Non-Competitive_Oversight_Committee_Justification_Form.docx

This is a Non-Competitive Oversight Committee Justification Form for Pinellas County, Florida's HVAC Systems and Related Services procurement. The project establishes a comprehensive preventive maintenance and condition assessment program for water-cooled chillers, air-cooled chillers, pumps, and cooling towers across approximately 4.5 million square feet of county facilities spanning more than 150 locations. The procurement encompasses 122 line items requiring three annual preventive maintenance services per unit, including 20 air-cooled chillers, 31 cooling towers, 82 chilled water pumps, 108 condenser water pumps, and 120 water-cooled chillers. Services must be performed during regular business hours (Monday-Friday, 7:00 AM-5:00 PM) with a mandatory three-hour emergency response time. Proposals are due April 9, 2026, at 3:00 PM EST, with a question submission deadline of March 30, 2026. The initial contract term is 36 months from the award date with two optional 12-month renewal periods, and the award date is anticipated as August 12, 2026.

The total estimated contract amount is $375,079.00 for the three-year initial term with an annual expenditure of $125,026.33, though the pricing schedule establishes a Not-To-Exceed budget of $220,000 comprised of $200,000 for standard preventive maintenance and repairs and $20,000 for additional services requiring prior written county authorization. Johnson Controls, Inc. (Contract Number 23-0751-PB) is identified as the anticipated contractor, indicating a sole source procurement method under Florida Statutes 287.057(3)(c). Contractors must maintain comprehensive insurance coverage including Workers' Compensation at Florida statutory limits, Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Business Automobile Liability of $1,000,000, Excess/Umbrella Liability of $5,000,000, and Professional Liability Insurance of $1,000,000. All contractors must comply with E-Verify requirements, register with the Florida Division of Corporations, complete Pinellas County Security Clearance processes including Florida Department of Law Enforcement background checks, and execute mandatory compliance affidavits including Human Trafficking Attestation, Common Carrier Attestation, and Foreign Country of Concern Affidavit.