IntentAward_DCF ITB 2526 084.pdf

This is a Notice of Intent to Award issued by the Florida Department of Children and Families (DCF) for ITB 2526-084 regarding comprehensive HVAC preventive maintenance and repair services at the Roberts Building located at 5920 Arlington Expressway, Jacksonville, Florida. The scope of work encompasses eight distinct services including annual and monthly Building Automation System inspections, mechanical-draft cooling tower maintenance, condenser water pump servicing, and quarterly inspections of two Trane CenTraVac chillers. A mandatory pre-bid conference was held on June 8, 2026, at 10:00 AM, with written questions due by June 22, 2026, at 2:00 PM and responses posted by July 2, 2026. Proposals were due July 15, 2026, at 10:00 AM with public opening on July 16, 2026, at 2:00 PM. The Notice of Intent to Award was issued on August 4, 2026, with a contract start date of August 1, 2026. The resulting contract has an anticipated five-year term from August 1, 2026, through July 31, 2031, with potential renewal for up to three additional years subject to satisfactory performance and a maximum three percent annual price increase during renewal periods.

All preventive maintenance services are provided on a fixed-price basis with labor, materials, equipment, tools, supervision, consumables, and incidental costs included in pricing, while repairs, upgrades, and out-of-scope work require separate written authorization with hourly rates plus a ten percent markup on parts. TRANE U.S. Inc. was selected as the awardee based on the lowest responsive and responsible bid. Qualified respondents were required to maintain an active Florida mechanical contractor license, ensure EPA-certified technicians for refrigerant handling, maintain a service location within 80 miles of the facility, and provide four-hour response times with twenty-four-hour on-site presence when applicable. No incumbent vendor was identified in the solicitation. Financial penalties of five percent per occurrence (cumulative maximum ten percent) apply for incomplete, late, or non-compliant deliverables. The Department of Children and Families is exempt from Florida state sales and use tax and will impose a 0.7% transaction fee through MyFloridaMarketPlace. No specific budget or award value was disclosed in the solicitation documents.