FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

FWRI HVAC CONTRACT

FWC 25/26-29

INVITATION TO BID

ITB BIDDER ACKNOWLEDGEMENT FORM

Purpose: The intent of this bid is to obtain competitive pricing for HVAC service on the FWRI St Pete campus, per the specifications contained herein. Only responsive and responsible Contractors will be considered for award of this

Invitation to Bid (ITB).

Responsive: To be responsive, a bid must constitute a definite, firm, unqualified and unconditional offer to meet all of the material terms of this ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in this ITB and which, for reasons of policy, must be complied with at risk of bid rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this ITB in any way, does not contain all the properly signed forms, supplements or deviates from the Bid requirements or has an incomplete Price Sheet may be considered nonresponsive at the discretion of the Procurement Manager.

Responsible Vendors: The Commission shall only consider responsible vendors. Responsible vendors are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the bid. The Commission reserves the right to use any information, whether supplied through the Bidder’s submission or otherwise obtained, in determining responsibility.

Sealed Bid: In response to an Invitation to Bid (ITB), a sealed bid is the final submission of a bid from a vendor prior to the bid deadline, after which no further submissions will be considered.

Rejection of Bids: The Commission reserves the right to reject any and all bids and to waive any minor irregularity in the submissions received in response to this ITB. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject bids accordingly.

Name of Business: ____________________________________________________________________________________________________

Contact Person Name: _________________________________________________________________________________________________

Business Address: ____________________________________________________________________________________________________

City: ____________________________ State: _____________________________ Zip code: ______________________________________

Phone: ___________________________ Fax: _______________________________ Email: ______________________________________

Federal Employer Identification Number: ____________________

The undersigned attest to the following:

“We understand all of the terms, conditions and the specifications contained herein and agree to abide by all of the terms, conditions and the specifications in their entirety.

Authorized Signature (Manual): ________________________________________________________________________________________

Authorized Signature Name (Typed) and Title: __________________________________________________________________________

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 3 of 76

CALENDAR OF EVENTS

FWC 25/26-29

SCHEDULE DUE DATE METHOD

Bid Advertised November 4, 2025 Posted on the Vendor Information Portal

(VIP)

MANDATORY Pre-Bid

Conference

November 12, 2025

@ 11:00 AM ET

See Pre-Bid Conference Clause

Deadline for Questions

Must be received

PRIOR to:

November 17, 2025

@ 5:00 PM ET

See Solicitation Questions Clause

Anticipated date for Responses to Written Questions November 20, 2025 Posted on the Vendor Information Portal

SEALED BIDS DUE

(REMEMBER: The bid number should be clearly marked on envelope)

Must be received

PRIOR to:

December 2, 2025

@ 3:00 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation

Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160

Submissions are due BEFORE the date and time of the public opening.

Public Bid Opening December 2, 2025

@ 3:00PM ET

Public Opening Options for Attendance:

-In Person-

1875 Orange Ave E

Tallahassee, FL 32311-6160

-Teleconference-

Conference call phone number:

1.888.585.9008

Conference room number: 218-721-199

Anticipated Date of Intended

Award December 8, 2025 Posted on the Vendor Information Portal https://vendor.myfloridamarketplace.com/

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 4 of 76

GENERAL CONDITIONS

FWC 25/26-29

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Bidder submitting a bid shall be registered in the MyFloridaMarketPlace (MFMP) system and where required, the Sunbiz system prior to the bid opening. Business entities which must be on file with Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited Liability

Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships (LLLP), and organizations doing business under a fictitious name (DBA). A Bidder may not be considered for an award, if not registered in the MFMP and Sunbiz system. The Bidder’s registration address and federal employer identification (FEID) number should match the Bidder’s address and FEID number listed on the

Bidder Acknowledgment form (page 2).

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Development, are encouraged by the Commission to participate in the bidding process.

Bids from Bidders shall include all necessary equipment to complete the job. The bidder is required to supply all specified documentation when submitting a bid for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the

Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Bidder or Contractor, including any appearing in documents attached as part of a Bidder’s response.

In signing and submitting its bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a bid, shall be grounds for rejecting a bid.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 5 of 76

PROCUREMENT MANAGER

Randy GolightlyRandolph.Golightly@myfwc.com

ESTIMATED BUDGET

The Commission has an estimated budget for this project of $600,000.

TERM

The contract will be effective one year upon issuance of Purchase Order.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor shall submit an extension request in writing. The Project Manager and Contract

Manager will review the extension request and if they determine it is justified, will forward to the Bid

Request Inbox (bidrequest@myfwc.com) for procurement review and approval/disapproval.

RENEWAL

The Commission has the option to renew this Contract on a yearly basis for a period up to one (1) year after the initial Contract period upon the same terms and conditions contained herein. Pursuant to Sections

287.057(1)(a)2., and 287.057(1)(a)3., Florida Statutes (F.S.), each Bidder shall supply a price for each year that a contract may be renewed. Evaluation of bids shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Bidder.

Exercise of the renewal option is at the Commission’s sole discretion and shall be conditioned, at a minimum, on the Contractor’s satisfactory performance of this Contract and is subject to the availability of funds. The Contractor if it desires to exercise this renewal option will provide written notice to the

Commission no later than thirty (30) days prior to the Contract expiration date. The renewal term shall require written approval from the Commission’s Procurement Manager.

SUBCONTRACTS

Subcontracting IS permitted pursuant to the Terms and Conditions of the Purchase Order. The

Subcontractor Minority Status Report (Composite Exhibit I) shall be submitted with each invoice for payment. The List of Subcontractors (Composite Exhibit I) shall be included with bid submission.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the

Mentor Protégé Program, please contact the Office of Supplier Development at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Bidders can visit the Office of Supplier Development website for information on certified business enterprises that may be considered for subcontracting opportunities. However, pursuant to Section 287.05701 F.S., the Commission may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 6 of 76 vendor is a responsible vendor, nor give preference to a vendor based on the vendor’s social, political, or ideological interests.

MANDATORY PRE-BID CONFERENCE

A mandatory pre-bid conference will be held at 100 8th Ave SE, St Pete Florida 33701 on the date and time specified in the Calendar of Events (Page 3). The purpose of the pre-bid conference is to discuss the contents of this ITB and to accept verbal questions from Bidders concerning the project. Vendors must attend this pre-bid conference site meeting as a requirement of bid responsiveness. Failure to attend the entire conference meeting, from the time it is called to order to the time it is adjourned, shall disqualify a potential respondent. The Commission will make a reasonable effort to answer verbal questions asked at the pre-bid conference, however, Bidders should clearly understand that verbal discussions held at the pre-bid conference shall not be binding on the Commission, and the Commission will only issue an official written response to verbal questions subsequently submitted in writing in accordance with the Deadline for

Questions clause below.

100 8th Ave SE, St Pete Florida 33701

VERBAL INSTRUCTION PROCEDURE

Bidders may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Bidder as a result of any discussion with any

Commission employee. Only those communications from the Commission that are in writing, may be considered as a duly authorized expression on behalf of the Commission.

SOLICITATION QUESTIONS

Any questions from Bidders that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. Questions must be received no later than the date and time specified in the Calendar of Events (Page 3). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the bidder to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Information Portal

(https://vendor.myfloridamarketplace.com).

LIMITATION ON BIDDER CONTACT DURING SOLICITATION PERIOD

Bidders 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 Commission posting the notice of intended award, (i.e., the 72-hour posting period excludes 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 Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

BIDDER SPECIFICATION CHALLENGE

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section

120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 7 of 76

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Bidder questions during the ITB period an addendum shall be posted on the

Vendor Information Portal internet site. Each Bidder is responsible for monitoring the Vendor Information

Portal website (https://vendor.myfloridamarketplace.com) for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a

Bidder’s failure to obtain the information made available through the Vendor Information Portal.

BIDDER ACKNOWLEDGMENT

In order for this bid to be valid, the bid must be completed in its entirety, signed by the Bidder and returned, as part of the bid or the bid will be rejected. By affixing your signature to the ITB Bidder Acknowledgement

Form (page 2), the Bidder hereby states that the Bidder has read all bid specifications and conditions and agrees to all terms, conditions, provisions, specifications, and is currently licensed to do business within the

State of Florida, if required by State or Federal Law, for the services or commodities the Bidder will provide the Commission under these bid specifications.

REFERENCES

Each prospective Bidder shall provide a minimum of three (3) references for similar projects completed.

Current contact names and phone numbers shall be included with the bid package. See the attached references form for more detail.

EQUAL BIDS

In the event that there is no multiple award contemplated in the ITB, and the Commission receives equal bids eligible for award, the Commission will comply with the following, as applicable: sections 287.057(12), 287.082, 287.087,287.092, 295.187(4)(a), and 295.187(4)(b), F.S. In order to clarify the Bidders’ status with regard to the applicable statutory preference requirements, the Commission may request information from

Bidders with equal bids. A Bidder will not be permitted to amend or supplement its Bid in response to such request for clarification. If the tie has not been broken by application of the aforementioned statutes, the

Commission will proceed with a random selection to decide the award.

SUPPORTING/SUPPLEMENTAL INFORMATION

The Commission requires that bidders submit all required technical, specification, and other supporting information with their bid, so that a detailed analysis and determination can be made, by the Contract

Manager that the product/service offered meets this ITB’s specifications and that other requirements of this ITB have been met. However, provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the Commission reserves the right to request supplemental information from the bidder after the bids have been opened to ensure that the products/services offered completely meet this

ITB’s requirements. The requirement for such supplemental information will be at the reasonable discretion of the Commission and may include the requirement that a bidder will provide a sample product(s) so that the Commission can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the Commission, will cause the Commission to consider the Contractor non-responsive and reject the

Contractor’s bid.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 8 of 76

CONFIDENTIALITY/PUBLIC RECORDS LAW

Bidders are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records; see, for example, section 119.07, F.S. If a Bidder believes that its response contains information that is confidential or exempt from disclosure under Florida Law, the Bidder shall clearly segregate and mark that information (for example, stamp each page "Confidential" and place it in an envelope marked "Confidential") and briefly describe in writing the grounds and specific legal citations for claiming exemption from the public records law. If after the notice of intended decision or thirty

(30) days after bid opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide copies of public records that are not exempt to the requester.

The Commission will endeavor to provide notice to the Bidder of all public records requests received related to documents provided by the Bidder that were marked pursuant to this paragraph. In no event shall the

Bidder hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of, information submitted in response to this solicitation.

MAILING INSTRUCTIONS

All bids shall be submitted in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160.

The envelope shall be plainly marked on the outside with: BID NUMBER, DATE AND TIME OF THE BID

OPENING.

THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED.

PLEASE NOTE: The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS

RELATED TO SELECTED DELIVERY SERVICES. DIGITAL SUBMISSIONS SHALL BE DEEMED NON-RESPONSIVE

AND SHALL NOT BE ACCEPTED.

SOLICITATION PUBLIC OPENING

The public opening of this bid will be conducted at the date, time and method specified on the Calendar of

Events (Page 3). BIDS RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE REJECTED.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any bid/proposal documents or the attendance at any related meeting or bid/proposal opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

AWARDED BID/INSPECTION

The Commission will award the bid to the responsive, responsible bidder who submits the lowest bid price.

If deemed necessary, an interview with the bidder by the Contract Manager may be required before the bid is awarded.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 9 of 76

The Commission reserves the right to inspect the prospective Contractor’s materials and background record prior to making an award of the Contract. If the Contract Manager determines the lowest bidder does not have sufficient experience, equipment, etc. to meet the specifications of this ITB, the Commission reserves the right to reject the bidder and evaluate the next lowest bidder.

POSTING OF BID TABS

Bid Tabulations with Contractors identified as awarded bidders will be posted electronically as Agency

Decisions on the Department of Management Services Vendor Information Portal as a Public Notice. The

Agency Decision may be viewed at https://vendor.myfloridamarketplace.com, and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

Awarded Bidders are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission. A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, or final replies, whichever is earlier.

SCOPE CHANGES AFTER CONTRACT EXECUTION

The Commission shall provide written notice to the successful bidder thirty (30) days in advance of any

Commission required changes to the technical specifications and/or scope of service that affect the successful bidder’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order.

FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

• review, verify, and approve receipt of services/deliverables from the Contractor;

• submit requests for change orders/amendments/renewals, if applicable;

• review, verify, and approve invoices from the Contractor; and, if applicable, complete the

Certificate of Contract Completion form; and

• maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file.

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent

Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

https://vendor.myfloridamarketplace.com/ http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 10 of 76

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $250.00 per calendar day of delay. Exceptions to this provision may be made if a delay is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Contract Manager.

WARRANTIES/DAMAGED ITEMS/DELIVERY

The Contractor shall assume full responsibility for providing or ensuring warranty coverage and/or warranty service on any and all items including goods, materials, or equipment provided to the Commission.

If Contractor is not the Manufacturer, all Manufacturer warranties must be passed through to the

Commission.

Delivery shall be made no later than the specified Delivery Date. The Contractor shall pay all costs associated with delivery and shall assume full responsibility for all item(s) damaged prior to the F.O.B.

destination delivery and agree to hold harmless the Commission of all responsibility for prosecuting damage claims.

The Contractor shall assume full responsibility for replacement of all defective or damaged goods within thirty (30) days of notice by the Commission of such defect or damage.

GUARANTEE

If products do not comply with the specifications contained herein, the Contractor shall replace the product(s), or the purchase price shall be refunded. The refund or the delivery of the replacement product(s) shall be made within thirty (30) days following the Contract Manager’s notification to the Contractor that the original product(s) was non-compliant. Costs of returning the original product(s) will be the sole responsibility of the Contractor.

MATERIAL AND EQUIPMENT ON COMMISSION PROPERTY

If the Commission allows the Contractor to have project materials or equipment delivered to and/or stored upon the Commission-managed or owned property before, during, or after the term of the project, the

Contractor will be fully and solely responsible for all expenses and liability incurred as a result of the delivery or storage. Should the Commission, in its sole discretion, determine that any project materials or equipment stored on its property must be moved in response to an emergency, the Contractor shall hold harmless, indemnify, defend, and may be responsible for costs of any reasonably necessary actions taken by the Commission..

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this ITB is specifically limited to the Contractor’s bid price accepted by the Commission, and to the specific procedure for payment established in this ITB and the Purchase Order executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the bid price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work). Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this ITB including, but not limited to, equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 11 of 76 the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this ITB including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a bid, be on file with the Department of State in accordance with provisions of Chapter 607, F.S.; similarly, partnerships seeking to do business with the State shall, at the time of submitting such bid, have complied with the applicable provisions of Chapter 620, F.S. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, Florida Administrative Code (F.A.C.), and Section 287.042(16), F.S., other State of Florida agencies may purchase from the resulting contract of this ITB, provided that the

Department of Management Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this ITB contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The bidder is required to examine carefully the conditions and specifications of this bid and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

http://www.sunbiz.org/ http://dos.myflorida.com/

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 12 of 76

SCOPE OF WORK

FWC 25/26-29

PURPOSE

The Fish and Wildlife Research Institute (FWRI), a division of the Florida Fish and Wildlife

Conservation Commission (FWC), is seeking a vendor to provide heating, ventilation, and air conditioning (HVAC) maintenance and repair services for several buildings:

100 8th Avenue SE., St. Petersburg, Florida 33701, consisting of the Joint Use (JU Building), RMI Building, “F” Building, and Wet Lab, the Marine Mammal Pathology Lab (MMPL), 3700

54th Ave S, St. Petersburg, FL, 33711.

1. CONTRACT SPECIFICATIONS

1.1. For ALL Mechanical equipment listed in Appendix A at the end of this scope of work, the vendor will provide “full maintenance” to include ALL labor (diagnose, repair, and replace), parts and materials, and all miscellaneous expenses associated with maintaining the units, unit controls, and associated materials shipped as part of the original unit. All replacement parts must be of equal to or greater quality than existing parts; parts will be original equipment manufacturer (OEM) or OEM compatible.

1.2. For all equipment in the sections below, provide a two (2) hour response time, twenty-four (24) hours per day, seven (7) days per week, to inspect down equipment, repair, or come up with a plan approved by FWC to make the equipment operational.

1.3. All repairs and preventative maintenance (PM) on the systems covered within this agreement must meet manufacturers’ standards, with frequency, procedures, and quality.

1.4. The awarded vendor will do Condition A inspections on all equipment in the next sections within 30 days of award. Any equipment not meeting Condition A shall be removed from the agreement until

FWRI repairs or replaces the equipment to both parties’ satisfaction, at which time the equipment will be part of the agreement again. For all other equipment, the awarded vendor shall accept responsibility for all parts and labor for the duration of this agreement except when equipment is deemed to be “at end of life” or repair costs exceed 50% of replacement cost. During the agreement, if equipment is found at the end of life, the awarded vendor is required to inform FWRI with a formal written notice of the vendor's wish to remove the equipment from the agreement. If agreed upon by both parties, it will be removed until brought back to Condition A, but FWC retains final determination of whether the equipment is at the end of life.

1.5. In addition to any manufacturer’s warranties, the awarded vendor will provide a minimum of a one

(1) year warranty on all parts and labor provided under this agreement.

1.6. Supervise technicians working under this agreement. The technicians must be qualified and experienced in keeping the equipment/software in proper operating condition for all systems in the following sections. Technicians will be licensed, and all unlicensed apprentices will be under the direct supervision of a licensed technician. All Techs sent to work on FWRI systems will be experienced with the system they are tasked with, and have required specialty certifications such

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 13 of 76 as Chiller, Boiler, and DDC Controls. Failure to meet these requirements can result in Financial

Consequences – see Section 7.

1.7. Possess throughout the life of the agreement a State of Florida Contractor License with Class A air conditioning certification or mechanical contractor’s license.

1.8. Possess throughout the life of the agreement an Occupational License to conduct business.

1.9. The Commission participates in an Energy Systems Group (ESG) contract. The Contractor shall communicate any anticipated work to the Contract Manager prior to acting upon. The Contract

Manager will review the work and determine if the work impacts the ESG contract.

1.10. Provide, as required by Section 608 of the 1990 Clean Air Act, Environmental Protection Agency

(EPA) approved CFC Technician Certificates for all service technicians involved in the recycling or reclamation of refrigerants while performing maintenance under this agreement.

1.11. The inventory of the HVAC systems located within the buildings of FWRI is in Appendix A, but equipment models and/or quantities are subject to change during this agreement period from necessary upgrade projects.

2. FWRI EQUIPMENT SPECIFICATIONS

2.1. BUILDING EQUIPMENT STOCK

2.1.1. The awarded vendor will be required to maintain a complex stock of common OEM parts and service/repair manuals covering types and models of equipment owned by the Commission (see

Appendix A for list).

2.1.2. The awarded vendor must ensure they have ready access to all necessary replacement parts and supplies of all brands in the FWRI Equipment Inventory to ensure quick repairs.

2.1.3. Maintain on-site one full set of Air Filters and belts for each AHU (Aire Handling Unit), VAV

(Variable Air Volume Unit), and FCU (Fan Coil Unit) at FWRI. These parts will be inventoried at the quarterly in-person Meetings and running out of Filters or belts is not acceptable and will be addressed in the Financial Consequences Section.

2.1.4. Have fully equipped service trucks and other support equipment, including those necessary to comply with prudent and regulatory environmental requirements (including CFCs).

2.2. BOILERS

2.2.1. Service and provide maintenance on Boiler Units located in the JU Chiller Plant and the domestic hot water Boiler in the JU Building, as well as the boiler at MMPL. The awarded vendor is allowed to subcontract maintenance with the approval of the FWC Contract Manager, but all

PMs (Preventative Maintenance) and service must be done by licensed and experienced Techs.

Boiler unit maintenance must include:

a. Inspections to maintain proper service and meet federal/state/local safety, and all manufacturer requirements.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 14 of 76

b. Maintenance on all pumps, motors, and controls associated with the maintained Boilers.

c. All items in Appendix E

2.3. AIR HANDLER UNITS (AHU)

2.3.1. In addition to all repairs of the AHUs at FWRI listed in Appendix A, the awarded vendor will also do the following preventative maintenance.

2.3.2. Monthly PM: The following checklist provides the recommended maintenance schedule to keep the unit running efficiently.

a. Inspect air filters. Clean or replace if airflow is blocked and/or if filters are dirty. Filters are to be replaced at a minimum of twice a year, and pre-filters cleaned or replaced every month.

Filters are to be dated with the date of installation.

b. Check the condition and tension of fan belts. Adjust tension if belts are floppy or squeal continually. Replace worn or fraying belts in matched sets.

c. Check motor sheaves and replace them if they are wearing belts prematurely.

d. Re-lubricate motor bearings if the motor is fitted with oil tubes and operating conditions include moist or dirty air, continuous duty, and/or high temperatures.

e. Check for Chilled water and/or Hot water leaks at the coils, and on valves and fittings to and from the coil. Repair any leaks observed.

f. Check and/or clean the condensate pans of ALL rust and debris. Add condensate tablets to help keep the drains clear.

g. Shut down the AHU, clean the blower assembly and blower section, and ensure all components are in good working order.

h. Inspect all insulation to piping and ductwork associated with the AHU and make corrective action to all deficiencies.

2.3.3. Semi-annual maintenance: In addition to the monthly schedule, every six months, the awarded vendor will.

a. Verify the fan motor is properly lubricated. Follow lubrication recommendations on the motor tag or nameplate. Contact the motor manufacturer for more information.

b. Check bearing locking collar and sheave set screws for proper tightness.

c. With power disconnected, manually rotate the fan wheel to check for obstructions in the housing or interference with fan blades. Clean the blades and remove any obstructions and debris.

d. Check the fan assembly sheave alignment. Tighten set screws to their proper torques.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 15 of 76

e. Inspect and clean the coils to prevent dirt build-up.

f. Repair/replace defective insulation.

g. Visually inspect the entire unit casing for chips or corrosion. Remove rust or corrosion and repaint surfaces.

2.3.4. Annual maintenance: In addition to the monthly and semi-annual schedules, once a year, the awarded vendor will.

a. Check and tighten all set screws, bolts, locking collars, and sheaves.

b. Inspect, clean, and tighten all electrical connections and wiring, and verify and log the incoming voltage and operating amperage.

c. Verify the accuracy of all sensors, dampers, and gauges. Log all sensor readings and add to the Monthly Report.

d. Clean fan wheels and fan shaft. Remove any rust from the fan shaft with an emery cloth and re-coat with L.P.S. 3 or equivalent.

e. Inspect the drain pan for sludge or other foreign material. Clear the drain openings and drain line to ensure adequate flow.

f. Rotate the fan wheel and check for obstructions in the fan housing. The wheel should not rub on the fan housing or cutoff. Adjust to center if necessary and tighten the wheel set screws per the manufacturer's torque recommendations.

g. Examine flex connector for cracks or leaks.

h. Repair or replace any damaged duct material.

i. Chill Water Valve Inspection/ Operation

j. Inspect all metal and flexible ductwork associated with the AHU. This inspection may require the installation of duct hatches as needed and the use of video. A report will be provided to the Contract Manager with all findings and recommendations.

2.4. AHU REPLACEMENT PROJECTS

2.4.1. FWRI is currently finishing the replacement of AHU # 1 and AHU # 2, and they will be under warranty until June of 2026. Additional AHU projects are expected in 2026 and beyond.

FWRI expects all AHU replacements will have direct drive motors, which will reduce the number of belts required by the awarded vendor, and expects to upgrade to MERV 13 filters and possibly add UV filtration. Upon project completion, the new equipment will replace the old FWRI Inventory and be under warranty for repairs by the installation contractor, but filter changes and maintenance will be the responsibility of the awarded vendor for the rest of the agreement.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 16 of 76

3. VARIABLE AIR VOLUME SYSTEMS (VAV) & FAN COIL UNITS (FCU)

3.1. In addition to repairs to keep all VAVs and FCUs in good working order, they will have preventative maintenance every six months, which will include.

a. Check control set points, operating schedule, and accuracy of gauges and sensors- this will require 2 Techs to complete.

b. Check for proper operation of relays, fan switches, zone valves, and limit switches.

c. Check and clean blower and damper components of excessive dirt build-up.

d. Check blower fan condition, alignment, clearance, and proper rotation.

e. Lubricate and clean ALL moving parts as required.

f. Check and log blower motor operating voltage and amperage.

g. Check CHW and HW piping and zone valves for leaks and proper operation.

h. Inspect the unit for abnormal vibration or noise and repair any abnormalities.

i. Replace air intake filter. Filters are to be dated with the date of installation.

4. EXHAUST FANS

4.1. This section covers the exhaust fans at FWRI. There are 10 Exhaust fans in the JU Penthouse, and multiple mushroom fans in RMI, F, and MMPL. For all exhaust fans, repairs and maintenance must meet or exceed manufacturers’ requirements for frequency, procedure, and quality, and must include the following.

a. Monthly, each exhaust fan must be checked for proper operation, and where lead/lag conditions exist, they must be swapped to ensure proper operation of both fans. Log which fan is now the lead fan and add it to the monthly report.

b. Semi-Annually, each exhaust fan must have a Comprehensive Inspection that includes:

i. Check Belts for wear; replace as needed.

ii. Check pulleys and sheaves for wear; replace as needed.

iii. Check blades for dirt and buildup; clean as needed.

iv. Motors must be checked for operating efficiency, lubricated as required, and voltage and amperage logged.

v. Bearings checked, lubricated, and replaced as needed.

vi. Inspect and repair any damage to the flex connectors and vent caps.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 17 of 76

c. All Inspections (monthly and Semi-annual) must be documented and added to the monthly report.

5. STAND-ALONE AND SPLIT SYSTEMS

5.1. This section covers standalone HVAC and refrigeration systems.

I. For stand-alone HVAC systems, such as split systems, BARD wall hanging systems, or window ACs, the Quarterly Maintenance must include:

a. Check the inlet sides of the condenser and evaporator coils for obstructions/debris. Clean if necessary, using a quality manufactured coil cleaning product specific to the evaporator or condenser coil.

b. Manually spin fan and blower motors to ensure they turn freely. All motors are permanently lubricated, so no oil is necessary.

c. Inspect free cooling damper actuator and linkage.

d. Install new air filter, check for additional filter grilles internal to the structure.

e. Inspect the control panel of the system.

f. Look for insect or rodent activity and remove any nesting materials.

g. Manually push the contactor closed and observe for movement. The contactor points must have minimal discoloration, no spalling, or other signs of arcing. Replace if doubtful.

h. Check the tightness of the field and factory wiring and look for signs of overheating (e.g., discoloration of terminals or wire insulation).

i. Check the accuracy of all sensors, gauges, and dampers. Log any deficiencies.

j. Ensure that supply and return registers are not obstructed, and more importantly, are not recycling the air to one another. Adjust supply louvers if necessary to direct discharge air away from any direct route to the return grille.

k. Check the system for oil deposits that may signify refrigerant leaks. Check refrigerant level.

5.2. This agreement covers 7 Cold Rooms/Walk-in Freezers at the St Pete and MMPL sites. For Cold

Rooms, the following must be done as part of Preventative Maintenance while adhering to

Manufacturer Recommendations.

I. Monthly

a) Check the daily logs for temperature trending out of range.

b) Ensure compressors are not leaking oil.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 18 of 76

c) Ensure the cold room is cooling to the correct temperature.

d) Ensure no ice is forming on the evaporator and condensate pans are clean and draining freely.

e) Ensure the condenser coil is clean and free of debris.

II. Semi-annually:

a) Complete all monthly checks

b) Check refrigerant levels and ensure optimal efficiency.

c) Check fins on evaporator and Condenser coils and clean as needed.

d) Check evaporator and Condenser fan motors; lubricate as required.

e) Check all control valves and sensors for accuracy. Log all deficiencies.

f) Ensure all defrost controls are working.

g) Visually inspect interior wall and ceiling seams and penetrations for leakage and/or bacterial growth. Clean and reseal as needed.

6. REPORTS & VERIFICATION

6.1. The awarded vendor will take the inventory of equipment found in Appendix A of this document

(an excel spreadsheet will be provided) and create a Matrix of all preventative maintenance work to be performed in the next calendar year, showing what months the PMs will be accomplished, so the

FWRI Contract Manager can ensure all work being done meets Industry and Manufacturer’s

Standards. This matrix will be submitted to FWRI for approval within 30 days of the contract being awarded.

6.2. The awarded vendor will set up an email address monitored by a minimum of 2 employees (e.g.

FWRI@abcmechanical.com) where requested work will be received and a phone number monitored

24/7. A reply email or phone call must be sent outlining how this work is being scheduled to meet contract requirements.

6.3. The awarded vendor will provide a completed FWRI Monthly Mechanical Report (Appendix B) each month to the FWRI Contract Manager. The FWRI Monthly Mechanical Report provides details of preventative and repair work performed in the past month, parts replaced, abnormal conditions, and service recommendations. The Report will include Inspection sheets for each piece of equipment

PM’ed (see Appendix C, E, F) that month to ensure all work is completed and signed off.

6.4. The Report will also outline work due in the next month and plans for completing past due work. It must be completed and delivered to the FWRI Contact Manager by the 7th day of the next month.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-29, Page 19 of 76

6.5. The awarded vendor must invoice FWRI the month after service has been provided. The invoice will provide the dates of service, the invoice date, and the amount due. The invoice cannot be accepted by FWRI until the Monthly Report has been received.

6.6. The Contract Manager for FWRI will meet each month with the Contract Manager from the awarded vendor to discuss the Monthly Mechanical Report, to schedule overdue and ongoing work, and schedule new work based on the Preventative Maintenance Matrix described in paragraph 1 of this section. This meeting can be in person or virtual, but at least 4 of the monthly meetings per year will be in person so the campus can be toured together, and spare parts inventory can be verified.

7. FINANCIAL CONSEQUENCES

7.1. The State of Florida now requires all maintenance contracts to have financial consequences if equipment conditions are not met or if scheduled work is not completed in a timely manner.

Communication between the awarded vendor and FWRI is crucial for preventing penalties from being instituted.

7.2. The Monthly Mechanical Report is crucial for the monitoring of this contract; thus, receiving the

Report late will result in a $500 penalty.

7.3. The penalty for not having the correct belt or filters on site will be $100 and is non-refundable and non-negotiable.

7.4. For Preventative Maintenance, the Penalties for AHU/ Boiler work not completed on time will be $100 per instance. The penalties for other equipment, such as VAV, Pump, FCU, etc., will be

$25 per instance. This includes missed items on the PM checklist, such as plugged drain pans, soon after PMs have been completed.

7.5. For Service, if the 2-hour response time is not met, the penalty will be $100 for the initial event and doubled for each instance over the contract year. The service tech sent MUST be trained and certified to do the work requested, or the conditions of the 2-hour response will not be considered met.

7.6. Again, communication between the awarded vendor and FWRI is crucial for preventing these penalties from being instituted. If you are pulling a Tech from another job and sending them, call and explain this to prevent the penalty.

7.7. Monthly invoices cannot be paid before the monthly report is received and any penalties are deducted. Penalties can be avoided with proper planning, so it is imperative that communication between FWRI and the awarded vendor be maintained to prevent penalties from being handed out.

8. FWRI CONSTRUCTION PROJECTS:

8.1. FWRI is currently installing a new Building Controls System, a new Chiller Plant, an elevator upgrade, and new FCUs in the F building. All these projects are expected to be completed in late

2025. Other projects are expected to begin as these are brought to completion.

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8.2. The FWRI Contract Manager will keep the Contract…