HVAC,_Preventative_Maintenance,_Municipal_Buildings.pdf

IFB- 26 - 262

HVAC, PREVENTATIVE MAINTENANCE, MUNICIPAL

BUILDINGS

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: July 6, 2026

PRE-PROPOSAL DATE: undefined

PRE-PROPOSAL LOCATION: undefined

PRE-PROPOSAL ATTENDANCE: undefined

DEADLINE FOR QUESTIONS: July 21, 2026

RESPONSE DEADLINE: August 6, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

#IFB- 26 - 262

Title: HVAC, Preventative Maintenance, Municipal Buildings https://procurement.opengov.com/portal/stpete

City of St. Petersburg

HVAC, Preventative Maintenance, Municipal Buildings

I. Introduction

II. Instructions & General Conditions for Submittals

III. Vendor Questionnaire

IV. Scope of Work

V. Cost Proposal

Attachments:

A - Agreement

B - Performance & Payment Bond

C - Subcontractor Summary Spreadsheet

D - Appendix D - City Hall/MSC Chillers Chiller Services Provider (CSP)

E - Appendix E - Water Treatment Requirements

F - Full Equipment List

G - Maintenance Checklist

H - Bid Bond

1. Introduction

SUBMITTALS ARE ACCEPTED VIA OPENGOV

ALL QUESTIONS MUST BE SUBMITTED IN OPENGOV WITHIN THE QUESTION AND

ANSWER SECTION

The City of St. Petersburg’s Procurement & Supply Management Department utilizes OpenGov

Procurement to post, submit, and receive submittals for all active solicitations. Vendors must be registered within the OpenGov Procurement system in order to participate in City solicitations.

To remain informed of upcoming and active opportunities, vendors are encouraged to subscribe to the

City’s procurement page for notifications and updates.

For technical assistance, please contact OpenGov.

For information or questions about this solicitation, please contact:

Gabriella Greiner, Procurement Analyst

(727) 893-4248 gabriella.greiner@stpete.org

2. Instructions & General Conditions for Submittals

2.1. PREPARATION OF SUBMITTAL

Submittal will be prepared in accordance with the following:

A. Submittals must be uploaded on forms furnished, utilizing the OpenGov Procurement website.

Failure to comply could result in the submission being rejected.

B. If price is a factor, unit prices must be shown and where there is an error in extension of price, the unit price will govern.

C. Alternate submittals will not be considered unless authorized by the solicitation.

D. Proposed delivery time must be shown and any date calculations must include weekends and holidays.

E. Vendor is advised that exceptions to any agreement terms contained or referenced in this solicitation must be stated with specificity in its response to the solicitation. Vendor is deemed to have accepted and to be bound by the solicitation and referenced agreement terms that vendor does not take exception to its response. The City reserves the right to modify or add terms and conditions based upon exceptions stated by the Vendor, or to declare any terms and conditions non-negotiable, as determined by the City in its sole discretion.

F. Vendors will thoroughly review the drawings, specifications, schedule, instructions and/or all other solicitation documents.

G. Vendors will make all investigations necessary to thoroughly inform themselves regarding facilities for delivery of material and equipment as required by the solicitation. Plea of ignorance by the Vendor of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Vendor to make necessary examinations and investigations, or failure to fulfill in every detail the requirements of the solicitation documents, will not be accepted as a basis for varying the requirements of the City or the compensation to the Vendor.

H. Vendors are advised that all City solicitations are subject to all legal requirements provided for in the Procurement Code and/or State and Federal Statutes.

2.2. SOLICITATION REVIEW

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

2.3. SUBMITTAL METHOD AND FORMAT

A. Submittals must be uploaded utilizing the OpenGov Procurement website. Submittals sent via email or delivered in-person will not be considered.

B. The preferred format for submittals is PDF conversion from your source file.

C. Submittals must follow the page maximum stated in the solicitation requirements. Failure to comply could result in the submittal being rejected.

2.4. SUBMITTALS FROM RELATED PARTIES OR MULTIPLE SUBMITTALS

RECEIVED FROM ONE VENDOR

Where two (2) or more related parties each upload a submittal, or multiple submittals are received from one (1) vendor, for any solicitation, such submittals will be judged non-responsive. Related parties mean vendors or the principles thereof, which have a direct or indirect ownership interest in another vendor for the same solicitation or in which a parent company or the principles thereof of one (1) contractor have a direct or indirect ownership interest in another vendor for the same solicitation.

2.5. INTEGRITY OF SOLICITATION DOCUMENTS

Vendors will use the original solicitation form(s) provided by the Procurement and Supply Management

Department and enter information only in the spaces where a response is requested. Vendors may use an attachment as an addendum to the solicitation form(s) if sufficient space is not available on the original form for the vendor to enter a complete response. Any modifications or alterations to the original solicitation documents by the vendor, whether intentional or otherwise, will constitute grounds for rejection of a solicitation. Any such modifications or alterations a vendor wishes to propose must be clearly stated in the vendor's submittal response and presented in the form of an addendum to the original solicitation documents.

2.6. LATE SUBMISSION OR MODIFICATION

Submittals and modifications received after the time set for the submission will not be considered.

2.7. WITHDRAWAL OF SUBMITTAL

The submittal may be withdrawn prior to the solicitation opening date.

2.8. WRITTEN REQUESTS FOR INTERPRETATIONS/CLARIFICATIONS

No oral interpretations will be made to any firms as to the meaning of specifications or any other documents. All questions pertaining to the terms and conditions or scope of work of this solicitation must be in writing to the Procurement and Supply Management Department and received by the date specified in the solicitation. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the solicitation. All such addenda will become part of the agreement documents. The City will not be responsible for any other explanation or interpretation of the proposed solicitation made or given prior to the award of the agreement. The Procurement and Supply Management

Department will be unable to respond to questions received after the specified time frame.

2.9. REJECTION OF SUBMISSION

The City may reject a submittal if:

A. The vendor incorrectly states or conceals any material fact in the solicitation.

B. The solicitation does not strictly conform to the law or requirements of the solicitation, including insurance requirements.

C. The solicitation is conditional, except that the vendor may qualify its submittal for acceptance by the

City on an "all or none" basis, or a "low item" basis. An "all or none" basis submittal must include all items upon which the vendor was invited.

D. The Procurement and Supply Management Director determines it is in the best interest of the City to reject all submittals or parts of submittals at any stage of the procurement process through the award of an agreement.

E. The City reserves the right to waive minor informalities or irregularities in any submittal.

2.10. PUBLIC REVIEW OF SUBMITTALS

Pursuant to Florida Statute, Section 119.071(1)(b)2, all submittals will be subject to review as a public record after 30 days from opening, or earlier if an intended decision is reached before the thirty-day period expires. Unless a specific exemption exists, all documents submitted will be released pursuant to a valid public records request. All trade secret claims must be dispositively determined by a court of law prior to trase secret protection being granted.

2.11. ADA REQUIREMENT FOR PUBLIC NOTICES

Persons with disabilities requiring reasonable accommodations to participate in this proceeding, should contact 727-893-7229.

2.12. CONE OF SILENCE

Vendors and their employees, agents, contractors, and representatives are prohibited from communicating

(whether oral, written, or electronic) with any member of City Council, the Mayor, City staff, any member of the selection committee, or any City project consultants related to the competitive solicitation beginning upon the date on which a competitive solicitation is first advertised and continuing until the later of (1) the final award of the competitive solicitation, (2) the date of rejection of all bids or responses to the competitive solicitation, or (3) the date of final disposition of any protest of the competitive solicitation.

2.13. AWARD

The City reserves the right to accept and award on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City.

2.14. PROTEST PROCEDURE

Protest procedures are governed by City of St. Petersburg Procurement Code Section 2-208 and can be viewed at the following link: Protest Procedure

2.15. NON-NEGOTIABLE CONTRACT TERMS

The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:

1. Indemnification.

https://library.municode.com/fl/st._petersburg/codes/code_of_ordinances?nodeId=PTIISTPECO_CH2AD_ARTVPUCOET_DIV1PRCO_S2-208PRSOAW

2. Insurance coverage.

3. Governing Law and Venue.

4. The City will not agree to the addition of any provision requiring a dispute resolution process or method, including but not limited to binding arbitration.

5. The City will not agree to the addition of any provision waiving any remedy available to the City in law or equity (including but limited to the right to a jury trial)

6. The City will not agree to the addition of any provision providing for the award of attorney’s fees to the prevailing party.

7. The City will not agree to the addition of any provision limiting the liability of Vendor to a maximum dollar amount.

2.16. CONTRACT CAPABILITY/REFERENCES

Prior to award, any Vendor may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the vendor must have experience in work of the same or similar nature, and can provide references, which will satisfy the City. Vendors must furnish a reference list of at least three (3) customers for whom they have performed similar services.

2.17. CONTRACTOR LICENSE REQUIREMENT

All Contractors performing construction and related work in Pinellas County must comply with all regulatory legislation, Chapter 75-489, Laws of Florida, as amended. Failure to have a competency license in a regulated trade will be cause for rejection of any submittal and/or award.

2.18. CORPORATE REGISTRATION

An award may not be issued without proof that your firm is registered with the Florida Division of

Corporations, as per Florida Statute §607.1501.

A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit Division of Corporations for information on how to become registered.

2.19. INSURANCE

The Vendor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed in the insurance section of the agreement. Failure to provide the required insurance within ten (10) days of contract execution may result in contract termination.

2.20. PUBLIC EMERGENCIES

It is hereby made part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God that the City of St. Petersburg will require a first priority for goods and services. It is vital and imperative that the citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. Vendor agrees to rent/sell/lease all goods and service to the City on a first priority basis. The City expects to pay a fair and https://dos.myflorida.com/sunbiz/ reasonable price for all goods and services rendered or contracted in the event of a disaster, emergency, hurricane, tornado, or other acts of God.

2.21. EVALUATION CRITERIA

The evaluation criteria define the factors that will be used by the Evaluation Committee to evaluate and score responsive, responsible and qualified submittals. Vendor shall include sufficient information to allow the Evaluation Committee to thoroughly evaluate and score their submittal. Each submission shall be evaluated and ranked by an Evaluation Committee. The contract will be awarded to the most qualified

Vendor, per the evaluation criteria listed in the solicitation.

2.22. RIGHTS OF CITY OF ST. PETERSBURG SOLICITATION PROCESS

In addition to all other rights of the City under Florida law, the City specifically reserves the following:

A. the right to rank firms and negotiate with the most qualified firm.

B. the right to select the proposal that it believes will serve the best interest of the City.

C. the right to reject any and all responses, or parts thereof, to disqualify any and all responses, and/or determine any response to be non-responsive.

D. the right to cancel the entire solicitation.

E. the right to remedy or waive technical or immaterial errors in the solicitation or in the proposals submitted.

F. the right to request any necessary clarifications or proposal data without changing the terms of the solicitation.

G. the right to require the Proposer to perform the services required on the basis of the original submittal without negotiation.

2.23. BONDS

Performance and Payment Bond: If applicable, the annual bond amount will be equal to the one-year amount of a multi-year agreement.

Bid Bonds: If applicable, must be uploaded with offeror's submittal prior to the solicitation close date.

3. Vendor Questionnaire

3.1. Is the Vendor registered with the Florida Department of State, Division of Corporations

(Sunbiz) in accordance with Florida Statute §607.1501?*

☐ Yes

☐ No

*Response required

3.2. Is the Vendor a City of St. Petersburg certified SBE? *

If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.3. Is the Vendor a City of St. Petersburg certified MWBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.4. Address for Headquarters location.*

*Response required

3.5. Address of office providing service, if different than above.

3.6. Signature Authority *

Please provide a letter certifying who is authorized to execute the agreement on behalf of Company.

*Response required

3.7. Describe the nature of company’s business.*

*Response required

3.8. Year the Company was Founded.*

*Response required

3.9. Number of years company has operated under the current name. (Note: if the company has modified its corporate structure since its founding (e.g., from a corporation to an LLC), you may list the number of years the company was founded under the original corporate structure).* *Response required

3.10. Company’s bank of record.*

*Response required mailto:osd@spete.org mailto:osd@spete.org

3.11. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

3.12. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

3.13. The vendor acknowledges that it has read, understands and will comply with Florida

Statute §448.095 pertaining to required use of the U.S. Department of Homeland Security E-

Verify system. Should the City terminate the contract with the vendor for violation of

§448.095, vendor may not be awarded a contract with the City for at least one year.*

☐ Please confirm

*Response required

3.14. The vendor acknowledges that its quote response is subject to Public Records laws

(Chapter 119, Florida Statutes).*

☐ Please confirm

*Response required

3.15. Will vendor allow other agencies to piggyback the contract if awarded?*

☐ Yes

☐ No

*Response required

3.16. The vendor hereby makes all certifications required by Florida Statute §287.135 related to scrutinized companies.*

☐ Yes

☐ No

*Response required

3.17. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? *

☐ Yes

☐ No

*Response required

3.18. If YES, please provide the disclosure(s) in accordance with the requirements of Florida

Statute §286.101 (3)(a).

3.19. The vendor certifies that it takes no exceptions to the agreement attached. * The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:

1. Indemnification.

2. Insurance coverage.

3. Governing Law and Venue.

4. The City will not agree to the addition of any provision requiring a dispute resolution process or method, including but not limited to binding arbitration.

5. The City will not agree to the addition of any provision waiving any remedy available to the City in law or equity (including but limited to the right to a jury trial)

6. The City will not agree to the addition of any provision providing for the award of attorney’s fees to the prevailing party.

7. The City will not agree to the addition of any provision limiting the liability of Vendor to a maximum dollar amount.

☐ Yes

☐ No

*Response required

3.20. If exceptions are taken to the attached agreement, please provide.

3.21. Has the vendor identified any trade secrets or confidential information in its response?*

☐ Yes

☐ No

*Response required

3.22. If yes to the above question, please upload your redacted proposal here.

3.23. I currently have the required insurance coverage as specified in the solicitation and will be able to provide a Certificate of Insurance if awarded. *

☐ Please confirm

*Response required

3.24. References *

Please download the below document, complete, and upload.

• Vendor_Reference_Form.pdf https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/7730/af5e02f7-9845-4718-a389-83b49aa49254_Vendor_Reference_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4PLAQKL7A%2F20260706%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260706T121501Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIDnJJsKgpm%2F0oKe9maAJ32OYf4zhpwElPPNabuNSHTGdAiAFcBHdg1V32Kf08fQxAtfPA5J8B%2B5UHU%2BqJolvlpFY0yqMBQhTEAIaDDg5MjM2NDY4NzY3MiIMoAh46ABwmFqeXJJAKukE4NMFLR6idaX%2BW%2Fi%2B4195c8K%2BIkF%2Fk%2FZNRfBYJrgRlhXle6njzJcidcjoTrvsQ2AB3oGimTzJ217SSrxucnTDr04Gk5fUAzGi7BknxlBPU%2FR4qfoTvKaTeJ6WBJWSsAwYareIobCFxL6pvSIRhKuF9fYsZjcbrHNbJx7yXQtXni%2Fw1Q1RkwdB8hygMDWLEmMj88z3ragIvHjWnxG%2F1fW%2Fo8xWgtFEp6ebsv7Ji1wJAB3l4SWX5OoI7NowmyDo6z0gE2XcLllp5hSoSa2C55o96%2FlCW8R7nMn2RgOyEeVv71nXKL5EGXELA7z79u7VD9Q5t6dGx1y2SEqbwfWEtugVq0eZOqyLbLA%2BeIyWTKh6X6NOB5hpNqAFi8gO9PMGdaa1gY4BFNWNjpen%2B1yMxgHUn04RcsOTVLpCAIVaxNlVK46rpkhEj34VhwCs9bjpkGlYcecGpiqGHKrA%2FwE2w2nWPbZkUV5GcsBq6Mgf0e%2BADhBvEGH8mclcZ3XBMeFshkGkeBYw8fwTLziyEScEXN147R2DB%2BMOdFAjj%2BzM6xoI7y%2BQ7%2FoCTf0HomJVbIpTP8SvmUJqnS352iq72Zd2NbiQMZDJM34lKQ0gahh5te5H4VgKlLJJ1M5eorf9uPHcOY7zABrcmiXv0mQOulR9l8QoFzw2k3%2BY44K%2FQrENcPFXg8NrUKhHD%2BwcqSbeEV2C%2Bdy4RaFh2yIPewJfI%2FQjO50C0rem39OYxknFa95MWm6TW8IaG2CbjxRArxY8rWtquSl%2BRYTkt7%2BEPzozObNSX6R4SDAKgJwd2ZJrTkGTK%2BLzQtB4NL%2F6isb6DgAw%2F4Cu0gY6mgEASl8LHHmE0hBh%2B66ccFh2XZuyibcNXL3ZqTLMZTiyITFSOR5wESgnFyHPsg1m56Fa8oXE52sPoBlcR2pv0%2BnlbJZ3rODzW6xae7P1DxkD%2F1o74eC1ePNR6UoijHaas%2FVQBCAE5b11hchGb06oXrL4nDPbBfXPNd8z6L7cWSml5oTDwQSZbC1dd6shfz5w3PUNUE6%2FWJT3alkn&X-Amz-Signature=6a988fe37afb38cff46144c18c1625582f8fb6ec43e7f5be89d8349fa57ee357&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Vendor_Reference_Form.pdf%22&x-id=GetObject

3.25. Submittal Documents*

Upload all other documents relating to this solicitation. Including but not limited to proposals/statements of qualifications, applicable bonds, warranty information, etc.

*Response required

3.26. Responsible and Responsive Construction Questions*

Please download the below documents, complete, and upload.

• Responsible_and_Responsive_...

https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/7730/6eaad259-ec77-484c-9320-309e6d782613_Responsible_and_Responsive_Construction_Bid.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4PLAQKL7A%2F20260706%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260706T121501Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIDnJJsKgpm%2F0oKe9maAJ32OYf4zhpwElPPNabuNSHTGdAiAFcBHdg1V32Kf08fQxAtfPA5J8B%2B5UHU%2BqJolvlpFY0yqMBQhTEAIaDDg5MjM2NDY4NzY3MiIMoAh46ABwmFqeXJJAKukE4NMFLR6idaX%2BW%2Fi%2B4195c8K%2BIkF%2Fk%2FZNRfBYJrgRlhXle6njzJcidcjoTrvsQ2AB3oGimTzJ217SSrxucnTDr04Gk5fUAzGi7BknxlBPU%2FR4qfoTvKaTeJ6WBJWSsAwYareIobCFxL6pvSIRhKuF9fYsZjcbrHNbJx7yXQtXni%2Fw1Q1RkwdB8hygMDWLEmMj88z3ragIvHjWnxG%2F1fW%2Fo8xWgtFEp6ebsv7Ji1wJAB3l4SWX5OoI7NowmyDo6z0gE2XcLllp5hSoSa2C55o96%2FlCW8R7nMn2RgOyEeVv71nXKL5EGXELA7z79u7VD9Q5t6dGx1y2SEqbwfWEtugVq0eZOqyLbLA%2BeIyWTKh6X6NOB5hpNqAFi8gO9PMGdaa1gY4BFNWNjpen%2B1yMxgHUn04RcsOTVLpCAIVaxNlVK46rpkhEj34VhwCs9bjpkGlYcecGpiqGHKrA%2FwE2w2nWPbZkUV5GcsBq6Mgf0e%2BADhBvEGH8mclcZ3XBMeFshkGkeBYw8fwTLziyEScEXN147R2DB%2BMOdFAjj%2BzM6xoI7y%2BQ7%2FoCTf0HomJVbIpTP8SvmUJqnS352iq72Zd2NbiQMZDJM34lKQ0gahh5te5H4VgKlLJJ1M5eorf9uPHcOY7zABrcmiXv0mQOulR9l8QoFzw2k3%2BY44K%2FQrENcPFXg8NrUKhHD%2BwcqSbeEV2C%2Bdy4RaFh2yIPewJfI%2FQjO50C0rem39OYxknFa95MWm6TW8IaG2CbjxRArxY8rWtquSl%2BRYTkt7%2BEPzozObNSX6R4SDAKgJwd2ZJrTkGTK%2BLzQtB4NL%2F6isb6DgAw%2F4Cu0gY6mgEASl8LHHmE0hBh%2B66ccFh2XZuyibcNXL3ZqTLMZTiyITFSOR5wESgnFyHPsg1m56Fa8oXE52sPoBlcR2pv0%2BnlbJZ3rODzW6xae7P1DxkD%2F1o74eC1ePNR6UoijHaas%2FVQBCAE5b11hchGb06oXrL4nDPbBfXPNd8z6L7cWSml5oTDwQSZbC1dd6shfz5w3PUNUE6%2FWJT3alkn&X-Amz-Signature=dc7e772afe1b43bfcd7f546873729b27eace990b4047fcc26dcbcaf5bb9d98ec&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Responsible_and_Responsive_Construction_Bid.pdf%22&x-id=GetObject

4. Scope of Work

4.1. Scope of Services

The City of St. Petersburg is accepting bids for HVAC, Preventative Maintenance, Municipal Buildings.

The City will award to one vendor.

4.2. Term

The initial term of the agreement will commence upon contract execution and will continue for a period of 3 years. The City reserves the right to renew this agreement under the same terms and conditions for two (2) one (1) year periods at the end of the initial term, provided such renewal is mutually agreed upon by the parties in writing.

4.3. Preferred Qualifications

Vendor shall:

A. Have a minimum of 5 years' experience in providing commercial HVAC services.

B. Have the ability to obtain the minimum insurance requirements set forth in the agreement.

C. Be free from legal and regulatory matters that might prevent the Vendor from fulfilling the obligations of the agreement.

4.4. Scope of Work

The Contractor shall provide all labor, materials (including OEM replacement parts/equipment), supervision, tools, equipment, vehicles, travel expenses, and diagnostic services necessary to keep all covered HVAC systems in proper and continuous operation through preventative maintenance and repair services at a Fixed Monthly Price ("Price").

Replacement parts include, but are not limited to, belts, lubricants, refrigerants, coils, drain pans, motors, compressors, blower wheels, thermostats, switches, fans, pumps, valves, and pipes. All replacement parts must be OEM, new, and per manufacturer recommendation or specification (MRS). Non-OEM parts shall not be used without prior written authorization from the City Project Manager.

All replacement costs are covered under this contract. Equipment is considered obsolete when repair cost exceeds 60% of turnkey replacement cost; the Contractor shall provide a replacement quote within 5 calendar days of that determination. Exception: replacement of an MSC fan coil motor is not grounds for full fan coil unit replacement unless a component is no longer manufacturer-available.

Scheduled maintenance shall include, but is not limited to, inspections, reporting, adjusting, lubricating, testing, and calibrating per MRS. Indoor air quality shall not be compromised during or after servicing.

Site visits shall be coordinated with the designated point of contact chosen by the department.

The Contractor shall coordinate and manage the authorized, pre-approved CSP listed in Appendix D. CSP pricing shall be at a fixed price, included in the bid. The Contractor shall be responsible for the CSP's performance as if it were the Contractor's own.

The Contractor shall provide water treatment services through a qualified WTC per Appendix E, included in the bid price. The Contractor shall be responsible for the WTC's performance as if it were part of its own organization.

The City maintains a separate agreement with Honeywell for building automation controls; this is excluded from this contract. Any suspected controls issues shall be referred to the City Project Manager for resolution with Honeywell. The Contractor shall assist in determining whether issues are controls- or mechanical-related.

4.5. General Requirements

A. Contractor shall possess the manufacturer certifications, facilities, and equipment necessary and appropriate to perform the services throughout the Agreement period.

B. Contractor shall have at least two technicians within a twenty (20) mile radius of St. Petersburg

City Hall, 175 5th Street N, St. Petersburg, FL 33701.

C. Own or have immediate access to the equipment required to provide services.

D. Contractor shall maintain a State of Florida Class A Air-Conditioning Contractor License at the company level, and all technicians performing work under this Agreement shall hold the same licensure.

E. Have 24/7/365 telephone service to receive emergency calls and return call within thirty minutes by a service technician.

F. The Water Treatment Coordinator (WTC) be in the primary business of water treatment, in

Florida, for the past three years.

G. Pre-Existing Conditions: The Contractor shall complete a comprehensive survey and inspection and provide the Project Manager a Pre-Existing Conditions List of all equipment covered under this Agreement within 14 calendar days of approval of the signed BPA Acknowledgement. This pre-existing condition survey shall list all equipment identified as having non-operating components identified at the time of the survey and identify the nature of the non-operating component for each piece of equipment along with a price to bring the equipment into adequate operating condition. The price shall be in accordance with the rates defined in the Agreement. If the Contractor does not supply the Pre-Existing Conditions List within 14 calendar days of the signed BPA Acknowledgement, the Contractor is responsible for incurring the expense of repairing the equipment identified as having non-operational components. Also, any equipment not listed on the Pre-Existing Conditions List shall be deemed to be sufficiently operational at the time of the survey and will become the service responsibility of the Contractor under the terms of this Full-Service Agreement. The City shall have the right to either repair the non-operational components by City personnel; hire this Contractor to repair such equipment; or hire an independent Contractor to bring the non-operational equipment up to adequate operating conditions.The Pre-Existing Conditions list is only intended to address items that are non-functional and shall not include items such as normal wear and tear conditions expected with equipment that has been in service for an extended period of time.When possible, the pre-existing conditions list shall be completed prior to the previous contractor completing their term of service. This will allow for the Owner to complete any replacements or repairs under the previous contract.

H. Servicing Schedule: A Service Schedule Calendar shall be completed by the Contractor within 30 calendar days of Agreement effective date and submitted to the City Project Manager for review.

A service date shall be listed for each piece of equipment on the Service Schedule Calendar as well as the description of service to be performed on each piece of equipment. The Service

Schedule Calendar shall be reviewed by the Project Manager and be revised, if necessary, based on mutual agreement. Upon approval, the Service Schedule Calendar shall be in force throughout the term of the Agreement. No later than 14 calendar days from approval, major service items including, but not limited to coil cleaning shall be firmly booked into Contractor's scheduling system and documentation of same shall be provided to City Project Manager. Items requiring service at a frequency less than 30 calendar days at the inception of the Agreement shall be serviced immediately upon activation of the Agreement while the Servicing Schedule Calendar is being developed. Any revision of the Servicing Schedule List during the term of the Agreement shall be subject to the approval of the Project Manager. At the City's sole discretion, payments may be withheld until an approved, and agreed upon, service schedule is received by the City.

I. Contractor shall perform all HVAC equipment maintenance, repairs, and diagnostic testing in accordance with all applicable federal, state and Local Laws ("Laws"), including, but not limited to EPA regulations and OSHA regulations (all as amended).

J. Contractor shall furnish all necessary and emergency services as needed to maintain the continuous operation of the HVAC systems. Contractor shall provide spot coolers as per bid pricing page, to maintain temperature in designated critical areas such as elevator equipment rooms and data centers, unless downtime is due to fault of Contractor, then the City is not responsible for cost of spot coolers. Use of spot coolers must be approved by Project Manager if the City is paying the cost.

K. All Contractor's work scheduled and emergency shall be performed in a professional manner by only qualified, certified personnel, who are skilled in the performance of HVAC services, using appropriate and calibrated equipment and diagnostic tools. Contractor shall furnish all access equipment such as ladders, lifts and scaffolding needed to perform the work described herein. All work shall be performed in accordance with the applicable MRS and in a manner satisfactory to and acceptable by the City.

L. Contractor shall perform all work in accordance with manufacturers' specifications and applicable

City code. Any deviation from manufacturers' specifications requires prior written authorization from the City Project Manager. The Contractor shall be responsible for the cost of any repair or replacement resulting from improper installation, code violations, or unauthorized deviations.

M. Contractor shall provide scheduled services consistently throughout the Term of Agreement. That is, the same period each month, or quarter, or semi-annually or annually. Please see the

Maintenance Checklist in the Attachments section.

N. Contractor shall meet with the Project Manager as often as necessary and mutually agreed, but not less than semi-annually.

O. Contractor's service personnel shall check in and out with the Project Manager during each visit and inform them of any issues limiting their ability to perform work.

P. Contractor shall provide a service report to the Project Manager upon completion of service, listing in detail what work or service was performed, materials used, and parts replaced, which shall be signed by the service technician and the Project Manager immediately upon completion of service.

Q. At all times during service, the Contractor shall have a responsible, authorized representative on-site who is fluent in written and spoken English and holds full authority to act on the Contractor's behalf. Prior to commencement of work, the Contractor shall provide the City with written identification of such representative(s), including office, cell, and emergency contact information.

R. Contractor shall remove incompetent, unsafe, or disorderly workers when directed by the City.

S. Contractor shall be responsible for ensuring that all equipment and component parts are in good and proper operating condition throughout the Term of Agreement from effective date through end date. An Agreement close-out inspection shall be conducted by the Contractor and deficiency list submitted to the Project Manager within 30 calendar days prior to the Agreement end date. At which time, the equipment and parts that are not operating shall be repaired prior to the end date of the BPA.

T. In the event all services including End of Agreement Close-out Deficiency List have not been completed by the Contractor by the Agreement end date, the Project Manager shall inform the

Contractor in writing and hold the last month's payment until all services have been performed.

U. Prior written approval from the City Project Manager is required before shutting down any equipment, making operational changes or modifications that may affect equipment life expectancy, or performing any work outside the scope of this Agreement.

V. Contractor shall stock OEM replacement parts and material in Contractor's local inventory to cover most requirements for the repair of chillers, fan coils, air handlers, and other comfort cooling equipment (i.e. blower motors and drain pans for fan coils) on a consistent basis.

W. Contractor shall provide and maintain master equipment maintenance records in plastic sleeves affixed to each piece of equipment.

X. Contractor shall provide emergency repair services on a 24-hour basis, including weekends and holidays. Contractor shall be on-site within two hours of receiving the City's call for emergency requests, and within four normal working hours for non-emergency unscheduled services.

Emergency and after-hours labor shall be billed at the rates established in the Excluded Repair

Services section of the Cost Proposal.

Y. Provide invoices to individual departments with City-wide consolidated reporting capabilities.

The city shall provide invoicing guidelines with a breakdown of departments.

Z. Work on York Centrifugal chillers must be performed by a pre-approved, sub- contracted CSP listed within Appendix D. Contact an approved CSP for pricing and price shall be included in the bid price for these services. An approved CSP shall be a selected sub-contractor by the awarded

Contractor.

AA. Provide water treatment on chilled, hot and condenser water loops at MSC and City Hall

(See Appendix E).

BB. Contractor's employees shall wear identification badges, provided by the Contractor, exhibiting the company name and the employee's name. All Contractor service vehicles used on City premises shall be clearly identified with Contractor's company name on exterior body. Contractor shall obtain written approval of the City prior to reassigning any key personnel. Replacement of key personnel, upon written approval by the City, shall be with personnel of equal or greater ability and qualifications. Contractor's replacement of key personnel shall not be grounds for an increase in the total Agreement price or extension of the time for completion of the services required.

CC. Contractor shall provide, for each site, an operation and maintenance service plan and schedule showing the equipment list and the operating and maintenance tasks for each system or piece of equipment. These services shall be provided during normal business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding city holidays; and shall include the initial comprehensive preventative maintenance service at each building within thirty calendar days of execution of this Agreement; schedules shall include dates and times based on the city's specifications, MRS, and all applicable laws, whichever is most frequent, to the Project Manager.

In the event any preventative maintenance or service repair will interfere with city operations, service shall be performed during such periods as will cause minimum inconvenience to the city as approved by the Project Manager.

The omission of any equipment listed in this bid that is inherent to the satisfactory operation of the

HVAC systems shall not relieve the Contractor of maintaining all related equipment required to carry out the continuous operation of the HVAC systems. The City's equipment listed is provided in Attachments section of this solicitation.

Please note that the two City Hall air-cooled screw chillers will be replaced in 2026 with three new air-cooled scroll Trane chillers that would require service under this contract. Each of these three chillers would have a 10-year parts and labor warranty provided by Trane which would commence at time of installation.

4.6. Location of Services

HVAC Services will take place at

A. Municipal Services Center (MSC):

1. 1 4th St North, St. Petersburg, FL, 33701

B. St. Petersburg City Hall:

1. 175 5th St N, St. Petersburg, FL 33701

C. City Hall Annex (The Greenhouse):

1. 440 2nd Ave N, St. Petersburg, FL 33701

4.7. Parts and Materials

A. When parts are replaced in their entirety and a newer design is available and is functionally equivalent and compatible, the device of newer design shall be used as the replacement. In all cases, replacement parts shall meet or exceed the original manufacturer's design and specifications.

B. All manufacturers recommended preventative maintenance procedures shall be carried out on each piece of equipment whether or not they are listed in the attached equipment listing.

C. Contractor shall make the parts inventory available for inspection by the city during the evaluation process and at any time during the Term of Agreement.

D. Contractor shall furnish and maintain all equipment required for proper execution of the

Agreement.

E. The City reserves the right to visit the Contractor's facility and examine the materials and equipment to be assigned to the Agreement.

F. Substitute, "drop-in" or non-OEM refrigerants shall not be used without prior written authorization from the City Project Manager.

4.8. Warranty

Contractor shall guarantee and provide warranty as stated at no cost to the City as follows:

A. All work and services to be performed and all parts and materials to be furnished under the

Agreement shall be free from defects in structural and functional design, material and workmanship.

B. Services and material shall meet or exceed the standards required by all applicable laws, regulations, ordinances, manufacturer specifications and appropriate standards generally accepted in the industry.

C. Contractor guarantees and conveys free title of all material upon delivery to the City.

D. Contractor shall, within five continuous days after receipt of written notice thereof, repair or replace any defective materials or workmanship and shall repair or replace other items of the work which were damaged by such defects.

E. If Contractor is unable to remedy defect within five continuous days or, if the material continues to exhibit defects, causing serious disruption of use or repeated periods of downtime over a continuous period of sixty days, City may reject such material and Contractor shall replace with another comparable product.

F. Contractor agrees to honor all manufacturers' warranties for the term set forth by the manufacturer which shall commence upon dated, written acceptance by the Project Manager, including defect replacement.

G. Contractor shall warrant all service and make all necessary adjustments, repairs and replacements to maintain the product in good operating condition for a period of ninety days from the acceptance by the Administrator including any period that extends beyond the expiration date of the Agreement.

4.9. Account Management

Vendor must provide a single point of contact, a dedicated account manager who will be readily available during normal business hours to administer the agreement. Vendor is responsible for notifying the City of any changes in account manager or contact information. Account managers' responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

4.10. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

A. City shall provide a point of contact (City Project Manager) to administer the Agreement.

B. City Project Manager shall assist with planning, strategy, and objectives prior to performance of the Work.

C. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

D. The Project Manager shall schedule a review of the equipment list and review the servicing schedule with Contractor within 30 calendar days of the initial notice to proceed, and within 30 calendar days of all new service areas or equipment added during the term of the Agreement. The inspection and review may be scheduled over multiple days if necessary. Pre-existing Conditions, as well as expectations and clarifications discussed during the inspection and review shall be noted in writing by the Project Manager. Project Manager will schedule a meeting with

Contractor to review, discuss and resolve all deficiencies. Notice of final resolution of all deficiencies shall be issued in writing and signed by Contractor and Project Manager, after which the Contractor shall assume full responsibility for performance.

E. City shall be responsible for providing access to the work site and shall keep the areas where

HVAC equipment is located free of materials extraneous to said system and move any stock, fixtures, or partitions needed to facilitate the services by the Contractor.

F. City shall be responsible for inspecting and verifying the service, where applicable, reviewing the monthly service report and interim service call tickets, maintaining service records and notifying the Procurement and Supply Management Department of any equipment replacement or additions within 10 business days. Items not reviewed, or that cannot be visibly reviewed and that are found to be deficient in operation shall be repaired by the contractor upon notice of deficiency from the

City.

5. Cost Proposal

Note: Operations and Maintenance includes all services to be provided for all equipment and systems including, but not limited to the Scope of Services herein; except for Centrifugal Chillers Services at

MSC and the Trane screw chillers at City Hall, which shall be subcontracted by successful bidder to approved CSP and except for water treatments at MSC and City Hall which shall be subcontracted by successful bidder to a qualified Water Treatment Company.

Award will be based on the lowest responsive, responsible sum of Line Items 1-7 (annual O&M, water treatment, and CSP chiller maintenance across all sites). Line Items 8-16 (excluded repair labor rates, daily rentals, and fan coil replacement) are unit pricing for as-needed work, held firm for the first 12 months of the agreement, and are not included in the evaluated total.

CITY HALL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Operation and Maintenance 12 MONTH

2 Water Treatment 12 MONTH

3 Maintenance, Trane Chillers, 12

Months, (Approved CSP)

12 MONTH

TOTAL

CITY HALL ANNEX

Line Item Description Quantity Unit of

Measure Unit Cost Total

4 Operation and Maintenance 12 MONTH

MUNICIPAL SERVICES CENTER

Measure Unit Cost Total

5 Operation and Maintenance 12 MONTH

6 Water Treatment 12 MONTH

Measure Unit Cost Total

7 Maintenance, Centrifugal Chillers, 12

Months, (Approved CSP)

12 MONTH

EXCLUDED REPAIR SERVICES

Labor Rates

Line Item Description Quantity Unit of

Measure Unit Cost Total

8 Hourly Rate, Monday through Friday, 8:00 a.m. to 5:00 p.m.

1 HOUR

9 Hourly Rate, Monday through Friday

(after hours) 5:01 p.m. to 7:59 a.m.

1 HOUR

10 Hourly Rate, Saturday, Sunday, Holiday

1 HOUR

DAILY RENTAL SERVICES

Measure Unit Cost Total

11 Spot Cooler, 115V/1, 16,800 BTU/HR 1 DAY

12 Spot Cooler, 208v/230V/1, 24,000

BTU/HR

1 DAY

13 Spot Cooler, 208v/230V/1, 36,000

BTU/HR

1 DAY

14 Spot Cooler, 208v/230V/1, 58,500

BTU/HR

1 DAY

15 Fee, Set-up/Tear-down 1 EA

FAN COIL UNITS

Measure Unit Cost Total

16 Price to replace 50 fan coil units in

MSC Building over the course of the contract

50 EA