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City of Bartow, FL

Invitation to Bid

HVAC Installation, Repairs, & Emergency Services Project ID: ITB 26-22

RELEASE DATE: July 16, 2026

RESPONSE DEADLINE: August 5, 2026, 2:00 pm

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

#ITB 26-22

Title: HVAC Installation, Repairs, & Emergency Services

Table Of Contents

1. INTRODUCTION AND BACKGROUND INFORMATION

2. INSTRUCTIONS TO BIDDERS

3. FOR SEALED HARD COPY SUBMISSION ONLY: ADDRESS LABELS

4. SCOPE OF WORK

5. STANDARD TERMS AND GENERAL CONDITIONS

6. PRICING TABLE

7. VENDOR SUBMITTAL FORMS

SECTION 1: INTRODUCTION AND BACKGROUND INFORMATION

1.1. Purpose of Solicitation

The City of Bartow, Florida ("City") is actively seeking bids from qualified and experienced companies to provide Heating, Ventilation, and Air Conditioning (HVAC) and related services to various locations throughout the City of Bartow. Services performed under this contract shall include, but are not limited to, providing all necessary labor, equipment, materials, supplies, and supervision for emergency or unscheduled repairs, installations & adjustments, and performance testing & system balancing for

Heating, Ventilation, and Air Conditioning (HVAC), chillers, ice machines, refrigerator systems, and emergency services.

1.2. City Background Information

The City’s buildings and infrastructure rely on efficient and properly functioning HVAC systems to support daily operations. As these systems age or require upgrades, qualified HVAC services are essential to perform repairs and support construction or replacement projects. This contract enables the City to access these services efficiently and reliably.

SECTION 2: INSTRUCTIONS TO BIDDERS

2.1. Bid Schedule

ITB Solicitation Issued: July 16, 2026

Question Submission Deadline: July 28, 2026, 4:00pm

Bids Due: August 5, 2026, 2:00pm

In person: 450 N. Wilson Ave., Bartow, FL 33830 or via Teleconference at +1 872-256-4257,,312519811#

2.2. Award

Awards will be made to the three (3) lowest responsive and responsible bidders for all items combined, designating the lowest responsive as the Primary Awardee. Additionally, as the best interest of the City may require, the right is reserved to make award(s) by individual item, group of items, or to reject all bids or waive any minor irregularities or technicalities in bids received. In determining the lowest responsive and responsible bidder, in addition to price, the following may be considered:

• Vendor’s evaluation – quality of performance on previous projects.

• The ability, capacity, equipment and skill of the bidder to fulfill the contract.

• Whether or not the bidder can fulfill the contract within the time specified, without delay or interference.

• The character, integrity, reputation, judgment, experience and efficiency of the bidder.

• The previous and existing compliance by the bidder with laws and ordinances relating to the contract.

• The sufficiency of the financial resources to fulfill the contract to provide the goods and/or services.

• The quality, availability and adaptability of the suppliers or contractual services to the particular use required.

• The ability of the bidder to provide future maintenance and service, as required or needed.

• The number and scope of conditions attached to the bid.

2.3. Bid Opening

It is the responsibility of the bidder to assure that their bid is delivered or submitted at the proper time and place prior to the bid opening. All bid openings shall be public, following 2:00 pm, on the date specified in the solicitation. Bids which for any reason are not so delivered or submitted electronically through the City’s e-procurement system, will not be considered. Bid Submittals Using

Facsimile or Email Will Not Be Accepted.

Note: In accordance with Florida Statute 119.071, a listing of vendors that provided a bid submittal shall be posted to the City’s e-procurement platform OpenGov; https://www.cityofbartow.net/313/Review-Current-Bids.

All bids shall remain exempt from disclosure, including bid amounts, until recommendation of award or 30 days after bid opening, whichever event occurs first. Should the City reject all bids, before the recommendation of award or 30 days after bid opening, and concurrently provide notice of the City’s intent to reissue the bid, the rejected bids will remain exempt from

Florida Statute 119.07 until such time as the City provides notice of recommendation of award of the reissued bid or until the

City withdraws the reissued bid. The bid is not exempt for longer than 12 months after the notice of rejection of all bids.

2.4. F.O.B. Destination

All prices covered by this bid/contract will include the cost of transportation to the City of Bartow, Florida.

https://www.cityofbartow.net/313/Review-Current-Bids

2.5. Packaging

All containers shall be suitable for storage or shipment, and all prices should include standard commercial packaging.

2.6. Taxes

No taxes shall be included in any bid price. The City of Bartow is exempt from state and federal sales use and excise tax.

2.7. Prices

Unless otherwise specified, all prices and/or discounts shall be firm for the duration of the original contract/purchase order. In the event of price decreases the City of Bartow shall be given full proportionate benefits immediately at any time during the contract period.

2.8. Invoices

Invoices: Any invoices at higher prices than the contract price shall be held until proper credit memorandums have been received. Any applicable cash discounts that apply as the result of this contract shall be taken even though the allowable time has elapsed due to the time awaiting credit memorandums.

• All original invoices shall be mailed to the City of Bartow, Attn: Accounts Payable, 450 N. Wilson Ave., Bartow, Florida 33830 or they may be emailed to: cbrown.finance@cityofbartow.net.

• The bidder shall include the bid number and/or the purchase order number on all invoices. By submitting an invoice, Bidder’s Project Manager or any authorized officer is attesting to the correctness and accuracy of all charges. Invoices will be processed for payment when approved by the appropriate User Division/ Department. The City’s payment of an invoice shall not constitute evidence of the City’s acceptance of the Bidders performance of the Service or the City’s acceptance of any work.

2.9. Discounts

Bidders may offer a cash discount for prompt payment (within 30 days); however, such discounts shall not be considered in determining the lowest net cost for bid evaluation purposes. Bidders are encouraged to reflect cash discounts on the prices quoted.

2.10. Payments

All payments will be made in accordance with the Florida Prompt Payment Act. The payment due date for the purchase of goods or services other than construction services is 45 days after the date specified in s. 218.73. The payment due date for the purchase of construction services is specified in s. 218.735.

2.11. Manufacturer’s Name

Any manufacturer’s name, trade name, brand name, information and catalog numbers used herein are for proposes of description and establishing general quality levels. References are not intended to be restrictive of any products that manufacturer may offer. The determination as to whether any alternate product or service is equal shall be made by the city of Bartow and such determination shall be final and binding among all bidders.

2.12. Safety Standards

Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall comply with applicable requirements of

Occupational Safety and Health Act (OSHA) and carry evidence of Underwriters Laboratories’ Listings (UL).

2.13. Toxic Substances

Chapter 442 of the Florida Statue states that manufacturers, importers or distributors of any toxic substance shall prepare and provide each direct purchaser of such toxic substance with Material Safety Data Sheet(s), herein referred to as MSDS, which to the best of the manufacturer’s, importer’s or distributor’s knowledge, is current, accurate and complete based on information then reasonably available to the manufacturer, importer or distributor. Upon notification of a new or revised MSDS the manufacturer, importer or distributor, on a timely basis not to exceed three (3) months after notification, shall provide the City with the revised information as it mailto:cbrown.finance@cityofbartow.net http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0218/Sec73.htm#0218.73 http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0218/Sec735.htm#0218.735 becomes available to the manufacturer, importer or distributor. Failure to provide the MSDS, when applicable, shall be cause for rejection of bid.

2.14. Specifications

Any deviations from bid specifications indicated herein shall be clearly stated, otherwise it shall be considered that items offered are in strict compliance with specifications, and the successful bidder shall be held responsible. Deviations shall be explained in detail.

2.15. Estimated Quantities

This section applies to bids/contracts in which purchases will be made as needed over a period of one (1) year or more. In this case, quantities shown are estimates of usage anticipated during the contract period and may vary.

2.16. Bid Price Increases

The City of Bartow depending on the budget for said FY may allow for a Consumer Price Index (CPI) increase after the initial term of the original bid/contract upon request from the vendor. The CPI shall be in accordance with the Bureau of Labor Statistics (BLS) https://www.bls.gov/cpi/.

1. If the BLS increase doesn’t meet the needs of the awardee, and the awardee cannot honor the prices submitted they must notify the City within sixty (60) days prior to the end of the term/ service year period, then the City will not exercise the renewal options and will rebid for said needs to allow bidders the opportunity to update pricing based upon the current economy.

2. This doesn’t guarantee award of the new bid to the current vendor as bids are awarded based on the overall lowest responsive and responsible bidder meeting bid requirements for that specific bid.

2.17. Bid Term

Annual Bids: shall be for a period of one (1) year from the date of bid award with options to automatically renew for two (2), one (1) year terms following the initial term unless otherwise terminated in accordance with the termination clauses provided herein. The City and/or Awardee may opt out of such renewal option(s) with written notice provided to the appropriate party within sixty days (60) prior to the end of a service year period.

2.18. Bid Extension

Annual Bids: If the City provides notice to the Vendor at least 30 days prior to the end date (Termination Date) that it has not put in place a new bid for the goods, then this Bid shall remain in effect on a month-to-month basis until terminated by written notice from the City Purchasing Department to the Vendor, but not longer than four (4) months following the termination date.

2.19. Placing of Orders

The award of this bid does not constitute an order. Before shipments or service is provided, the vendor shall receive a signed Purchase

Order or Purchase Order number. In some cases, vendors shall be issued blanket orders. In this case shipments shall be specified on the order.

2.20. Performance

Efficient service is essential to this contract. Therefore, if the City of Bartow determines that the holder of the bid is unable to meet delivery within a reasonable amount of time it may become necessary to make procurement from other bidders or suppliers.

2.21. Conflict of Interest

All bidders must disclose, with their bid, the name of any officer, department head or agent who is also an employee of the City or any of their agencies. Furthermore, all bidders must disclose the name of any City employee who owns, directly or indirectly, any interest of any amount in the bidder’s firms or any of their branches. Award of this bid shall be subject to the provisions of Chapter 112, Florida Statutes.

2.22. Patents and Royalties

https://www.bls.gov/cpi/

The bidder, without exception, shall indemnify and save harmless the City and its employees from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented or non-patented invention, process or article manufactured or used in the performance of the bid, including its use by the City. If the bidder uses any design, device or material covered by letters, patent or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or cost arising from the use of such design, device or material in any way involved in the work.

2.23. Samples

Samples of items, when called for, must be furnished free of expense and may, upon request, be returned at the bidder’s expense. Each individual sample must be labeled with bidder’s name, manufacturer’s brand name and number, bid number and item reference.

Samples of successful bidder’s items may remain on file with the Purchasing Department for the term of the contract. Request for return of samples shall be accompanied by instructions, which include shipping authorization and name of carrier, and must be received within ninety (90) days after bid opening date. If instructions are not received within this time, the Purchasing Department shall dispose of the samples.

2.24. Inspection, Acceptance and Title

Inspection and acceptance will be at the designated facility unless otherwise indicated. Title and risk of loss or damage to all items shall be the responsibility of the contract supplier until accepted by the City, unless loss or damage results from negligence by the

City.

2.25. Insurance Requirements

Certificate of Insurance, Workers Compensation and endorsements evidencing the types of insurance and coverage required in this

Section shall be furnished within three (3) calendar days of Bidder’s receipt of Notice of Intent to Award the Bid/ Contract and, at any time thereafter, upon request by the Purchasing Department. The City of Bartow, 450 N. Wilson Ave., Bartow, FL 33830, shall be named as additional insured and the Successful Bidder shall, at minimum, provide, pay for, and always maintain in force during this project the following insurance:

WORKERS’ COMPENSATION:

Coverage is to apply for all employees for statutory limits in compliance with the applicable state and federal laws. The policy must include Employers’ Liability with a limit of $100,000 each accident, $100,000 each employee, $500,000 policy limit for disease.

COMMERCIAL GENERAL LIABILITY – OCCURRENCE FORM REQUIRED:

Awardee shall maintain commercial general liability (CGL) insurance with a limit of not less than $500,000 each occurrence. If such

CGL insurance contains a general aggregate limit, it shall apply separately to this location/project in the amount of $1,000,000.

Products and completed operations aggregate shall be $1,000,000. CGL insurance shall be written on an occurrence form and shall include bodily injury and property damage liability for premises, operations, independent vendors, products and completed operations, contractual liability, broad form property damage and property damage resulting from explosion, collapse or underground (x,c,u) exposures, personal injury and advertising injury. Fire damage liability shall be included at $100,000.

COMMERCIAL AUTOMOBILE LIABILITY INSURANCE:

Awardee shall maintain automobile liability insurance with a limit of not less than $5,000,000 each accident for bodily injury and property damage liability. Such insurance shall cover liability arising out of any auto (included owned, hired, and non-owned autos). The policy shall be endorsed to provide contractual liability coverage.

EVIDENCE OF INSURANCE:

Awardee shall furnish the City of Bartow with Certificates of Insurance. The Certificates are to be signed by a person authorized by that insurer to bind coverage on its behalf and coverage shall be obtained with a carrier having an AM Best Rating of A-VII or better. The City of Bartow is to be specifically included as an additional insured on all policies except Workers’ Compensation. In the event the insurance coverage expires prior to the completion of the project, a renewal certificate shall be issued 30 days prior to said expiration date. The policy shall provide a 30-day notification clause in the event of cancellation or modification to the policy. All certificates of insurance must be on file with and approved by the City of Bartow before the commencement of any work activities.

2.26. Drug-free Workplace

This form shall be included with your bid.

2.27. Bid Protest

Any bidder desiring to file a bid protest, with respect to a recommended award of any bid, shall do so by filing a written protest. The written protest must be in possession of the Procurement Department within three (3) working days of the Notice of Recommended

Award posting date. All bidders who bid will be sent a Notice of Recommended Award, unless only one bid is received. A copy of the bid protest procedures may be obtained from the City of Bartow’s website: https://www.cityofbartow.net/431/Protest-Procedures.

“Failure to Follow Bid Protest Procedure Requirements Within the Time Frames Prescribed Herein as Established by the City of Bartow, Florida Shall Constitute a Waiver of Your Protest and Any Resulting Claim.”

2.28. Code of Ethics

If any bidder violates or is a party to a violation of the code of ethics of the City of Bartow or the State of Florida, with respect to this bid, such bidder may be disqualified from performing the work described in this bid or from furnishing the goods or services for which the bid is submitted and shall be further disqualified from bidding on any future bids for work, goods, or services for the City.

2.29. Non-Exclusivity

Bidders acknowledge and understand that award of this project shall not be construed as an exclusive arrangement and further agrees that the City may, at any time, secure similar or identical services from another vendor at the City’s sole option.

https://www.cityofbartow.net/431/Protest-Procedures

SECTION 3: FOR SEALED HARD COPY SUBMISSION ONLY: ADDRESS LABELS

All bids shall be securely sealed in an envelope and clearly marked on the outside with:

• Company/ Bidder’s Name,

• Company Address,

• The Bid Number & Title,

• Due Date & Time, and

• Attention: Procurement Department

“An address label has been provided for your use below. The City of Bartow will not be responsible for bids opened prior to the specified time due to envelopes that are improperly addressed or not marked as instructed in this notice.”

NAME OF COMPANY: ___________________________________________________

COMPANY ADDRESS: _______________________________________________

CITY: _____________________________ STATE: ____________ ZIP CODE: _____________

BID NUMBER & TITLE: ITB 26-22, HVAC Installation, Repairs, & Emergency Services

BIDS ARE DUE PRIOR BY 2:00 (EDT) ON, Wednesday, August 5, 2026

DELIVER TO: CITY OF BARTOW, PROCUREMENT DEPARTMENT

450 N. WILSON AVE.

BARTOW, FL 33830

It is recommended that the above label is taped onto the outside of the envelope that contains the bid documents.

Note: Be sure to label the envelope containing the bid documents or if the envelope is placed inside another envelope or shipping container (e.g., UPS envelope/box or FedEx envelope/box), then the label shall be affixed to the outside of that outer envelope or box.

SECTION 4: SCOPE OF WORK

4.1. Overview

The City of Bartow, Florida ("City") is actively seeking bids from qualified and experienced companies to provide Heating, Ventilation, and Air Conditioning (HVAC) and related services to various locations throughout the City of Bartow. Services performed under this contract shall include, but are not limited to, providing all necessary labor, equipment, materials, supplies, and supervision for emergency or unscheduled repairs, installations & adjustments, and performance testing & system balancing for

Heating, Ventilation, and Air Conditioning (HVAC), chillers, ice machines, refrigerator systems, and emergency services.

4.2. Background

The City of Bartow is issuing this solicitation to establish an as-needed Heating, Ventilation, and Air

Conditioning (HVAC) services contract that will support multiple City departments. HVAC needs arise throughout the year in various facilities, and a competitively awarded agreement ensures services can be secured efficiently when required.

4.3. Qualifications

• The Contractor submitting a bid must have been in business under the same name & TIN/FEIN number for the past two (2) years.

• The Contractor shall be duly licensed in the State of Florida and shall hold either a Class A or Class B

Certified HVAC Contractor License.

o In order to service chillers, the Contractor will be required to hold a Class A Certified HVAC

Contractor License.

• The Contractor shall provide three (3) references from clients for whom the bidder has served as the prime contractor on projects of similar size and scope within the past five (5) years. Please refer to the

Reference Form provided under the Vendor Submittal Forms.

• The Contractor shall not subcontract any portion of the work without the prior written approval of the

Project Manager.

• The Contractor shall not be permitted to use alternative materials or supplies for this Project unless expressly authorized in writing by the Project Manager.

4.4. Minimum Required Services

1. Contractor Availability: The Contractor shall be available to provide HVAC services to the City on an as-needed basis, including routine, urgent, and emergency service requests.

2. Emergency Response Capability: The Contractor must be able to respond to emergency service calls and provide emergency services 24/7.

3. Response Time Commitment: The Contractor shall meet the minimum response times required by the

City as listed in the scope of services

4. Proper Licensing and Compliance: The Contractor’s personnel must hold the appropriate licenses required to perform HVAC work within the State of Florida. All work must comply with applicable laws, codes, and safety regulations.

5. Materials and Warranty: The Contractor shall supply materials that meet commercial-grade standards and provide a minimum one-year warranty on all parts and labor, unless otherwise specified.

6. Documentation and Reporting: All service visits shall be documented with a written service report and supported by itemized invoices and required material documentation.

7. Equipment Readiness: Service vehicles shall be equipped with the tools, equipment, and commonly used materials necessary to complete work upon arrival.

8. Worksite Cleanliness and Safety: The Contractor shall maintain clean, safe work areas at all times and adhere to all OSHA requirements.

9. Coordination With City Staff: The Contractor shall coordinate scheduling, facility access, shutdowns, and any required notifications with designated City personnel.

10. Non-Interference Requirement:Work shall be scheduled and performed in a manner that minimizes disruption to City operations and public use of facilities.

4.5. Detailed Scope of Services

The contractor shall be able to perform all work outlined in this section. The work to be performed under this contract may include, but is not limited to, the following:

1. Installation

Installation requirements shall vary based on the specific equipment located at each facility. Contractors must perform all installations in accordance with the manufacturer’s specifications for the existing equipment, regardless of brand, model, or age. Prior to installation, the Contractor is responsible for verifying site conditions, equipment compatibility, and any additional components required to ensure proper operation. All work shall comply with applicable Florida codes, industry standards, and the specifications provided by the City.

Full system replacement(s):

Limited to actual cost, plus a 1% to 10% (maximum) markup for all full system replacement(s) which do not exceed a total cost of $20,000.00. Full system replacement(s) exceeding $20,000.00 will be openly quoted or bid to include the City’s HVAC contractor(s).

2. Service Frequency & Schedule

a. Major Preventive Maintenance (PM)

i. One (1) major PM visit annually per unit, to be performed April–May each year, prior to peak cooling season.

The City reserves the right to adjust specific dates in coordination with the Contractor, but a PM visit per year at minimum is required.

3. Major Preventive Maintenance – Detailed Tasks

For all external units with heat pumps and mini-split systems, the Contractor shall, at a minimum, perform the following during the Major PM (April/May):

a. Coils & Heat Transfer Surfaces

i. Inspect condenser and evaporator coils for dirt, debris, and damage.

ii. Clean coils as needed, using appropriate, manufacturer-approved coil cleaner and methods.

iii. Straighten minor bent fins where feasible to maintain airflow.

b. Refrigerant/Freon System

i. Check refrigerant pressures and superheat/subcooling against manufacturer specifications.

ii. Inspect for oil stains or visible indications of refrigerant leaks on lines, coils, and connections.

iii. Top off refrigerant if needed to bring system within proper operating parameters, after first ruling out leaks.

iv. Report any suspected leaks; repairs beyond minor tightening of fittings shall be billed under the repairs portion of this contract.

c. Refrigerant Lines & Condensate Lines

i. Inspect refrigerant line insulation and replace/repair minor damaged insulation as needed.

ii. Verify refrigerant lines are properly supported and protected from abrasion.

iii. Inspect and clean condensate drain lines and pans; confirm proper drainage and treat for algae/biofilm as needed.

iv. Check and clean condensate pumps (where present) and verify operation.

d. Electrical & Controls

i. Inspect all electrical connections (contactors, relays, terminals) for signs of overheating, corrosion, or looseness; tighten as needed.

ii. Check compressor and fan motor amperage draw against nameplate ratings.

iii. Inspect and test capacitors, contactors, and relays; replace weak/failing components under repairs section of contract.

iv. Verify proper operation of defrost control on heat pumps.

e. Airflow & Distribution

i. Inspect indoor fan assemblies (blowers, fan wheels) for debris and balance.

ii. Clean accessible blower wheels and housings as necessary.

iii. Inspect accessible duct connections near units for air leaks and minor loose connections (see duct/vent section below).

f. Heating Operation Check

i. For heat pump systems and any systems with auxiliary heat (electric or otherwise), the Contractor shall:

1. Verify proper heating mode operation of each unit.

2. Inspect and test auxiliary heat strips or backup heat if present (amp draw, staging, safety limits).

3. Confirm correct operation of safety controls (high-limit switches, pressure switches, etc.).

4. Note any observed issues or failed components for corrective repair.

g. System Performance & Reporting

i. Record supply/return air temperatures, pressures, and any key performance readings.

ii. Provide a written PM report per unit, noting condition (“new/newer/old/very old” as applicable), deficiencies, and recommended repairs.

iii. Identify any units that appear near the end of useful life.

h. Other Services (to be priced separately)

i. Full duct cleaning (internal duct brushing/vacuuming).

4. Repairs

a. Contractor, upon written approval from the City prior to commencement, shall be authorized to perform repairs including but not limited to:

i. Replacement of contactors, capacitors, relays, fuses, minor wiring.

ii. Replacement of fan motors (fractional horsepower), belts, pulleys, or bearings.

iii. Replacement of refrigerant line insulation, condensate pumps, float switches.

iv. Replacement of standard thermostats and sensors.

v. Minor repairs to condensate drains, drain pans, and line supports.

vi. Contractor shall provide a written quote describing the issue, recommended correction, parts list, and estimated labor hours.

vii. Contractor shall perform repairs as needed to maintain proper and safe operation of all covered equipment.

b. Emergency/After-Hours Repairs

i. Contractor shall provide 24/7 availability for emergency calls.

ii. Due to the need for a quick response time, the awarded Contractors must be able to respond and mobilize on-site for emergency requests within two (2) hours of initial contact by City staff. Each awarded Contractor will be required to provide City with current and updated contact information of key personnel responsible for responding to any and all emergency calls. In the case of an emergency, if the Contractor does not or cannot respond to the City within two hours, City reserves the right to mobilize a non-contracted Vendor to perform needed emergency work.

iii. If the Primary Contractor fails to respond to any City emergency call within two (2) hours on more than three occasions throughout the contract term, the contract may be terminated for cause.

iv. City will require a full breakdown of labor and material costs from the Contractor, Contractor's subcontractors and from any material providers, prior to the payment of any emergency work.

c. Thermostats, Ducts, and Vents Under Repairs

i. Thermostats and low-voltage controls: repair/replace under this section at contract rates when failures occur.

ii. Duct and vent repairs beyond the minor items listed shall be handled as repairs or extra work.

iii. Contractor shall provide light cleaning of return and supply grilles, and minor repairs to accessible duct connections as part of preventive maintenance. Comprehensive duct cleaning, air balancing, or major duct repair/replacement are excluded from the base scope and shall be quoted separately upon request.

5. Inventory

Following the Kick-Off Meeting, the Contractor shall be assigned to conduct a comprehensive inventory of the

City's HVAC, chillers, ice machines, and refrigeration systems. Compensation for this work will be based on the

Contractor's regular hourly rate as provided in the Pricing Table for this bid.

The inventory shall include, as a minimum, the following information:

a. Equipment type (HVAC unit, chiller, ice machine, etc.).

b. Model number.

c. Serial number.

d. Capacity or tonnage (for HVAC/chillers).

e. BTU rating or horsepower (if applicable).

f. Location (building, floor, room, asset tag).

g. Refrigerant type.

4.6. Materials

1. All materials shall be purchased from a legally established supplier that is registered and approved to conduct business in accordance with all Federal and local regulations, codes and statutes. The Contractors suppliers shall have no direct or indirect affiliation with the Contractor and shall pose no conflict of interest.

2. The Contractor shall be allowed a mark-up percentage between 1% to 10% percent on materials.

a. Mark-downs shall be at the Contractor’s discretion.

b. The Contractor shall be reimbursed for the cost of material purchased and used in the repair of The

City of Bartow’s equipment plus/minus the mark-up/mark-down per the Bid Response Form.

3. Material quality shall be commercial grade or as specified in the Scope for each project. All materials used shall be manufactured and supplied by a company acceptable to the County.

4. The City of Bartow reserves the right to furnish materials to the Contractor and set the standard of quality for materials for a given job.

5. To qualify for reimbursement of parts, the Contractor shall be required to provide the manufacturer’s original part name, part numbers, and description of the part on the Contractor’s invoice and supporting documents to support the invoiced total material cost.

6. The Contractor shall provide a minimum of one (1) year warranty for all parts and installation labor from project acceptance. If acceptance date cannot be determined, warranty will commence on the date payment for the work was issued to the Contractor.

7. The Contractor shall provide copies of the manufacturer’s warranty for materials purchased under this contract.

a. The Contractor shall ensure that all warranties and guarantees are passed through to The City of

Bartow to all extent possible.

b. The Contractor shall be responsible for all warranty communications and coordination with the suppliers and manufacturers for materials purchased by the Contractor and used under this contract for the duration of the contract.

c. There shall be no additional compensation to the Contractor for this service.

8. When responding to a service call, the Contractor shall ensure that service vehicles are, at minimum, equipped with standard tools, equipment, parts, and consumables so that service can be accomplished without returning to the shop or breaks for material purchases.

a. For scheduled services, the Contractor shall arrive at the worksite with all materials needed to complete the repair.

b. The Contractor will not receive compensation for time spent gathering materials under any circumstances.

c. Breaks for this purpose must be excluded from labor billable labor hours to the City of Bartow.

9. The Contractor shall provide supporting documents for materials purchased and use for repairs required by the City of Bartow.

a. Supporting document may include third party receipts and/or invoices, and supplier or manufacturer’s price list.

b. The City of Bartow reserves the right to specify which of the previous documents is acceptable on a case-by-case basis.

10. The Contractor shall be responsible for the shipping charges, delivery and handling, and storage charges for material needed for the job, unless otherwise approved by the City of Bartow in writing.

11. Materials shall remain the property and responsibility of the Contractor until they are incorporated into the work, and the work is accepted by the City of Bartow.

12. There shall be no additional reimbursement to the Contractor for consumable supplies.

13. Non-interference; work shall be scheduled and performed in a manner that minimizes disruption to City operations and public use of facilities.

14. The city deserves the right to make Owner Direct Purchase (ODP) as deemed in the best interest of the City.

4.7. Deliverables & Documentation

The Contractor shall provide:

PM checklists for each unit for each visit, signed by the technician, including key readings and any deficiencies.

a. Annual summary report listing all units, major deficiencies, and recommended capital replacements.

b. Repair records including date, unit ID/location, description of problem, corrective action, materials used, and total cost.

c. Notification to designated City staff of critical failures or safety concerns immediately upon discovery.

4.8. Contractor Responsibilities & Standards

a. Perform all work in accordance with manufacturer recommendations, prevailing codes, and industry standards.

b. Provide technicians who are properly licensed and trained for HVAC and heat pump systems.

c. Maintain a clean work area, remove debris, and ensure all panels/covers are reinstalled and secured.

d. Tag any units found to be unsafe and notify City staff immediately.

e. Coordinate access to secure facilities (Police, Fire, etc.) with City representatives.

f. Upon completion of work, the Contractor shall put the systems into service. The Contractor shall be entirely responsible for the equipment during all testing operations.

g. Upon installation of new equipment, the Contractor shall provide a manual that includes the manufacturer's maintenance and operating instructions, parts list and serial numbers for all operating equipment to the City for the property on which the equipment was installed.

h. The Contractor shall submit a quote to the City’s Project Manager including the following information:

i. Description of the work to include its specified location.

ii. Detailed pricing of each requirement including labor and materials, in accordance with the

Agreement price schedule.

iii. Completion Time - performance period in calendar days mutually agreed to by the CITY and the Contractor. A $100 liquidated damage to be asset per calendar day past agreed completion date.

4.9. City Responsibilities

a. Provide reasonable access to equipment, including keys, badges, or escorts as needed.

b. Notify Contractor of any known issues or access constraints.

c. Review and approve quotes.

4.10. Warranty

a. The Contractor shall fully warrant all equipment furnished hereunder against defect in materials and/or workmanship for a period of twelve (12) months from date of delivery/acceptance by the City. Should any defect in materials or workmanship, except ordinary wear and tear, appear during the above stated warranty period, the Contractor shall repair or replace same at no cost to the City, immediately upon written notice from the City’s Project Manager. The Contractor shall be responsible for either repairing the equipment on site or transporting the equipment to a repair facility at no cost to the City. All warranty provisions of the Uniform Commercial Code shall additionally apply.

b. Contractor shall guarantee all work meets and passes all City inspections. Should an HVAC repair or installation made by the Contractor not pass inspection, Contractor shall make all repairs necessary to ensure the installation or repair passes inspection at no additional cost to the City.

4.11. Safety and Protection

a. Contractor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the Work. Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to all employees on the Work and other persons (including but not limited to the general public or employees of the City) who may be affected thereby; all the Work and all materials or equipment to be incorporated therein, whether in storage on or off the site; and other property at the site, adjacent thereto, or utilized by Contractor. Contractor's duties and responsibilities for the safety and protection of the Work shall continue until such time the Work is acceptable to the City.

b. All damage, injury or loss to any property caused, directly or indirectly, in whole or in part, by

Contractor, any Subcontractor, Supplier or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, shall be remedied by Contractor at his sole cost.

c. Contractor shall comply with all applicable Laws and Regulations of any governmental entity having jurisdiction for the safety of persons or property or to protect them from damage, injury or loss including, but not limited to, OSHA (Public Law 91-596) and the Contract Work Hours and Safety Standards Act

(Public Law 91-54); and shall erect and maintain all necessary safeguards for such safety and protection.

Contractor shall designate a responsible member of his organization at the site whose duties shall be preventing accidents and insuring compliance with all applicable safety regulations.

d. At all times Contractor shall, and shall cause his Subcontractors and Suppliers to, carefully protect its and their Work, materials, equipment, and supplies against damage or injury from the weather. If in the opinion of City any of the above has been damaged or injured by reason of failure on the part of Contractor, any Subcontractor or Supplier to perform according to the requirements of this provision, said Work, materials, equipment and supplies shall be removed and replaced at the expense of Contractor.

e. Contractor shall notify the City of any job site injuries at the project site. Serious injuries shall be verbally reported to the City within two (2) hours of occurrence of the incident. Contractor shall submit a written report of each serious injury to the City within twenty-four (24) hours of occurrence of the incident.

Contractor shall prepare injury reports regardless of whether the injury is to the Contractor's personnel, subcontractors, City personnel or other persons.

4.12. Service Locations

The Contractor shall provide HVAC services at various City-owned or City-operated buildings, infrastructure, or sites as designated by the City of Bartow, including but not limited to:

• City Hall;

• Public Works facilities;

• Police and Fire Department facilities;

• Parks and Recreation facilities;

• Water treatment and Wastewater facilities; and

• Utility facilities, and all other City-owned locations requiring services.

4.13. Personnel Identification

• The successful bidder's employees shall be easily identifiable while performing work on City property by wearing company uniforms, shirts, or high-visibility safety vests displaying the company name.

• Employees shall carry company-issued identification, and vehicles used to perform work shall display the company name or logo.

4.14. Response Time Requirements

City's Normal Business Hours are 7:00AM – 5:00PM.

a. Routine Service Calls: The Contractor shall respond to routine service requests within 48 hours of notification unless otherwise approved by the City.

b. Urgent Service Calls: For urgent but non-emergency situations that could result in service disruption or property damage, the Contractor shall respond within 24 hours.

c. Emergency Service Calls: The Contractor shall provide emergency response services 24 hours a day, 7 days a week.

Emergency response must occur within 2 hours of notification.

SECTION 5: STANDARD TERMS AND GENERAL CONDITIONS

5.1. Independent Vendor

The Bidder represents itself to be an independent vendor offering such services to the general public and shall not represent itself or its employees to be employees of the City of Bartow. Therefore, the Bidder shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, and other expenses, and agrees to indemnify, save, and hold the City of Bartow, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters.

5.2. Subcontractors

If the Bidder proposes using subcontractors in the course of providing these services to the City, this information shall be disclosed at the time of engagement. Such information shall be subject to review, acceptance, and approval of the City, prior to any work authorization. The City reserves the right to approve or disapprove of any subcontractor proposed to perform work for the City.

5.3. Addenda, Changes and Interpretations

Bidders shall submit all inquiries regarding this bid via the e-Procurement Portal, located at https://procurement.opengov.com/portal/bartowfl. Any inquiry or request for interpretation received seven (7) or more days prior to the due date from the opening of the Bids will be given consideration. Please note the deadline for submitting inquiries. Changes or interpretations may only be made by a written document in the form of an addendum.

Addenda Notification: Bidders are required to register for an account via the City's e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project.

Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/bartowfl.

All addenda are part of the contract documents, and each Bidder will be bound by such addenda whether or not received by them. No verbal interpretations may be relied upon. Failure to acknowledge receipt of addenda may constitute grounds for deeming a proposal non-responsive.

5.4. Multiple Bids

More than one bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Such circumstances will lead to rejection of all responses in which the bidder is involved except for subs. If there is reason to believe that collusion exists between bidders, those parties’ bids will be rejected and deemed for City purposes to be a conviction of a public entity crime.

5.5. Variances

For purposes of bid evaluation, Bidders must indicate any variances, no matter how slight, from the ITB General Conditions, Special

Conditions, Specifications or Addenda. No variations or exceptions by a Bidder will be considered or deemed a part of the Bid submitted unless such variances or exceptions are listed in the ITB and referenced in the space provided on the Bid pages. If variances are not stated, or referenced as required, it be assumed that the product or service fully complies with the City’s terms, conditions, and specifications.

5.6. Omission of Details

The apparent silence of the specifications and any amendment regarding any details or the omission from the specifications of a detailed description concerning any services or material requested shall be regarded as unintentional and should not serve to alleviate the Vendor of their performance responsibilities.

5.7. Mistakes

Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda, delivery instructions, and special conditions of the Invitation to Bid. Failure of the Bidder to examine all pertinent documents shall not entitle them to any relief from the conditions imposed in any ensuing contract and may lead to rejection of a bid.

5.8. Bidder’s Cost

The City shall not be liable for any costs incurred by Bidders in responding to this ITB.

5.9. Rejection of Bids

The City of Bartow reserves the right to reject any or all bids in whole or part, to accept or reject any items in the bid, and to waive any informalities and to accept any bid deemed in the best interest of the City of Bartow.

5.10. Qualifications Statement

Each Bidder shall complete the Qualifications Statement, and submit the same with the Bid. Failure to submit the Qualifications

Statement and the documents required there under with the Bid may constitute grounds for deeming the bid non-responsive.

5.11. Licenses and Certifications

Bidder shall be appropriately licensed to perform the services offered. Bidders shall possess, at the time of bid opening, all required licenses and certifications. Bidder shall be responsible for all costs associated with obtaining and maintaining all required licenses, certifications, and permits. Copies of all licenses and certifications shall be submitted with the response.

5.12. Insurance

1. The Bidder’s response shall include a copy of any certificate of insurance which provides evidence of insurability meeting the minimum insurance requirements of this ITB. The Bidder shall assume full responsibility and expense to obtain all necessary insurance.

2. The successful Bidder as well as related subcontractors shall provide a copy of any certificate of insurance which provides evidence of insurability meeting the minimum insurance requirements of the ITB as a part of receiving any ensuing contract, at the time of entering into the contract.

5.13. Indemnification

The Vendor shall at all times indemnify, hold harmless and, at the City’s option, defend or pay for an attorney selected by the City to defend the City of Bartow, its officers, agents, servants, and employees from and against any and all causes of action, demands, claims, losses, liabilities and expenditures of any kind, including attorney fees, court costs, and expenses, caused or alleged to be caused by intentional or negligent act of, or omission of the Vendor, its employees, agents, servants, or officers, or accruing, resulting from, or related to the subject matter of any ensuing contract including, without limitation, any and all claims, losses, liabilities, expenditures, demands or causes of action of any nature whatsoever resulting from injuries or damages sustained by any person or property. In the event any lawsuit or other proceeding is brought against the City by reason of any such claim, cause of action or demand, the Vendor shall, upon written notice from the City, resist and defend such lawsuit or proceeding by counsel satisfactory to the City of, at City’s option, pay for an attorney selected by the City to defend the City of Bartow. The provisions and obligations of this section shall survive the expiration or earlier termination of any ensuing contract. To the extent considered necessary by the City, any sums due Vendor under any ensuing contract may be retained by City until all of the City’s claims for indemnification pursuant to the Contract have been settled or otherwise resolved; and any amount withheld shall not be subject to payment of interest by the City.

5.14. Legal Requirements

Applicable provisions of all federal, state, and county laws, and local ordinance, rules, and regulations, shall govern development, submittal and evaluation of all bids received in response hereto and shall govern any and all claims and disputes which may arise between person(s) attaching a bid response hereto and the City by and through its officers, employees and authorized representatives, or any other person, natural or otherwise. Lack of knowledge by any Bidder shall not constitute a cognizable defense against the legal effect thereof.

5.15. Cone of Silence

During the course of this solicitation, a Cone of Silence shall apply as follows:

• A Cone of Silence shall be in effect beginning upon the advertisement for requests for qualifications. The Cone of Silence shall terminate at the time the City awards one or more contracts for services or takes other action which ends the

Competitive Solicitation.

• Any person or entity that seeks a contract award or that is subject to being evaluated or having its response evaluated in connection with this solicitation, including a person or entity’s representative, shall not have any communication with any

City Commissioner, City management or their respective…