FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

Invitation to Bid (ITB) No. ITB DAI 26 27 43

Solicitation Title: Comprehensive Mechanical Systems Maintenance and Repair Services - Bronson Animal

Disease Diagnostic Laboratory (Re-Bid)

Brenda Paul, Procurement Officer 407 S. Calhoun Street, SB-8 Mayo Building

Tallahassee, FL 32399-0800 Bids@FDACS.gov

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Protests must be filed with the Agency Clerk, Florida Department of Agriculture and Consumer Services, The Holland Building, 600 South Calhoun Street, Tallahassee, Florida 32399.

mailto:Bids@FDACS.gov

BID NUMBER: ITB DAI 26 27 43

SECTION 1.0 INTRODUCTORY SECTION

1.1. Statement of Purpose

The Florida Department of Agriculture and Consumer Services (FDACS or Department), Division of Animal Industry seeks to obtain competitive bids for a qualified and certified vendor to provide comprehensive maintenance, repairs, and operational support for the facility’s HVAC, boiler, hot water, walk-in cooler, exhaust fan, pump, and building automation systems for the Department’s Bronson Animal Disease Diagnostic Laboratory located in Kissimmee, Florida.

Due to the critical public health functions performed at this laboratory and the need for timely responsiveness, the Contractor must be capable of providing skilled service technicians onsite at the Bronson Animal Disease Diagnostic Laboratory campus within two hours of notice of an outage requiring emergency service.

This Invitation to Bid (ITB) and all activities leading toward the anticipated issuance of a contractual services agreement are conducted pursuant and subject to Chapter 287, Florida Statutes (F.S.), and Rule Chapter 60A-1, Florida Administrative Code (F.A.C.).

This solicitation will be administered through the Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/search/bids. The Department will utilize the VIP as the centralized procurement website for electronic posting of agency solicitations, decisions and intended decisions in accordance with Rule 60A-1.021, F.A.C.

The Department intends to make a single award or to make no award, as determined to be in the best interest of the State.

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1.2. Timeline

The table below contains the timeline of events for this solicitation. The dates and times within the Timeline are subject to change. Modifications by the Department will be issued by written addenda.

It is the responsibility of the Vendor to check for any changes on the VIP. All required actions must be completed by the date and time indicated on the Timeline. All times listed are Eastern Time (ET).

EVENT DATE/TIME LOCATION

Release of ITB September 22, 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Mandatory Site Visit September 29, 2026

10:00 AM

2700 N. John Young Parkway, Kissimmee, Florida 34741

Last day for Vendors to Submit Questions

October 2, 2026, 5:00 PM

Florida Department of Agriculture and Consumer Services

Email: Bids@FDACS.gov Anticipated Posting of Written Responses to Vendors Questions

October 7, 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Sealed Bids Due October 15, 2026, 5:00 PM

Florida Department of Agriculture and Consumer Services – Mayo Building

407 S. Calhoun Street, SB-8 Tallahassee, Florida 32399-0800

Public Bid Opening October 16, 2026, 10:00 AM

Teleconference Number: (877) 273-4202 Conference Room Number: 585 608 901

OR

Mayo Building

407 S. Calhoun Street, SB-8 Tallahassee, Florida 32399-0800

Anticipated Posting of Recommended Award TBD Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

1.3. Procurement Officer

The Procurement Officer, acting on behalf of the FDACS, is the sole point of contact for official meetings, questions, and all procurement related matters relating to this solicitation.

The Procurement Officer for this ITB is:

Brenda Paul, Procurement Officer Email: Bids@FDACS.gov

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

1.4. Mandatory Requirements

The Department has established certain requirements with respect to bids to be submitted by respondents. The use of “shall”, “must” or “will” (except to indicate simple futurity) in this ITB https://vendor.myfloridamarketplace.com/search/bids mailto:Bids@FDACS.gov https://vendor.myfloridamarketplace.com/search/bids https://vendor.myfloridamarketplace.com/search/bids mailto:Bids@FDACS.gov indicates a requirement or conditions from which a material deviation may not be waived by the Department. A deviation is material if, in the Department’s sole discretion, the deficient response does not substantially comply with the ITB requirements, provides an advantage to one vendor over other vendors, has potentially significant effect on the quantity or quality of items bid, or on the cost of the Department. Material deviations cannot be waived. The words “should” or “may” in this ITB indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a bid.

1.5. Conflicts and Order(s) of Precedence

All bids are subject to the terms of the following provisions of this ITB, which are hereby incorporated by reference, and in case of conflict shall have the following order of precedence:

1) Addenda, in reverse order of issuance,

2) ITB, including attachments and appendices,

3) PUR 1001, General Instructions to Respondents, and

4) PUR 1000, General Contract Conditions.

1.6. Mandatory Pre-Bid Site Visit

Vendors are limited to two (2) representatives in attendance for each vendor and must have the Certification of Site Visitation form (Attachment A - Certification of Site Visitation) signed at the Pre-Bid Site Visit. Vendors will be required to sign in at the pre-bid site visit. Any bid received from a prospective vendor that did not attend the mandatory pre-bid site visit will be deemed non-responsive as provided in Section 3.16, Bid Evaluation.

During the pre-bid site visit the Department may clarify the contents of this bid to prevent misunderstanding of the Department’s terms, conditions and specifications for this project. The pre-bid site visit will consist of a session where each page of the bid (including technical specifications) will be discussed. General questions related to the specifications and services for this project will be answered. Any material changes to the bid terms, conditions, plans or specifications will be stated in writing in the form of an addenda issued through the Department’s purchasing office as outlined in Section 3.5, Addenda.

The mandatory pre bid site visit for prospective Vendors will be held at:

Location: Bronson Animal Disease Diagnostic Laboratory 2700 N. John Young Parkway, Kissimmee, Florida 34741

Time: 10:00AM

Date: September 29, 2026 https://www.dms.myflorida.com/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondents.pdf https://www.dms.myflorida.com/content/download/2933/file/PUR%201000%20%28General%20Contract%20Conditions%29.pdf

SECTION 2.0 TECHNICAL SPECIFICATIONS

The Contractor shall provide comprehensive maintenance, repairs, and operational support for listed HVAC systems, boilers, , refrigeration, exhaust, pumps, and building automation systems for the Bronson Animal Disease Diagnostic Laboratory campus.

Appendix I – Preventative Maintenance (PM) Services, outlines the required tasks to be performed by the Contractor during quarterly and annual PM inspections.

All work shall be in accordance with original equipment manufacturer (OEM) procedures and requirements.

The Contractor shall notify the Department’s Business Operations Manager in writing of any discrepancies between these specifications and the applicable OEM procedures.

2.1. Scope of Work

The Contractor shall provide all labor, materials, equipment, tools, consumables, travel, vehicles, and related expenses necessary to ensure the reliable and efficient operation of all covered systems. Services under this agreement include, but are not limited to, the following:

• Diagnose, repair, and replace failed parts and components as required to maintain proper system performance.

• Perform preventative and corrective maintenance to minimize the likelihood of failures and emergency conditions.

• Provide on-call emergency service twenty-four (24) hours per day, seven (7) days per week, fifty-two (52) weeks per year, including all holidays, at no additional cost to the Department.

• Supply all labor, travel, vehicles, materials, consumables, and equipment necessary to perform both planned maintenance and emergency services.

• Respond promptly to emergencies and perform necessary corrective actions to minimize downtime.

• Ensure all maintenance and repair activities are performed professionally and in accordance with industry standards.

The Contractor, on-site technicians, and subcontractors shall be proficient in the most current version of the Distech building automation system. All technicians shall be capable of logging in, reviewing system statuses, and adjusting setpoints for chillers and other designated equipment.

System modifications shall be performed only under the direction of the Department’s Business Operations Manager or their designee. Some services may require more than one (1) technician or subcontractor, and the Contractor shall compensate all personnel for any additional work.

The Department will provide all HVAC system air filters. The Contractor shall install the new Department-provided air filters, and properly disposal of all used filters.

All work shall be performed to minimize downtime during business hours. The Contractor shall notify the Department’s Business Operations Manager or their designee at least twenty-four (24) hours in advance of any work that may impede business operations, including required shutdowns.

2.1.1. On-Site Service Response Time

The Contractor shall respond to and provide on-site services for all Department requests for routine services within forty-eight (48) hours of the request. Routine service includes any unexpected situation requiring a forty-eight (48) hour response due to systems in alarm while still maintaining laboratory conditions, or issues with building automation systems that do not impact overall building or equipment function, or as otherwise designated by the Department. Failure to respond within forty-eight (48) hours will result in a financial consequence.

2.1.2. Emergency On-Site Service Response Time

The Contractor shall be able to provide on-site response to any request for emergency service within two (2) hours of service request. Emergency services are defined as an unexpected situation or occurrence that demands two (2) hour response due to any equipment or systems in failure to maintain required laboratory testing temperatures, humidity, airflow, water temperatures, including equipment failure due to HVAC, chiller, walk-in cooler, exhaust fan, boiler, or pump failure, power loss and acts of nature or as declared at the discretion of the Department.

2.1.3. Emergency Reporting

The Contractor shall notify the Department’s Business Operations Manager or their designee within twenty-four (24) hours of identifying any condition during a PM inspection or routine service call that requires an emergency repair. All work shall be scheduled with the Department’s Business Operations Manager prior to beginning the repair.

2.1.4. Required Service Reports

The Contractor shall provide written service reports for all preventative maintenance, routine service, and emergency calls. Reports shall include the service location, equipment identification, test results, measurements, work performed, analysis results, final settings, recommended repairs, the XOI Vision link, the technician’s name, and service date.

Reports for quarterly and annual PM services must be submitted within seven (7) business days after the work is completed. Reports for routine or emergency service calls must be submitted within five (5) business days after the work is completed.

The Contractor must email all reports to diaglab@FDACS.gov and to the Department’s Business Operations Manager at Christina.McClure@FDACS.gov.

Failure to provide the required reports timely will result in a financial consequence.

2.1.5. Additional or Non-Routine Services

For work outside the scope of this agreement, the Contractor must provide a written estimate that includes the equipment name, model, serial number, scope of work including part numbers, additional equipment needed (such as lifts or cranes), labor hours, and any additional charges for approval before beginning any work. Any work requiring refrigerant removal the Contractor shall provide a written request that includes the equipment model and serial number, the work to be completed, amount and type of refrigerant needed (to be supplied by owner) and obtain written approval before beginning any work.to the Department’s Business Operations Manager, or their designee. The Contractor must complete refrigerant logs that include date of service, technicians name, make, model, serial number, type of refrigerant used, amount of refrigerant removed, and amount used. The Contractor shall supply all required oil and gaskets.

mailto:diaglab@FDACS.gov mailto:Christina.McClure@FDACS.gov

2.2. Technical Specifications

All technical specifications, conditions, and requirements for maintenance, service, and repairs of the campus HVAC systems, boilers, walk-in cooler, exhaust fans, pumps and building automation systems are contained in Appendix I.

2.2.1. Minimum Technical Specifications

All parts, materials, labor, and travel expenses for the quarterly and annual maintenance inspections shall be included in the quarterly and annual pricing. The maintenance services shall include at minimum:

1) Test and Inspect: On-site labor required to visually inspect and test the equipment to determine operating condition and efficiency. Typical activities include:

a. Testing for motor winding resistance, vibration levels, fan RPM, refrigerant charge, refrigerant oil (acid), water condition, flue gas composition, safety controls, crankcase heaters, combustion and draft, control systems, and any other test required for effective operation.

b. Inspecting for worn, failed, or questionable parts; mountings; drive couplings; oil level; rotation; soot; flame characteristics; pilots and igniters; heating elements; and steam, water, oil, or refrigerant leaks, or any other necessary inspection for effective operation.

2) Preventive Maintenance: On-site labor required to clean, align, tighten, calibrate, adjust, and lubricate equipment to extend equipment life and maintain proper operating condition and efficiency. Typical activities include:

a. Cleaning fan impellers and blades, coil surfaces, electrical contacts, burner orifices, passages and nozzles, pilots and igniters, basins, sumps, floats, boiler, chiller and condenser tubes, or any other component requiring cleaning. Reviewing and logging system error codes and noting any repairs made to clear codes in the service report.

b. Aligning belt drives, drive couplings, coil fins, or any other alignment necessary for effective operation.

c. Calibrating safety controls, temperature and pressure controls, or any other controls requiring calibration.

d. Tightening electrical connections, mounting bolts, pipe clamps, refrigerant piping fittings, damper sections, or any other components requiring tightening.

e. Adjusting belt tension, refrigerant charge, superheat, fan RPM, burner fuel/air ratios, gas pressure, control set-points and limits, compressor cylinder unloaders, damper close-off, sump floats, or any other required adjustment.

f. Lubricating motors, fan and damper bearings, valve stems, damper linkages, fan-vane linkages, or any other components requiring lubrication.

g. Reviewing with the Department’s Business Operations Manager any facility concerns affecting covered equipment, and reviewing systems logs, Building

Automation Systems alarm logs, and trends to confirm proper system operation.

3) Schedules and Work Hours: Quarterly inspections shall be performed in March, July, and November. Annual inspections shall be performed in January. All inspections will be scheduled in advance with the Facilities Manager and conducted during normal working hours, Monday through Friday, 8:00 a.m. to 4:00 p.m.

4) Distech Building Automation Controls: Alarm conditions sensed by the Distech

Controls system that require emergency service shall be coordinated with the Department’s Business Operations Manager or their designee. Alarm notifications will be sent to Contractor’s service department, requiring a follow-up receipt email.

Secondary phone numbers and email addresses will be provided during the service start-up meeting.

5) Additional Requirements

a. Remove, check, clean, and calibrate both the condenser and chilled water temperature sensors. Verify and record any temperature offsets between the chiller sensors and the energy management control system sensors.

b. Record machine readings using only calibrated test equipment. Use of existing gauges or thermometers is prohibited. Proof of equipment calibration shall be provided upon the Department's request.

c. Do not pressurize low-pressure chillers for an initial leak test. Review the refrigerant-purge log. If purge runtime is excessive and the system appears to be operating properly, the Contractor shall submit a written proposal to the Business Operations Manager or designee within five (5) working days to pressurize the chiller for leak testing. If approved, the Contractor may proceed, mark leak locations, and submit a separate written proposal to repair the leaks.

6) Condenser Tube Cleaning: Remove condenser heads, inspect tubes for deposits, brush tubes, and notify the Department’s Business Operations Manager or their designee if brushing does not adequately remove debris or scale. For air-cooled equipment, clean coils. The Contractor shall contact the Department’s Business Operations Manager or their designee, who will coordinate with the water treatment Contractor regarding chemical scale removal procedures. This task shall be scheduled with the Department’s Business Operations Manager or their designee at least one (1) week in advance.

2.3. Acceptable Part Replacement Exclusions

To reduce overall project costs, the following components are excluded from this proposal. Any repair or replacement of excluded components shall require a written quote detailing all necessary equipment (such as cranes or lifts), labor and installation costs, and the parts required to complete the repair. Upon approval by the Department, these repairs will be invoiced separately. The Contractor shall provide part numbers for any excluded items upon request. The Department reserves the right to obtain secondary quotes, procure, and directly purchase any excluded equipment or parts in accordance with State of Florida procurement policies and to minimize system downtime.

2.3.1. Excluded Parts and Repair Labor Coverage

HVAC, Cooling Systems, and Walk-in Cooler: Control boards, microprocessors, compressors, coils, refrigerant/freon, main power services, electrical disconnects, conduit and wiring, structural supports, equipment casing/cabinets, grills, registers, diffusers, ductwork/trunks, ductwork insulation, cleaning of interior ductwork, piping, tube bundles and filters.

Boilers: Boiler shell, tubes, refractory material, storage tank, water treatments, piping, tube bundles, main power services, electrical disconnects.

Exhaust systems: Fan blades, structural supports, ductwork/trunks, main power services, electrical disconnects, structural supports, equipment casing/cabinets, grills, registers, fire/smoke dampers.

2.3.2. Additional Exclusions

Safety testing directed by external agency/company/person/organization with exception of boiler inspections, repairs necessitated by freezing weather, electrical power failure, low voltage/inadequate power (unrelated to system maintenance required checks as outlined), low water pressure (unrelated to system maintenance required checks as outlined), water treatment provided by others, water condition, vandalism, misuse or abuse of the system(s), selection of domestic hot water temperatures, electrolysis, negligence of others, failure to operate systems per manufactures guidelines or causes beyond the control of the Contractor.

2.4. System Failure

If any Contractor activity results in HVAC system failure or shutdown, the Contractor shall immediately notify the Business Operations Manager or their designee and make every effort to expedite service and minimize disruption.

2.5. System Condition

Whenever services are provided, the Contractor shall ensure all equipment and systems are left operational and fully functioning before leaving the site.

2.6. Contractor Accessibility

The Contractor shall be accessible to the Department by telephone twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays. The Contractor shall submit a list of the names and cellular phone numbers for all service managers, supervisors, sales personnel, technicians, and dispatchers. If an answering service, voicemail, or paging service is used, it shall be available twenty-four (24) hours per day, and a return call shall be made within fifteen (15) minutes of the Department's first notification attempt.

2.7. Required Licensing and Certifications

1) The Contractor shall possess an active license pursuant to Chapter 489, Part I, F.S., or any other applicable law or regulation, as well as any required building automation systems license needed to service HVAC systems, boilers, walk-in cooler, exhaust fans, and pumps. Failure to provide proof of an active license at the time of bid submission may result in bid rejection.

2) The Contractor shall employ or subcontract technicians who are properly trained and certified in refrigerant handling, recovery, and storage, including, at minimum, EPA Universal Refrigerant Certification. Certifications shall be provided upon request. These technicians must also be qualified to repair equipment manufactured by Carrier, York, Trane, Modine, Annexair, Mitsubishi, Lochinvar, WEG, Distech Building Automation Controls, and Elke.

3) The Contractor shall maintain valid certifications, licenses, and permits required for the services for the duration of the contract period.

2.8. Identification and Access Badges

The Contractor and all service technicians shall wear a Contractor-issued uniform and photo ID badge, along with a Department-issued access badge, at all times while on-site. The Contractor is responsible for safeguarding Department property and securing all facilities, equipment, and materials at the end of each service call. All staff shall follow campus security protocols, including signing in and out at the reception desk and restricting access to unauthorized personnel. The on-site supervisor shall issue and collect access badges, maintain accurate records of all access credentials, and ensure accountability for all access controls. Lost or stolen badges must be reported immediately to the Department’s Business Operations Manager or designee.

2.9. Performance Measures and Financial Consequences

The Department has developed the following Performance Measures, which shall be used to measure Contractor performance and delivery of services.

Deliverable Performance Measures Financial Consequence

1.

Comprehensive Maintenance, Repairs, and Operational

Support

HVAC systems, boilers, refrigeration, exhaust, pumps, and building automation systems must be maintained in accordance with OEM procedures, Appendix I – PM Services, and industry standards.

Payment withholding or contract termination for failure to perform required services.

2. On-Site Service Response Time

The Contractor must respond on-site within forty-eight (48) hours of the Department placing a routine service request, as outlined in Section 2.1.1.

$100 deduction for each occurrence of failure to meet the response time requirement.

3.

Emergency On-

Site Service Response Time

The Contractor must respond on-site within two

(2) hours of the Department placing an emergency on-site service request, as outlined in Section 2.1.2.

$100 deduction for each occurrence of failure to meet the response time requirement. Repeat occurrences may result in contract termination.

4.

Quarterly and Annual

Preventative Maintenance

Service Reports

Reports must be submitted within seven (7) business days after completion and include all required documentation (location, equipment ID, test results, measurements, work performed, analysis results, final settings, recommended repairs, XOI Vision link, technician name, and service date).

$50 per day for each day the complete PM report is late.

Deliverable Performance Measures Financial Consequence

5.

Routine and Emergency Service Call

Reports

Reports must be submitted within five (5) business days after completion to both diaglab@FDACS.gov and the Contract Manager, including all required documentation.

$50 per day for each day the complete

Routine and Emergency Service Call report is late.

6.

Identification and Access

Badges

Contractor and technicians must wear Department-issued access badges at all times;

lost or stolen badges must be reported immediately.

$10 charge for each lost or stolen badge.

2.10. Initial Contract Term and Renewal Term

The Department anticipates issuing a contractual services agreement as a result of this ITB for an initial three (3) year term. Upon mutual agreement of both Parties, the contractual services agreement may be renewed in one-year increments, at the same terms and conditions, not to exceed three (3) renewal years in addition to the initial three-year term.

2.11. Past Performance / References

The bid response must contain names, addresses, phone numbers and email contacts for three (3) of the Respondent’s most recently completed projects from the last five (5) years similar in project size and scope as the work outlined in Section 2, Technical Specifications, (See Attachment B - Past References / References). References must be current or former clients of the responding vendor. Confidential clients shall not be included. The Department will not accept subcontractor / proposed personnel or personal references of a member of the responding vendor as a substitute for respondent references.

The Department reserves the right to contact each customer reference to verify the information provided and validate the performance/ workmanship of the vendor. If determined by the Department, references must be verifiable within three (3) business days of initial verification attempt by the Department, exclusive of weekends, state holidays or other closures.

It is the responsibility of the Contractor to ensure that all submitted references are verified. The Department will attempt to verify references once via telephone or email. Bids with one or more unverified references may be disqualified. References that indicate any unsatisfactory Contractor work performance or workmanship may result in disqualification of the bid. Past performance with the Department will constitute a reference, whether listed or not, and will be used by the Department to determine the respondent's ability to perform services similar to those described in this bid in a satisfactory manner. Unsatisfactory past performance with the Department may result in rejection of bid as provided in Section 3.16, Bid Evaluation.

2.12. Sub-Contractors

The Contractor shall submit to the Department a list of subcontractors who will perform work. The Contractor shall have determined, to their own complete satisfaction, that a listed subcontractor has been successfully engaged in this particular type of business for a reasonable length of time and is qualified both technically and financially to perform the phase of this work for which they are listed.

Proof of any licenses or certifications required of subcontractors shall be submitted with the list of subcontractors.

Any subcontractor(s) not listed and approved in the award of this bid will not be allowed to proceed with any work related to this project. The Department shall have the right to examine the eligibility and qualifications of any subcontractor and to request additional documentation of a subcontractor’s qualifications. Any subcontractor(s) proposed after the start of this project must be submitted in writing to the Department for approval. Work by the proposed subcontractor must not commence until the Department has given approval. The Department shall have the right to prohibit the use of any subcontractor that in its own discretion does not satisfactorily meet the eligibility, business experience, technical or financial qualifications necessary to perform this work. If applicable, Attachment C - List of Subcontractors form must be completed and included in the bid response.

SECTION 3.0 INVITATION TO BID PROCESS

3.1. Advertisement

This ITB is hereby advertised on the State of Florida VIP. To find the ITB or other related information, enter Agency “Department of Agriculture” and click on “Advertisement Search” at the bottom of the web page. If unable to download the document(s), contact the Department’s Procurement Officer listed in Section 1.3.

3.2. Special Accommodations

Any person with a disability requiring special accommodations at the site visit or the bid opening shall contact the Procurement Officer listed in Section 1.3, Procurement Officer, at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached by dialing 7-1-1 or visit https://www.ftri.org/relay for assistance.

3.3. General Instructions to Respondents (PUR 1001)

Any terms and conditions set forth within this ITB document shall supersede all conflicting terms and conditions set forth within the PUR 1001, unless the conflicting term/condition is required by any section of the Florida Statutes, in which case the term/condition required by Florida Statutes shall take precedence. Specific references to MyFloridaMarketPlace (MFMP) usage for this ITB as stated in paragraphs 3 and 5 of the PUR 1001, General Instructions to Respondents, are not applicable.

3.4. Vendor Questions

The Procurement Officer, acting on behalf of the Department, is the sole point of contact for official meetings, questions, and all procurement related matters relating to this solicitation from the date of the release of the solicitation until the Department’s Notice of Agency Decision is posted on the

VIP.

Questions related to this ITB, or requests for approved equivalents (if applicable), must be received in writing, via email, by the Procurement Officer listed in Section 1.3, Procurement Officer, within the time indicated in Section 1.2, Timeline. Verbal Questions, or those submitted after the period specified in the Timeline, will not be acknowledged.

Responses to written questions will be published on the VIP on or about the date referenced in Section 1.2.

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3.5. Addenda

If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation documents or exhibits, addenda, and materials relative to this ITB the information will be published on the VIP as a written addendum. Any addenda issued in relation to this ITB shall thereby become part of the final bid specifications and requirements.

Interested parties are responsible for monitoring this site for new, changing, or clarifying information relative to this solicitation.

3.6. MyFloridaMarketPlace (MFMP) Registration

Each vendor desiring to sell commodities or contractual services as defined in Section 287.012, F.S., to the State is prequalified to do so and shall register in the MFMP system. Information about the registration process is available, and registration may be completed, at the MFMP VIP website at https://vendor.myfloridamarketplace.com/. Interested persons lacking internet access may request assistance from the MFMP Customer Service at (866) 352-3776.

Vendors should register for the following United Nations Standard Products and Services (UNSPSC) Class/Group Commodity Code(s) pertaining to this ITB:

• 72151200 – Heating and cooling and air conditioning HVAC construction maintenance services

• 72151207 – Heating and cooling and air conditioning HVAC installation and maintenance services

• 70142011 – Cooling or refrigeration services

• 72151205 – HVAC refrigeration construction service

• 73161517 – Air conditioning or ventilating or refrigeration equipment manufacture services

• 72151001 – Boiler maintenance service

• 72102900 – Facility maintenance and repair services

3.7. Vendor Substitute W-9

The Florida Department of Financial Services (DFS) requires all vendors that conduct business with the State of Florida to electronically submit a Substitute W-9 Form to https://flvendor.myfloridacfo.com. Forms and answers to frequently asked questions are located on the website once a registration has been completed. DFS may assist vendors with questions and can be reached at (850) 413-5519 or FLW9@myfloridacfo.com.

The awarded vendor must have a valid W-9 on file with the DFS prior to issuance of a purchase order or contract. This may be completed by the vendor post-award and is not something which the Department will consider in determining the responsiveness of a bid.

3.8. Cost of Bid Preparation

Neither the Department nor the State of Florida is liable for any costs incurred by a vendor in response to this ITB.

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3.9. Instructions for Bid Submittal

Each bid response shall be prepared simply and economically, providing a straightforward, concise delineation of the vendor’s capabilities to satisfy the requirements of this ITB. Elaborate bindings, colored displays, and promotional material are discouraged. Emphasis in each bid must be on completeness and clarity of content. To expedite the review of bids, it is essential that vendors follow the format and instructions provided below.

1) Bids may be sent by U.S. mail, courier, overnight or hand delivered to:

Florida Department of Agriculture and Consumer Services 407 S. Calhoun Street, SB-8 Mayo Building Tallahassee, Florida 32399-0800

2) Electronic (email/fax) submission of bids will not be accepted for the ITB.

3) All bids must be submitted in a sealed envelope/package with the relevant ITB number clearly marked on the outside of the envelope/package.

4) It is the vendor’s responsibility to assure its bid submittal is delivered to the proper place and time as stipulated in Section 1.2, Timeline.

5) Late bids will not be accepted.

Bids may be delivered by United States Postal Service (USPS) mail, courier (FedEx/UPS), or hand delivered to the Mayo Building; however, vendors are cautioned shipment via USPS may not be guaranteed to be received by the Department on the scheduled due date / time.

BIDS MUST BE RECEIVED IN THE PURCHASING OFFICE BY THE DESIGNATED DATE AND

TIME LISTED THAT SEALED BIDS ARE DUE IN SECTION 1.2, TIMELINE. POSTMARKED OR

CLOCKED IN BY FEDEX, UPS, OR U.S. POSTAL SERVICE IS NOT ACCEPTABLE FOR BEING

RECEIVED IN THE PURCHASING OFFICE.

3.10. Vendor Acknowledgement

By submission of a signature on the Department’s Acknowledgment Form, the vendor certifies that they comply with all terms and conditions contained herein. The bid must contain the original signature of an authorized representative who can legally bind the vendor. The services offered by the vendor will conform to the specifications of this ITB without exception. Vendors must include Attachment D – FDACS Acknowledgement Form, with their bid submission.

3.11. Price Sheet

Vendor shall complete, sign, and return Attachment E - Price Sheet. Bid prices must be firm and be inclusive of all services, packaging, handling, shipping and delivery charges, environmental and fuel service fees, and any other relevant and related charges.

No remuneration is available to the vendor beyond the bid price for all specifications and considerations in response to this ITB. Vendors will be strictly held to the prices of their bid. The contents of this ITB and vendor bid submission will become a contractual obligation upon execution of the contract.

Quantities referred to are estimated quantities. If the Price Sheet stipulates a unit price, the

Department reserves the right to increase or decrease the quantities and amounts. No guarantee is made regarding actual orders issued for items or quantities. The Department shall not be responsible for Vendor inventory or order commitment.

If a submitted Price Sheet includes inconsistencies, inaccuracies, or is incomplete, it may be rejected by the Department. All calculations will be reviewed and verified. The Department may correct mathematical errors, however, in the event of any miscalculation, unit prices shall prevail.

3.12. Vendor Generated Terms and Conditions

The Department objects to and shall not consider nor accept any different or additional terms or conditions submitted by a vendor, including any appearing in documents attached as part of a vendor’s bid. In submitting a bid, the vendor expressly agrees that any additional or different terms or conditions, whether submitted by the vendor intentionally or inadvertently, shall have no force and effect and shall be grounds for rejecting a bid. Vendor’s failure to agree to or comply with the Department’s terms and conditions, including those specifying information that must be submitted with a bid, shall be grounds for rejecting a bid.

The contract issued by the Department as a result of this ITB shall incorporate all terms and conditions identified herein. No oral agreements or representations shall be valid or binding upon the Department or the vendor unless expressly contained herein or by a written addendum published on VIP by the Department to this ITB.

3.13. Public Records

All documents submitted in response to this ITB shall be considered public record pursuant to Chapter 119, F.S.

3.14. Disclosure of Bid Submittal Contents

All documentation produced as part of this solicitation shall become the exclusive property of the Department and may not be removed by the vendor or its agents or returned. The Department shall have the right to use any or all ideas, or adaptations of the ideas, presented in any bid.

Selection or rejection of a bid shall not affect this right.

3.15. Bid Opening

Bids are due, and will be publicly opened, at the time, date, and location specified in Section 1.2, Timeline. Bid responses received late (after bids are due) will not be accepted, nor considered, and modification by the Bidder of submitted bids will not be allowed, unless the Department has made a request for additional information. Department staff will not be held responsible for the inadvertent opening of a bid response if it is not properly sealed, addressed, or identified.

The bid opening will be available via teleconference or in person. Attendance is not required for submission or consideration. Any person who wants to attend the bid opening in person should contact the Procurement Officer listed in Section 1.3, for building access and parking instructions.

In person attendees requiring special accommodations will need to follow the steps outlined in Section 3.2, Special Accommodations.

3.16. Bid Evaluation

Bids that do not meet all requirements, specifications, terms, and conditions of this ITB or fail to provide all required information, documents, or materials may be rejected and deemed non-responsive.

The Department may request, and the vendor shall provide, clarifying information or documentation.

Failure to timely supply the information or documentation as requested may result in the bid being deemed non-responsive.

IF THE DEPARTMENT DETERMINES, IN ITS SOLE DISCRETION, THAT THE CONDITIONS OF

THE BID DOCUMENTS ARE NOT COMPLIED WITH, OR THAT THE PRODUCT PROPOSED TO

BE FURNISHED DOES NOT MEET THE SPECIFIED REQUIREMENTS, THE BID MAY BE

REJECTED AND DEEMED NON-RESPONSIVE.

3.17. Viewpoint Consideration Prohibited

The Department may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor. The Department may not give a preference based upon a vendor’s social, political, or ideological interests.

3.18. Basis of Award

An award shall be made to the responsive and responsible vendor with the lowest Total Annual Price for the Initial Contract Term, as specified in Attachment E - Price Sheet for all specifications and considerations, in response to this ITB. An award from this bid does not constitute an official purchase order, contract, agreement, or commitment on behalf of the State.

In event the vendor with the lowest Total Annual Price for the Initial Contract Term is found non-responsive, the Department may proceed to the next responsive vendor with the lowest Total Annual Price for the Initial Contract Term and continue the award process.

3.19. Less Than Two Responsive Bids

In the event the Department receives less than two (2) responsive bids for contractual services purchases, the Department reserves the right to negotiate on the best terms and conditions pursuant to section 287.057(6), F.S.

3.20. Bid Rules for Withdrawal

A submitted bid may be withdrawn by submitting a written request for its withdrawal to the Department. The withdrawal request must be signed by an authorized representative of the vendor and must be received within 72 hours after the bid submission date indicated in the Timeline. Any submitted bid shall remain valid for 90 calendar days from the bid submission date.

3.21. Verbal Instruction Procedure / Discussions

The Vendor shall not initiate or execute any negotiation, decision, or action arising from any verbal discussion with any State of Florida employee. Only written communications from the Department’s Procurement Officer are considered duly authorized expressions on behalf of the State.

Additionally, only written communications from a vendor are recognized as duly authorized expressions on behalf of the Vendor. Any discussion by a Vendor with any employee, or representative of the Department, involving cost or price information, occurring prior to the Department publishing the Notice of Agency Decision, may result in rejection of said Vendor’s bid.

3.22. No Prior Involvement and Conflict of Interest

Section 287.057(19)(c), F.S., states, “A person who receives a contract that has not been procured in accordance with subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation in a solicitation to be any actions related to the decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or functioning in any other advisory capacity.

The Vendor shall not compensate, in any manner, directly or indirectly, any officer, agent or employee of the Department, for any act or service, which they may do, or perform, for, or on behalf of, any officer, agent or employee of the vendor. Officers, agents, or employees of the Department shall not have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made, by anyone for, or on behalf of, the Department.

The Vendor shall have no interest, and shall not acquire any interest, that conflicts in any manner, or degree, with the performance of the services required under this ITB.

3.23. Certification Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters for Expenditure of Federal Funds Tie Bids

Any vendor submitting a response to this ITB MUST execute the enclosed form FDACS-01522, Attachment F - Certification Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters for Expenditure of Federal Funds and enclose it with its bid. The Certification for Lobbying is required for expenditures $100,000 and above. The Certification for Debarment and Suspension and Other Responsibility Matters is required for expenditures $25,000 and above.

3.24. Identical Tie Bids

When evaluating vendor responses to solicitations where there is identical pricing or scoring from two or more vendors, the Department shall determine the order of award in accordance with Sections 287.057(12), 287.082, 287.087, 287.092 and 295.187(4), F.S.

1) Certified Business Enterprise: Pursuant to Section 287.057(12), F.S., if two (2) equal bids are received and one (1) bid is from a certified Business Enterprise, the Department must contract with the Certified Business Enterprise. Vendors must provide a copy of this certification pursuant to Section 287.09451, F.S., in their bid response to receive this preference.

2) Commodities Manufactured, Grown, or Produced in State of Florida Given Preference: Pursuant to Section 287.082, F.S., whenever two (2) or more competitive sealed bids are received, one

(1) or more of which relates to commodities manufactured, grown or produced within the State of Florida, and whenever all things stated in such received bids are equal with respect to price, quality and service, the commodities manufactured, grown or produced within the State of Florida shall be given preference. Vendors must provide proof in their bid response to receive this preference.

3) Certification of Drug-Free Workplace Program: Pursuant to Section 287.087, F.S., whenever two (2) or more bids, proposals or replies that are equal with respect to price, quality and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.

To be considered for the drug-free workplace program preference, vendors may complete and submit with its response Attachment G - Certification of Drug-Free Workplace Program that it has implemented a drug-free workplace program.

4) Preference to Certain Foreign Manufacturers: Pursuant to Section 287.092, F.S., any foreign manufacturing company with a factory in the state and employing over 200 employees working in the state shall have preference over any other foreign company when price, quality and service are the same, regardless of where the product is manufactured. Vendors must provide proof in their bid response to receive this preference.

5) Florida Veteran Business Enterprise Opportunity Act Preference: Pursuant to Section 295.187(4), F.S., a state agency, when considering two (2) or more bids, proposals, or replies for the procurement of commodities or contractual services, at least one (1) of which is from a certified veteran business enterprise, which are equal with respect to all relevant considerations, including price, quality and service, shall award such procurement or contract to the certified veteran business enterprise. Proof of certification pursuant to Section 295.187(5), F.S., shall accompany the bid response. Failure to submit proof of certification will result in non-application of the preference.

3.25. Disqualification of Vendors

More than one (1) bid from an individual, firm, partnership, corporation, or association, under the same or different names, will not be considered. Reasonable grounds for believing that a vendor is interested in more than one (1) solicitation for the same work will cause the rejection of all bids in which such vendors are believed to be interested.

If there is reason to believe that collusion exists among the vendors, any or all bids will be rejected.

No participants in such collusion will be considered in future procurements for the same work.

Falsifications of any…