LGM003068

VAVD-I08 A VAV Units SDR SDREH08 6LGM003061

VAVD-107 A VAV Units SDR SDREH10 6LGM003060

QUAD D-4

VAVD-106 VAV Units SDR SDREH08 6LGM003040

VAVD-116 VAV Units SDR SDREHO8 6LGM003041

VAVD-1 10 A VAV Units SDR SDREHI0 6LGM003065

VAVD-109 A VAV Units SDR SDREHI0 6LGM003063

VAVD-109 B VAV Units SDR SDREH06 6LGM003064

VAVD-105 VAV Units SDR SDREH08 6LGM003059

A-A-6

VAVD-107 B VAV Units SDR SDREH10 61-G114003069

VAVD-108 B VAV Units SDR SDREHI0 6LGM003062

VAVD-107 C VAV Units SDR SDREH05 6LGM003028

VAVD-114 B VAV Units SDR SDREH10 6LGM003067

VAVD-114 A VAV Units SDR SDREH08 6LGM003066

CHILLER YARD

CH1 Chiller Daikin AG2161EDHEPNNO0 STNU1 90400091

CH2 Chiller Daikin AG2161EDHEPNN00 STNU190400092

Glycol Unit Glycol System J.L Wingert GL50-E2-1/C-HC-LPA 0120

CHW P-1 Chiller Pump Daikin 4RMR-300P24-F0C4 T1913137

CHW P-1 Pump Motor Weinman D145 A047711910- 0028M002

CHW P-2 Chiller Pump Daikin 4RMR-300P24-F0C4 T1913137

CHW P-2

Pump Motor Weinman D145

A03710532- 0026M0031

CHW P-3 Chiller Pump Daikin 3RMR-200P14-FOC4 T1914061

CHW P-3 Pump Motor Weinman FP9I A037710532- 0026M0013

CHW P4 Chiller Pump Daikin 3RMR-200P14-FOC4 T1914062

CHW P4 Pump Motor Weinman FP91 A037710532- 0026M0012

QUAD B BREAK

ROOM

Electrostatic filters

Electrostatic filters

Electrostatic filters

Electrostatic filters

A-B-1

ATTACHMENT “B”

MAINTENANCE SCHEDULE

A. DAIKIN AIR COLD SCROLL CHILLER INSPECTION SCHEDULE

Quarterly maintenance includes:

1. Review and record panel alarm history.

2. Review and record chiller panel, runtime data.

3. Check accuracy of all sensors, transducers, and transmitters

4. Inspect the structural integrity of all chiller components.

5. Inspect the condition of electrical wiring and tighten all electrical connections.

6. Perform all manufacturers’ specific, quarterly maintenance tasks.

7. Test and log operational performance of chiller and individual chiller components.

8. Perform any additional factory recommended maintenance procedures.

Annual Maintenance Includes:

1. Review and record panel alarm history.

2. Review and log chiller panel, runtime data, set points and configurations.

3. Check and calibrate all sensors, transducers, and transmitters.

4. Inspect the structural integrity of all chiller components.

5. Remove all trash and debris from under chiller.

6. Clean condenser coils with mild detergent and high-pressure spray nozzle.

7. Spray all surfaces down with a degreaser, power wash entire chiller and pad except coils.

8. Treat and paint any exposed metal onboard chiller that has corrosion damage.

9. Perform all manufacturers’ specific, annual maintenance tasks.

10. Perform refrigerant leak check with high resolution electronic meter.

11. Inspect the condition of electrical wiring and tighten all electrical connections.

12. Perform non-destructive compressor motor winding insulation test.

13. Perform metered tests on condenser fan variable frequency drives (VFD) electronic components.

14. Collect and send refrigerant oil samples for laboratory analysis. Provide report.

15. Replace refrigerant driers and strainers per manufacturers’ recommended interval.

16. Replace fluid for electronic component cooling, manufacturers’ recommended interval.

17. Test and log operational performance of chiller and all individual chiller components.

18. Verify water flow rates thru condenser and evaporator. Adjust as required.

19. Make any adjustments required to allow chiller to run at peak performance.

A-B-2

20. Perform any additional factory recommended maintenance procedures.

B. CHILLED WATER AIR HANDLING UNIT (AHU) AND FAN COIL

INSPECTION SCHEDULE

Quarterly Maintenance Includes:

1. Inspect the integrity of all structural AHU components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Clean drain pan and lines and verify proper water drainage through condensate system.

4. Provide and install drain treatment tablets in drain pans.

5. Inspect and lubricate blower shaft and motor bearings.

6. Check and tighten all drive belts.

7. Verify proper pulley alignment.

8. Visually inspect, and lubricate all air dampers i.e. return, supply, and OSA located at AHU/fan coils.

9. Replace all 2" pleated air filters and remove and clean all electrostatic filters.

10. Test and log operational performance of AHU and individual AHU components.

11. Perform any additional factory recommended maintenance procedures.

Annual Maintenance Includes:

1. Inspect the integrity of all structural AHU components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Inspect and clean blower motor starter and electric heat contactor contact points.

4. Inspect and clean blower motor VFD heat sinks.

5. Perform non-destructive compressor motor winding insulation test.

6. Chemically clean heating and cooling water coils with approved method.

7. Clean blower wheel and blower assemblies.

8. Clean drain pan and lines and verify proper water drainage through condensate system and add PurCool Condensate Pan Treatment socks correctly sized for equipment.

9. Spray all internal surfaces of AHU with an antimicrobial solution.

10. Provide and install drain treatment tablets in drain pans.

11. Inspect and lubricate blower shaft and motor bearings.

12. Replace all drive belts.

13. Verify proper pulley alignment.

14. Visually inspect, clean, and lubricate all air dampers i.e. return, supply, and outside air (OSA) located at AHU's/fan coils.

15. Inspect and calibrate all analog gauges and thermometers.

16. Blow down y-strainers.

17. Replace all 2" pleated air filters and remove and clean all electrostatic filters.

18. Test and log operational performance of AHU's.

19. Test and log operational performance of VFD's.

20. Perform any additional factory recommended maintenance procedures.

A-B-3

C. CHILLED WATER PUMP AND PIPING ACCESSORIES INSPECTION

SCHEDULE

Quarterly Inspection Includes:

1. Inspect the integrity of all structural piping components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Check condition of flexible coupling insert and replace if required.

4. Lubricate pumps and motors.

5. Test and log the operational performance of motors, pumps and VFD's.

6. Test and log the operational performance of individual piping components.

7. Perform any additional factory recommended maintenance procedures.

Annual Maintenance Includes:

1. Inspect the integrity of all structural piping components.

2. Inspect the condition of electrical wiring and tighten all electrical connections.

3. Perform non-destructive pump motor winding insulation test.

4. Inspect and clean chilled water and glycol pump VFD starter contact points and clean VFD heat sinks.

5. Check motor-pump alignment.

6. Check and calibrate suction discharge gauges and thermometers.

7. Lubricate pump and motors.

8. Blow down water strainers.

9. Drain down expansion tank, check tank pressure and refill.

10. Check operation of pressure reducing valve (PRV) stations.

11. Exercise all water loop valves.

12. Test and log the operational performance of motors, pumps and VFD's.

13. Test and log the operational performance of individual piping components.

14. Clean-up worksite.

15. Provide a written report of work completed and indicate all detected deficiencies.

16. Perform any additional factory recommended maintenance procedures.

D. EXHAUST FAN INSPECTION SCHEDULE

Quarterly Inspection Includes:

1. Inspect and check electrical components for proper operation.

2. Check condition of electrical wiring and electrical connection. Tighten all connections.

3. Inspect structural integrity of equipment.

4. Inspect and lubricate shaft and motor bearings.

5. Verify proper pulley alignment and adjust as needed.

6. Replace drive belts.

7. Clean fan blower wheels.

8. Check and log performance of exhaust fans.

9. Perform any additional factory recommended maintenance procedures.

A-B-4

Annual Inspection Include:

1. Inspect and check electrical components for proper operation.

2. Check condition of electrical wiring and electrical connection. Tighten all connections.

3. Inspect structural integrity of equipment.

4. Inspect and lubricate shaft and motor bearings.

5. Verify proper pulley alignment and adjust as needed.

6. Replace drive belts.

7. Clean fan blower wheels.

8. Check and log performance of exhaust fans.

9. Perform any additional factory recommended maintenance procedures.

E. VARIABLE AIR VOLUME (VAV) BOX INSPECTION

Quarterly Maintenance Includes:

1. Locate VAV box in ceiling and access in order to physically inspect.

2. Check operation of damper mechanism and ensure damper actuator is operational and secure to the damper shaft.

3. Inspect and check all electrical components and safety controls for proper operation.

4. Check condition of electrical wiring and electrical connection. Tighten all connections.

5. Inspect structural integrity of equipment.

6. Check resistance valve through electric heat strips to ensure heaters are intact.

7. Inspect and clean electric heat contactor contact points, or perform check out procedure for solid state heater element relays if so equipped.

8. Log…