Notice_of_Intent_to_Sole_Source_07-25-2023.pdf

This is a Notice of Intent to Sole Source procurement document issued by Pinellas County, Florida's Administrative Services Purchasing & Risk Management Division under Florida Statutes 287.057(3)(c). The county intends to establish a comprehensive HVAC Systems and Related Services contract encompassing preventive maintenance and condition assessment for water-cooled chillers, air-cooled chillers, pumps, and cooling towers across approximately 4.5 million square feet of facilities spanning more than 150 county locations. The procurement includes 122 line items: 20 air-cooled chillers, 31 cooling towers, 82 chilled water pumps, 108 condenser water pumps, and 120 water-cooled chillers, each requiring three annual preventive maintenance services. Deliverables include structured annual preventive maintenance during regular business hours (Monday-Friday, 7:00 AM-5:00 PM) with mandatory three-hour emergency response time, comprehensive documentation submitted within 30 days of service completion, an Annual Reporting Package with formal Condition Assessments and Remaining Useful Life projections, and Eddy Current testing for water-cooled chillers. The initial 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 notice deadline for submission of competing technical data to challenge the sole source determination is not specified in the provided document.

The estimated total contract amount is $375,079.00 for the three-year initial term with an annual expenditure of $125,026.33, with a Not-To-Exceed budget of $220,000 comprised of $200,000 for standard preventive maintenance and repairs and $20,000 for services requiring prior written county authorization. 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 with an anticipated award date of August 12, 2026. Contractors must maintain an office in Pinellas County or within a convenient radius, employ personnel with applicable HVAC experience, complete Pinellas County Security Clearance processes including Florida Department of Law Enforcement background checks, and achieve a measurable performance metric of 25 percent of annual preventive maintenance inspections completed per quarter. 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. Required insurance coverage includes Workers' Compensation at Florida statutory limits with Employers' Liability of $500,000 per employee, Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Business Automobile Liability of $1,000,000 combined single limit, Excess/Umbrella Liability of $5,000,000, and Professional Liability Insurance of $1,000,000, with all policies issued by companies holding an AM Best rating of A-VIII or better.