FQ-2025-02-COC_Sellers_HVAC_Quote_Request_002.pdf

Purchasing

65 Stone Street • Cocoa, FL 32922

PHONE: (321) 433-8833

EMAIL: purchasing@cocoafl.org

REQUEST FOR QUOTATIONS

Solicitation ID: FQ-2025-02-COC

Solicitation Name: New Air Conditioning Units in the MCC Rooms at the Sellers WWTP in Cocoa, FL

1. Project Background:

The City of Cocoa, FL is seeking qualified contractors to provide all labor, materials, equipment, tools, transportation, and supervision necessary to complete the replacement of air conditioning units in the Motor Control Center (MCC) Rooms at the Sellers Wastewater Treatment Plant (WWTP) located at 375 North Cocoa Blvd. Cocoa, FL 32922 in Cocoa, FL. The project consists of two distinct areas requiring HVAC system replacements.

2. Solicitation Timeline:

• Published: May 5, 2025 at 8:00AM on myvendorlink.com

• Site Walk Through (non-mandatory): May 15, 2025 at 10AM local time

Sellers Wastewater Treatment Plant (WWTP) 375 North Cocoa Blvd, Cocoa, FL 32922.

Please RSVP by email to Brentley Heimbecker, Chief Operator at bheimbecker@cocoafl.gov

Call (321) 433-8743 for assistance with access to facility.

• Questions due: May 19, 2025 at 8AM all questions in writing to purchasing@cocoafl.gov

• Bids Due: May 26, 2025 at 8AM

Responses uploaded to myvendorlink.com or emailed to purchasing@cocoafl.gov

3. Scope Description:

This project involves the removal of existing ductless mini-split systems and installation of new high-efficiency split system air conditioning units in two separate MCC rooms at the Sellers WWTP facility. All work shall comply with applicable local, state, and federal codes and regulations, as well as industry standards for commercial HVAC installations in industrial settings.

4. PROJECT 1: MCC 1 & 2 (Room E4)

1. Demolition and Removal:

• Remove and properly dispose of three (3) existing ductless mini-split systems

• Secure and cap all existing electrical connections and refrigerant lines mailto:bheimbecker@cocoafl.gov

• Ensure all removed materials are disposed of in accordance with City of Cocoa, FL requirements

2. New Equipment Installation:

• Furnish and install one (1) new 5-ton straight cool split system designed for industrial applications

• Condensing coil must include protective coating suitable for Florida's coastal environment

• Position new air handling unit (AHU) on the South wall where existing mini-split head unit is currently located

• Install new condensing unit on the exterior side of the wall with appropriate mounting hardware and vibration isolation

3. Mechanical Work:

• Install new copper refrigerant lines through wall connecting to the new system

• Provide proper insulation for all refrigerant lines

• Install new PVC condensate drain line through wall and terminate outside at grade level

• Include p-trap and condensate safety switch in the condensate drain system

4. Controls and Electrical:

• Furnish and install one new digital programmable thermostat with temperature monitoring capabilities

• Provide and install new electrical feeders and disconnects for new split system

• Ensure all electrical work meets NEC requirements and obtains necessary inspections

5. Ductwork:

• Design and install new sheet metal supply air duct from AHU going north below conduit overhead

• Extend ductwork east after the middle electrical cabinets to allow for air dispersal throughout the area

• Install four (4) sidewall supply air diffusers into duct for proper air distribution

• Insulate metal duct with fiberglass blanket insulation to R-value required by code

5. PROJECT 2: MCC 5 & 6 (Room E2)

1. Demolition and Removal:

• Remove and properly dispose of two (2) existing ductless mini-split systems

• Secure and cap all existing electrical connections and refrigerant lines

• Ensure all removed materials are disposed of in accordance with City of Cocoa, FL requirements

2. New Equipment Installation:

• Furnish and install one (1) new 2-ton straight cool split system designed for industrial applications

• Condensing coil must include protective coating suitable for Florida's coastal environment

• Position new AHU on south wall where two (2) existing mini-split evaporator units are currently located

• Install new condensing unit on the exterior side of the wall with appropriate mounting hardware and vibration isolation

3. Mechanical Work:

• Install new copper refrigerant lines through wall connecting to the new system

• Provide proper insulation for all refrigerant lines

• Install new PVC condensate drain line through wall and terminate outside at grade level

• Include p-trap and condensate safety switch in the condensate drain system

4. Controls and Electrical:

• Furnish and install one (1) new digital programmable thermostat with temperature monitoring capabilities

• Provide and install new electrical feeders and disconnects for new split system

• Ensure all electrical work meets NEC requirements and obtains necessary inspections

6. General Requirements:

1. Equipment Specifications:

• All equipment must be new, commercial-grade, and energy-efficient

• Systems must be sized appropriately for the cooling loads in each space

• Equipment should be designed for continuous operation in an industrial environment

• Systems must maintain appropriate temperature and humidity levels for electrical equipment rooms

2. Installation Requirements:

• Provide all necessary lifting and hoisting equipment required for HVAC work

• Schedule work to minimize disruption to plant operations

• Coordinate all shutdowns with City of Cocoa, FL staff at least 48 hours in advance

• Ensure proper sealing of all wall penetrations for refrigerant lines and drain lines

• Test all systems for proper operation before final acceptance

3. Documentation and Support:

• Provide complete operation and maintenance manuals for all installed equipment

• Deliver manufacturer's warranty documentation for all components

• Provide one-year comprehensive warranty on all parts and labor

• Conduct system start-up in presence of City of Cocoa, FL representatives

• Provide training for City of Cocoa, FL maintenance personnel on system operation and maintenance

4. Quality Control:

• Perform pressure testing of refrigerant lines prior to charging

• Balance airflow to ensure proper distribution throughout the spaces

• Verify proper system operation including all safety controls

• Document refrigerant charge amounts and operating parameters

• Ensure noise levels from new equipment meet acceptable standards

6. Project Closeout:

• Provide as-built drawings showing all installed equipment and modifications

• Clean work areas and remove all construction debris

• Restore any affected areas to original condition

• Complete final walkthrough with City of Cocoa, FL representative

• Provide recommended maintenance schedule for new equipment

• All work must be performed by licensed and qualified HVAC contractors with experience installing similar systems in industrial environments. The contractor shall be responsible for obtaining all necessary permits and scheduling required inspections with the City of Cocoa, FL.

7. Evaluation Criteria:

1. Business Experience and Stability

• Must have been in business for a minimum of 10 years performing commercial HVAC installations

• Provide proof upon request of financial stability through financial statements or bank references

• Must be properly registered to do business in the City of Cocoa, FL

• Must not have any pending litigation related to contract performance

2. Licensing and Certification Requirements

• Provide copy of current State of Florida Mechanical Contractor license

• Provide proof of EPA Section 608 Certification for handling refrigerants

• Submit copies of any specialized certifications for commercial HVAC installation

• Provide copy of electrical license or subcontractor information if electrical work will be subcontracted

3. Previous Project Experience

• Provide detailed information for at least three (3) similar projects completed within the past five (5) years

• Projects must include installation of split system air conditioning in industrial or electrical equipment rooms

• At least one (1) project must be in an industrial or manufacturing facility or similar environment

• For each project reference, include:

• Project name and location

• Brief description of work performed

• Contract amount

• Completion date

• Client contact name, phone number, and email address

• Photographs of completed work (if available)

4. Insurance Requirements

• Provide proof of General Liability Insurance ($1,000,000 minimum per occurrence, $2,000,000 aggregate coverage)

• Provide proof of Worker's Compensation Insurance (statutory requirements)

• Provide proof of Automobile Liability Insurance ($1,000,000 combined single limit

OR $500,000 bodily injury and $500,000 property damage)

• All insurance certificates must name the City of Cocoa, FL as an additional insured

5. Technical Capability Requirements

• Must have experience with installation of commercial-grade HVAC systems in industrial environments

• Provide information on equipment being proposed for both the 5-ton and 2-ton systems

• Submit manufacturer specifications showing compliance with project requirements

• Must have experience with ductwork design and installation

• Must have knowledge of NEC requirements for electrical connections to HVAC equipment

6. Warranty and Support

• Ability to provide at least the one-year comprehensive warranty on parts and labor

• Provide details of manufacturer warranties for proposed equipment

• Submit sample warranty documentation

• Describe warranty service procedures and response times for the City of Cocoa, FL

• Outline proposed maintenance support options following installation

7. Bid Evaluation The contract will be awarded to the lowest responsive and responsible bidder who meets all minimum requirements specified above. Responsiveness will be determined based on:

Submission Completeness and Compliance

• Complete submission of all required documentation

• Compliance with all technical specifications for both MCC room installations

• Adherence to project timeline requirements

• Acceptance of the City of Cocoa, FL's standard contract terms and conditions

• Competitive pricing that provides best value to the City of Cocoa, FL

• The City of Cocoa, FL reserves the right to request additional information or clarification from bidders regarding their qualifications or proposed approach before making a final determination of responsiveness.

If you wish to respond to this request for quotation:

• Complete the Bid Price Schedule and Acceptance of Terms and Conditions

• Provide responses to Questions

• Provide Copies of References, Licenses and Certifications Requested in Section 7 Evaluation Criteria

Submit the following pages as your response

Bid Price Schedule and Acceptance of Terms and Conditions

Solicitation #: FQ-2025-02-COC Project: New Air Conditioning Units in the MCC Rooms at the Sellers WWTP in Cocoa, FL

Bidder Information:

Company Name Address Contact Person Phone Email

Project 1: MCC 1 & 2 (Room E4)

• Lump Sum to Furnish and Install HVAC System:

o Includes demolition and removal of existing systems, new equipment (5-ton straight cool split system with specified components), all installation labor (mechanical, refrigerant lines, condensate drain), ductwork (materials and installation), all electrical work, and controls (thermostat and installation).

Project 2: MCC 5 & 6 (Room E2)

• Lump Sum to Furnish and Install HVAC System:

o Includes demolition and removal of existing systems, new equipment (2-ton straight cool split system with specified components), all installation labor (mechanical, refrigerant lines, condensate drain), and all electrical work, and controls (thermostat and installation).

General Costs (Applicable to Both Projects):

1. Permits and Inspections (Lump Sum):

o Includes all building, mechanical, and electrical permit fees, and other associated inspection costs.

2. Equipment and Site Requirements (Lump Sum):

o Includes lifting/hoisting equipment rental, site protection materials, cleanup and disposal, and other site-related costs.

3. Project Management and Documentation (Lump Sum):

o Includes project management, operations and maintenance manuals, training for City of Cocoa, FL personnel, warranty documentation, and as-built drawings.

PROJECT SUMMARY

• Total Project 1 (MCC 1 & 2) Lump Sum: $__________________

• Total Project 2 (MCC 5 & 6) Lump Sum: $__________________

• Total General Costs Lump Sum: $__________________

• TOTAL BID AMOUNT: $__________________

Schedule Information:

• Estimated start date after Notice to Proceed: ____ calendar days

• Estimated duration for Project 1: ____ calendar days

• Estimated duration for Project 2: ____ calendar days

• Total project completion timeframe: ____ calendar days Equipment Information:

• Project 1 (5-ton system) o Manufacturer: ____________________ o Model #: ____________________ o SEER Rating: ____________________ o Warranty Period: ____________________

• Project 2 (2-ton system) o Manufacturer: ____________________ o Model #: ____________________ o SEER Rating: ____________________ o Warranty Period: ____________________

The undersigned hereby certifies that they are authorized to submit this bid on behalf of the company named above, that all information provided is accurate and complete, and that the bidder agrees to perform all work in accordance with the specifications outlined in the solicitation if awarded the contract by the City of Cocoa, FL.

Signature: ____________________ Date: ____________________ Printed Name: ____________________ Title: ____________________

The City of Cocoa, FL reserves the right to request additional information or clarification from bidders regarding their qualifications or proposed approach before making a final determination of responsiveness. Incomplete bid templates or failure to provide required information may result in bid rejection.

Questions:

1. Please provide details of your company's experience working with municipal government entities like the City of Cocoa, FL within the past five years, including at least three similar HVAC installations in wastewater treatment facilities or industrial environments. Include project descriptions, contract amounts, completion dates, client contact information, and specific challenges overcome when installing systems in electrical equipment rooms.

2. Describe your company's workplace safety program and protocols specifically for working in active wastewater treatment facilities. Detail your safety record over the past three years, including any OSHA violations or recordable incidents, emergency response procedures for the Sellers WWTP environment, and how you will ensure compliance with all City of Cocoa, FL safety requirements while minimizing disruption to plant operations.

3. Provide information about the qualifications and experience of the specific technicians who will be performing the installation at the Sellers WWTP. Include their years of experience with commercial HVAC systems, relevant certifications (EPA Section 608, electrical, etc.), training on the specific equipment being proposed, and previous work in industrial settings similar to the MCC rooms at the City of Cocoa, FL's Sellers WWTP.

4. Detail your company's experience with designing and installing ductwork and electrical systems in industrial environments with space constraints similar to those at the Sellers WWTP. Include specifics about your approach to routing ductwork around existing infrastructure, compliance with NEC requirements for electrical connections in wastewater treatment facilities, and your quality control process for ensuring proper system operation in the City of Cocoa, FL's facility.

5. Explain your complete project execution plan for both MCC room installations, including timeline, coordination with City of Cocoa, FL staff, equipment specifications (with focus on durability in coastal environments), quality assurance procedures, documentation and training to be provided, and warranty/maintenance support specific to the needs of the Sellers WWTP facility.

Copies of References, Licenses, Certifications, and Equipment Specifications