RefrigerantGasSrvs26-0063_BF_protected.xlsx

This is a bid submission spreadsheet for Refrigerant Gas Services (Bid #26-0063) issued by the School Board of Sarasota County, Florida. The procurement seeks an EPA-certified refrigerant reclaimer with minimum three years of verifiable experience to provide refrigerant recovery, reclamation, cleaning, and disposal services across 52 school locations and administrative facilities. Services must accommodate multiple refrigerant types including R-22, 134-A, 410-A, and R-454B, with pricing required for per-pound refrigerant services and hourly labor rates for standard and non-standard working hours. Cylindrical provisions must be available in 30-pound, 50-pound, and 125-pound sizes. Written questions are due by November 24, 2025, with bid submissions required by December 9, 2025 at 1:00 p.m. EST via VendorLink. Recommended awards are scheduled for posting on January 13, 2026, with School Board action on January 20, 2026. The contract term is one year from School Board approval, with options to renew for two additional one-year periods. Contractors must provide 24-hour emergency contact information and respond to emergency service calls within two hours, with quotation responses required within 48 hours of notification.

Pricing must adhere to specific markup constraints: maximum 25% markup on refrigerant purchases over wholesale prices, 10% markup on materials and rental equipment, and 10% markup on subcontracted services. The procurement operates on an as-needed basis with no guaranteed minimum purchase volumes, and contract value fluctuates based on chiller repairs and replacements. The School Board encourages participation from small and minority business enterprises, allowing bidders to self-identify as Small Business Enterprises under Florida Statute 288.703(1) or as Minority Business Enterprises certified by the State of Florida, including African American, Asian American, Woman Owned, Hispanic American, or Native American-owned classifications. Bidders must submit three commercial references, comply with OSHA and EPA regulations, carry comprehensive liability insurance, and complete background screenings under the Jessica Lunsford Act. The contract includes disaster response provisions requiring contractors to provide goods and services to the School Board and other government entities on a first-priority basis during emergencies.