Non-Competitive_Oversight_Committee_Justification_Form.docx

This is a Non-Competitive Oversight Committee Justification Form for Pinellas County, Florida, relating to an HVAC Systems and Related Services procurement. The form documents a sole source procurement for comprehensive chiller preventive maintenance and condition assessment services across approximately 4.5 million square feet of county facilities spanning more than 150 locations. The scope encompasses preventive maintenance for 20 air-cooled chillers, 31 cooling towers, 82 chilled water pumps, 108 condenser water pumps, and 120 water-cooled chillers, with three annual preventive maintenance services required per unit. Services must be performed during regular business hours (Monday-Friday, 7:00 AM-5:00 PM) with a mandatory three-hour emergency response time. Contractors must submit comprehensive documentation within 30 days of service completion, including inspection records, test results, and an Annual Reporting Package with formal Condition Assessments and Remaining Useful Life projections. Quarterly vendor performance meetings with a minimum metric of 25 percent of annual preventive maintenance inspections completed per quarter are required. The contract term is 36 months from the award date with two optional 12-month renewal periods. Proposals are due April 9, 2026, at 3:00 PM EST, with a question submission deadline of March 30, 2026, at 2:00 PM EST. The anticipated award date is August 12, 2026.

The total estimated contract value is $375,079.00 for the three-year initial term, with an annual estimated expenditure of $125,026.33, though the Not-To-Exceed budget is $220,000 comprised of $200,000 for standard preventive maintenance and repairs and $20,000 for authorized county services. Pricing includes estimated labor costs of 3,200 standard repair hours and 400 overtime/emergency hours across the contract term, with parts billed at cost plus percentage markup. 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 office presence in Pinellas County or within a convenient radius, employ personnel with applicable HVAC experience, and complete Pinellas County Security Clearance processes including Florida Department of Law Enforcement background checks. Insurance requirements include Workers' Compensation at Florida statutory limits with $500,000 Employers' Liability, $1,000,000 Commercial General Liability per occurrence ($2,000,000 aggregate), $1,000,000 Business Automobile Liability, $5,000,000 Excess/Umbrella Liability, and $1,000,000 Professional Liability, with all carriers holding AM Best ratings of A-VIII or better. All contractors must comply with E-Verify requirements, register with the Florida Division of Corporations, and execute mandatory compliance affidavits including Human Trafficking Attestation, Common Carrier Attestation, and Foreign Country of Concern Affidavit.