ITQ-25-1720-037 (HVAC Controls).pdf

City of Miami Beach, 1833 Bay Road, Miami Beach, Florida 33139, www.miamibeachfl.gov

FACILTIES AND FLEET MANAGEMENT DEPARTMENT

Tel: 305-673-7631

INVITATION TO QUOTE

ITQ 25-1720-037

Preventative Maintenance of HVAC Controls Citywide

June 6, 2025

The City of Miami Beach Facilities and Fleet Management Department requests your quote for the preventative maintenance, installation, and repairs of Heating, Ventilating and Air Conditioning (HVAC) Controls citywide, pursuant to and in accordance with the specifications contained herein. City departments may, but are not required to, utilize the results of this ITQ to acquire the referenced service. Award of ITQ does not grant the successful Bidder(s) exclusive rights or any guarantee of work to provide the services. The maximum expenditure allowed under this ITQ is limited to $100,000.

Bid Contact: Jenny Hernandez at JennyHernandez@miamibeachfl.gov or 305-673-7000 ext. 26188

2.1 ELECTRONIC RESPONSES ONLY. Only electronic responses to this ITQ will be considered. The City utilizes Bidnet Direct (Government Bids Opportunities and RFP | BidNet Direct) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of an addendum to this ITQ. Any prospective Bidder(s) who has received this ITQ by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this ITQ. Failure to receive an addendum may result in disqualification of the bid submitted.

Hard copy bids or bids received through email or facsimile are not acceptable and will be rejected. A bidder may submit a modified bid to replace all or any portion of a previously submitted bid until the deadline for bid submittals. The City will only consider the latest version of the bid.

Electronic bid submissions may require the uploading of attachments. All documents should be attached as separate files. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder’s responsibility to ensure that its bid, including all attachments, is uploaded successfully.

Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Bidnet Direct by contacting support@bidnet.com or 800-835-4603, option

2. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issues.

2.2 NON-RESPONSIVENESS: Failure to submit the following requirements with the bid or the deadline for responses shall determine non-responsiveness. Non-responsive bids will not be considered.

a. Question Tab in Bidnet Direct (submitted electronically).

b. Quote Form (Section 8)

c. Minimum Requirements mailto:JennyHernandez@miamibeachfl.gov mailto:support@bidnet.com

2.3 OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid Questions (completed online), the City reserves the right to seek any omitted information/documentation or any additional information from the consultant or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the consultant to perform. Failure to submit any omitted or additional information in accordance with the City’s request shall result in the response being deemed non-responsive.

2.4 ELECTRONIC BID RESPONSE FORMAT. In order to maintain comparability and to facilitate the review process of bids, it is strongly recommended that bids be submitted in accordance with the required information specified below. The electronic submittal should be submitted as enumerated below and contain the required information. The electronic bid shall be submitted through the “Document” tab in Bidnet Direct.

BID SUBMITTAL The bid submittal is to include the following:

• Question Tab (The questions are not a part of the ITQ line items, it must be completed and submitted electronically via Bidnet Direct.)

• ITEM 1 Quote Form (Section 8). The Quote Form (Section 8) shall be completed in its entirety. All corrections on the Quote Form shall be initialed.

FAILURE TO SUBMIT THE MOST RECENT QUOTE FORM (EITHER

INCLUDED IN THE ORIGINAL ITQ OR RELEASED VIA AN ADDENDUM) MAY

RESULT IN BID BEING DEEMED NON-RESPONSIVE AND NOT BEING

FURTHER CONSIDERED.

• ITEM 2 Minimum Requirements (Section 4). The Minimum Requirements (Section 4) shall be submitted.

2.5 DEADLINE FOR SUBMITTAL OF QUOTES: June 17, 2025, AT 3:00 P.M.

Any response to this ITQ received after 3:00 p.m. on this day will be considered late & not accepted. The City does not accept responsibility for delays, natural or otherwise.

2.6 DEADLINE FOR RECEIPT OF QUESTIONS: June 12, 2025, AT 10:00 A.M.

Any questions or clarifications concerning this quote shall be submitted by no later than June 12, 2025 at 10:00 AM. All responses to questions will be sent to all prospective bidders/proposers in the form on an addendum. No questions will be received verbally or after said deadline. The quote title and number shall be referenced on all correspondence.

Award will be made solely at the discretion of the City to the responsive, responsible respondent(s) offering the best combination of the lowest cost and best product meeting specifications, at the sole discretion of the City. The award may be made by bid item, bid group, or for the entirety of all bid items, as determined by the City. Further, the City may award multiple bidders as deemed in the City's best interest. No exclusive rights are expressed or implied due to the award of this ITQ. Departments may acquire the services through this ITQ, through another contract, or on the open market. The maximum expenditure allowed under this ITQ is limited to $100,000.

The City is not required to act upon any information obtained through this ITQ. However, the City reserves the right to negotiate an agreement or issue a Purchase Order pursuant to this ITQ to the respondent deemed to be in the best interest of the City.

Bidder shall submit the required submittal(s) documenting compliance with each minimum requirement. Bidders who fail to comply with minimum requirements shall be deemed non-responsive and shall not have their bid considered.

1. Bidder shall hold either a State of Florida Department of Business & Professional Regulation Mechanical or Class “A” or “B” Air Conditioning Contractor License.

Required Submittals: A copy of a current State of Florida Department of Business & Professional Regulation Mechanical and/or Class A or B Air Conditioning Contractor license.

2. Bidder shall hold a Tridium Niagara 4 Technical Certification Program (TCP) or equivalent.

Required Submittals: A copy of the Niagara 4 certificate.

3. Bidder must be authorized or certified by any of the following manufacturers to repair/replace/install as well as, be a distributor or dealer for the equipment they are providing.

• Siemens

• Johnson

• Trane

• KMC Controls

• Schneider

• Wattmaster

• AAON

• Delta

Required Submittals: A copy of letter of authorization from manufacturer(s).

4. Bidder must demonstrate a minimum of five (5) years of experience in Energy

Management Systems / Building Automation Systems including new installations, repair, replacements, commissions, programming and upgrades for software and hardware.

Required Submittals: A minimum of three (3) references showing a minimum of five

(5) years of experience in building control technologies. For each reference, submit: 1) Owner Name, 2) Contact Name, Telephone, and Email, 3) Address(es), 4) Narrative on Scope of Services Provided, 5) Contract Amount, 6) Contract Start and Completion Dates.

1. General Requirements.

• Provide skilled labor, tools, and materials necessary to complete all tasks related to building control systems.

• Ensure compliance with local, state, and national building codes and industry standards.

• Maintain a safe work environment, adhering to OSHA regulations.

• Contractor may not subcontract work to third-party vendors.

• This bid shall be for new equipment, parts and supplies only. Newly manufactured containing used or rebuilt parts, remanufactured, rebuilt, reconditioned, newly re-manufactured, used, shopworn, demonstrator or prototype equipment parts or supplies are not acceptable and will be rejected unless approved by City of Miami Beach representative.

• Exhibit A: Inventory of Controls

2. Installation of HVAC and Control Systems.

• Assess existing HVAC and control system infrastructure for compatibility with new controls (if applicable).

• Install control panels, thermostats, sensors, relays, actuators, and communication systems for HVAC and other building automation systems.

• Ensure proper wiring, calibration, and programming to optimize performance.

• Conduct functional testing to verify correct operation.

• Provide system documentation and training for end-users.

3. Repair of HVAC and Control Systems.

• Diagnose system errors, failures, and inefficiencies in control components.

• Repair or replace faulty wiring, controllers, sensors, relays, VFD’s and actuators.

• Update control system software and recalibrate devices for optimal performance.

• Perform troubleshooting and system-wide integrity checks.

• Conduct post-repair testing to ensure restored functionality.

4. Maintenance of HVAC and Control Systems.

• Assist in the development of a scheduled maintenance plan for ongoing system performance.

• Inspect and clean control panels, wiring, and connections.

• Verify the accuracy of temperature and pressure sensors.

• Perform software updates and optimization.

• Log performance data and report irregularities.

• Ensure energy efficiency and regulatory compliance.

5. Replacement of HVAC and Control Systems.

• Evaluate the current control system to determine deficiencies or outdated components.

• Remove and dispose of old control units according to environmental regulations.

• Install new sensors, actuators, control panels, and wiring as needed.

• Program and configure settings for optimal temperature regulation and efficiency.

• Conduct system-wide diagnostics to verify proper operation.

• It is intended that, wherever possible, equipment furnished under this contract shall be provided with building automation and control network (BACnet) compatible controls and protocols. Where similar equipment is offered with and without BACnet compatibility, cost differences shall be made known by the vendor.

6. Documentation & Reporting.

• Maintain detailed records of all installations, repairs, and maintenance.

• Provide troubleshooting guides and user manuals for system operators.

• Submit periodic reports highlighting system performance and maintenance actions.

Section 6:

6.1 Term: It is expected that any resulting agreement shall be valid until $100,000.00 has been expended.

6.2 Any quantity or amounts specified is an estimate only and not a commitment or guarantee of the requirements of the City under this ITQ. The vendor is not authorized to manufacture, produce, ship, or perform unless it has received a release of a request for a specific quantity for items specified in this ITQ by an authorized representative of the City. All invoice prices must be equal to or less than the unit and aggregate costs specified in the quote.

The City shall not be obligated or liable for payments over the amounts released or requested pursuant to this ITQ.

6.3 Additional Quantity of Items or Units: Although this solicitation and resultant contract states a specific number of items or units to be purchased by the City, it is understood and agreed that the City may purchase additional items or units from the vendor; provided that these additional items or units represent the same manufacturer, model or brand, and unit price stipulated within the contract.

In addition, it is understood and agreed that the City may, within six (6) months after the terms and conditions of this contract have been fulfilled through the delivery and acceptance of the items, purchase additional items or units from the vendor; provided that these additional items or units represent the same manufacturer, model or brand, and unit price stipulated in the contract, and that the vendor shall accept a separate purchase order containing the same terms and conditions stipulated in the contract.

6.4 Acceptance of this ITQ constitutes acknowledgment and agreement by the vendor that, in connection with providing the above-referenced services/products on behalf of the City of Miami Beach, Florida, it agrees to indemnify and hold harmless the City and its officers, employees, agents, and contractors, from and against any actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys’ fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of vendor, its officers, employees, agents, contractors, or any other person or entity acting under vendor’s control or supervision, in connection with, related to, or as a result of vendor’s performance under this ITQ. To that extent, the vendor shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses and shall pay all costs and attorneys’ fees expended by the City in defense of such claims and losses, including appeals.

6.5 Payment Terms: Successful Bidder shall invoice the City upon completion of work. Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the invoice). Invoices shall include a detailed description of the Services (or parts thereof) provided and shall be submitted to the City at the following address:

City of Miami Beach Finance Department – AP Division 1700 Convention Center Drive 3rd Floor

Miami Beach, Florida 33139 Email: Payables@miamibeachfl.gov

6.6 Insurance Requirements: See Appendix “A.”

Section 7: Terms and Conditions:

The following documents identify terms and conditions that together with the ITQ, inclusive of all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation and the contract, and are complementary to one another and together establish the complete terms, conditions and obligations of the Bidder and, subsequently, the awarded Bidder.

SOLICITATION TERMS & CONDITIONS – GOODS & SERVICES. By virtue of submitting a bid in response to this ITQ, Bidder agrees to be bound by and in compliance with the Solicitation Terms and Conditions (Informal Solicitation date 10.27.2022), incorporated herein, located at: https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/ https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/ https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

INVITATION TO QUOTE

ITQ 25-1720-037

Preventative Maintenance of HVAC Controls Citywide

Section 8:

QUOTE FORM

In accordance with the specifications contained herein:

TIME AND MATERIAL

ITEM

NO. DESCRIPTION

(A)

ESTIMATED

ANNUAL

HOURS

UNIT OF

MEASURE

(B)

UNIT COST

(C)

TOTAL

COST

(A x B = C) 1 Hourly Rate - Regular

(7:00am to 5:00pm) 200 Hourly Rate $ $

Hourly Rate - Non- Regular (5:01pm to 6:59am), Weekends & Federal Holidays

40 Hourly Rate $ $

ITEM

NO. DESCRIPTION

(A)

ESTIMATED

ANNUAL

COSTS

(B)

ADMINISTRATIVE

MARK-UP

(C)

MARK-UP

COST

(A x B = C)

(D)

TOTAL

COST

(A + C = D) 3 Administrative Discount for Parts and Supplies $3,000 % $ $

TOTAL - Labor + Supplies and Materials (Items 1 - 3) $

*City reserves the right to amend the quantity ordered in mutual agreement with the selected bidder.

End of Schedule of Values.

COMPANY NAME: __________________________________________________

TELEPHONE NO: ___________________________________________________

EMAIL ADDRESS: __________________________________________________

APPENDIX “A”

Insurance Requirements

TYPE 1B - GOODS, SERVICES & MAINTENANCE

INSURANCE REQUIREMENTS

The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract.

A. Worker’s Compensation Insurance for all employees of the vendor as required by Florida Statute 440, and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt Vendor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers’ Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption.

B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $100,000,000 per occurrence, and $2,000,000 general aggregate.

C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non-owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage.

D. Umbrella Liability Insurance in an amount no less than $5,000,000 per occurrence. The umbrella coverage must be as broad as the primary General Liability coverage.

Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers’ Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor’s insurance.

Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services.

Waiver of Subrogation – Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.

Acceptability of Insurers – Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida.

Verification of Coverage – Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.

CERTIFICATE HOLDER MUST READ:

CITY OF MIAMI BEACH

c/o EXIGIS Insurance Compliance Services P.O. Box 947 Murrieta, CA 92564

Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at:

Certificates-miamibeach@riskworks.com

Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement.

mailto:Certificates-miamibeach@riskworks.com