HVAC_Variable_26-0113_ITEM.pdf
PDF 1 MB Posted
- Attached to
- HVAC VARIABLE FREQUENCY DRIVE, MATERIALS & REPAIR SERVICES State and local contract opportunity
- Solicitation number
- 26-0113
- Issued by
- Sarasota County, Florida
About this file
This is a bid award memorandum from the School Board of Sarasota County, Florida, documenting the approval of Bid #26-0113 for HVAC Variable Frequency Drive, Materials & Repair Services. The solicitation was issued on October 1, 2025, with bids received on October 22, 2025, at 1:00 p.m. from three vendors. The contract is for the provision of parts and repair services for variable frequency drives on all HVAC systems at School Board-owned and operated facilities on an as-needed basis. Services include labor, supervision, travel, fuel, tools, equipment, and materials for systematic examination, diagnosis, repair, and replacement of variable frequency drive components as requested by the Facilities Services Department and per manufacturer recommendations. The contract term is one year with an option to renew for two additional one-year periods. The School Board approved the award on November 18, 2025, as Agenda Item No. 9.17.
Commercial Air Management was selected as the awarded vendor with a bid not to exceed $200,000.00, determined to be the best low bid meeting advertised specifications. The pricing structure includes hourly rates for standard working hours (Monday–Friday, 7:00 a.m.–5:00 p.m.) at $135.00 per technician and non-standard working hours at $205.00 per technician, plus cost-plus billing for materials with a 10% overhead and profit markup, subcontracted services at 10% markup, third-party fees at 10% markup, and equipment rental at 10% markup. Two other bidders—Ozone Air Design LLC and USA-HVAC Pro, Inc.—were deemed non-responsive: Ozone Air Design did not meet the requirement of having technicians located between Tampa and Fort Myers, and USA-HVAC Pro had not been in business for the required minimum of three years. Funding is allocated from the 2025–2026 General/Capital Fund (Fund Center 9029) to the Schools & Departments functional area. The contact for the contract is Jody Dumas, Executive Director of Facilities Management, at 941-927-9000.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| VariableFreq26-0113ITB.pdf | ||
| A._Certification_Page_VariableFreq.pdf | ||
| VariableFreq26-0113BF.xlsx | XLSX spreadsheet | |
| VariableFreq26-0113BID_RESPONSE.pdf | ||
| VariableFreq26-0113BID_RESPONSE_2.pdf |
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Text version
November 18, 2025
SarasotaCountySchools.net
MEMORANDUM
TO: Members of the School Board Terrence Connor, Superintendent Gabrielle Jaremczuk, Assistant Superintendent Chief Financial Officer
FROM: Tracy Brizendine, Director of Materials Management
Title: APPROVAL TO AWARD BID #26-0113 FOR HVAC VARIABLE FREQUENCY
DRIVE, MATERIALS & REPAIR SERVICES
Recommendation: That the Sarasota County School Board approves the bid of Commercial Air Management for ‘HVAC Variable Frequency Drive, Materials & Repair Services’ in an amount not to exceed $200,000.00 as presented.
Description: On October 1, 2025, Procurement, in conjunction with Facilities Services Department, issued a bid for HVAC variable frequency drive, materials & repair services. Bids to provide ‘HVAC variable frequency drive, materials & repair services’ were received from three vendors on October 22, 2025. The bid from Commercial Air Management was the best low bid, meeting the advertised specifications based on a sealed scenario. This bid is for one year with an option to renew for two additional one-year periods.
Gap Analysis: Sarasota County Schools requires vendors for the provision of HVAC variable frequency drive services for our schools.
Previous Outcomes: Agreements for the materials and services have been successfully implemented in the previous years.
Expected Outcomes: Upon approval, the awarded vendors will supply the required goods and services per the terms and conditions listed in the competitive solicitation. The awarded vendors are identified above.
Strategic Plan:
Pillar 4 Every School Equipped Priority 2 Create High Quality Infrastructure
Materials Management Purchasing Department 101 Old Venice Road, Osprey, FL 34229 Phone 941-486-2183 ▪ Fax 941-486-2188
A066622 Text Box
SCHOOL BOARD APPROVED 11/18/25. AGENDA ITEM NO. 9.17
November 18, 2025
Financial Impact:
Fiscal Year Fund Source Fund Center Functional Area Amount
2025-2026 General/Capital 9029 Schools & Departments
Not To Exceed $200,000.00
Contact:
JODY DUMAS, Executive Director Facilities Management. 941-927-9000 DR MICHAEL KEMP, Chief of Operations. 941-927-0900
Tabulation for HVAC Variable Frequency Drive, Materials and Repair Services - Bid #26-0113
THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA
Opened October 22, 2025 at 1:00 p.m.
Commercial Air Management Ozone Air Design LLC USA-HVAC Pro, Inc., d/b/a USA HVAC, Inc.
1 Technician, standard working hours (Monday - Friday 7:00 A.M. through 5:00 P.M.); hourly rate. $135.00 $120.00 $115.00
2 Technician, non-standard working hours (Monday - Friday prior to 7:00 A.M. and after 5:00 P.M., and Saturday and Sunday); hourly rate. $205.00 $145.00 $172.50
Parts and materials shall be billed at net cost. Include a percentage allowed for overhead and profit. A maximum of 10% mark-up of materials will be allowed. No mark-up of sales tax allowed.
Indicate this percentage in the space to the right. A copy of the itemized materials invoice from the supplier must be included with all billings to the SBSC for materials in order to verify markup.
Note: All invoices shall be billed on a cost plus basis except during a declared disaster (no mark-up permitted).
10% 8% 5%
Subcontracted services to be used only with prior written approval from the Facilities Services representative for maintenance, repairs, installations, and emergency services for variable frequency drive material and repair services to be billed at net cost. A maximum of 10% mark-up will be allowed for overhead and profit. No mark-up of sales tax. A copy of the itemized subcontracted services invoice from the Subcontractor must be included with all billings to SBSC.
Note: All invoices shall be billed on a cost plus basis except during a declared disaster (no mark-up permitted).
10% 9% 0%
Reimbursement of approved third party fees (dump fees, disposal fees), will be allowed with a maximum of 10% mark-up. Mark-up on sales tax will not be allowed. Contractor must have prior written approval from the authorized representative of the Facilities Services Department before incurring the expense. A copy of the invoice reflecting these costs must be submitted with the Contractor’s invoice.
Note: All invoices shall be billed on a cost plus basis except during a declared disaster (no mark-up permitted).
10% 8% 0%
Rental of equipment not in the regular course of variable frequency for HVAC systems materials and repair services. A maximum of 10% allowed. No mark-up of sales tax allowed. A copy of rental invoices will be required to verify mark-up. Rental is for active use of equipment. Payment for inactive use will not be allowed.
Note: All invoices shall be billed on a cost plus basis except during a declared disaster (no mark-up permitted).
10% 8% 5%
Paul T. Boudreaux Autney Holmes James E. Goff
3590 Old Metro Pkwy 10935 SW 142 Lane 5807 24th Street East Suite 105
Fort Myers, FL 33916 Miami, FL 33176 Bradenton, FL 34203
239-277-0029 305-631-2682 941-292-0023
N/A 941-308-3103
65-044-3866 46-1889492 92-3539634 paul@cam-hvac.com autneyholmes @ozoneairdesign.com ops@usa-hvac.pro
RENTAL FEES: PERCENTAGE MARK-UP
Cost to provide all materials, labor, supervision, travel, fuel, equipment, tools, etc., for variable frequency drive for HVAC systems materials and repair services:
HOURLY RATES
PARTS & MATERIALS: PERCENTAGE MARK-UP
SUBCONTRACTED SERVICES: PERCENTAGE MARK-UP
THIRD PARTY FEES: PERCENTAGE MARK-UP
Notes:
Recorded by: Gregory Balmes Witnessed by: Samantha Clark
Federal I.D.
Contact
Address
Phone
Fax
HVAC - Variable Frequency Drive - Materials and Repair Services - Bid #26-0113
THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA
JUSTIFICATION FOR AWARD TO OTHER THAN APPARENT LOW BIDDER
Opened October 22, 2025 at 1:00 p.m.
Item # Vendor Justification
All Ozone Air Design LLC Non-responsive to the bid requirement of having technicians between Tampa and Ft. Myers.
All USA-HVAC Pro, Inc. d/b/a USA HVAC, Inc. Non-responsive to the bid requirement of being in business for at least 3 years.
| BID #26-0113 FOR HVAC VARIABLE FREQUENCY DRIVE, MATERIALS & REPAIR SERVICES Nov 18, 2025 Memorandum |
| MEMORANDUM |
| TO: Members of the School Board |
| FROM: Tracy Brizendine, Director of Materials Management |
| VariableFreq#26-0113TAB - BOLDED |
| VariableFreq#26-0113 Justification |
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