RefrigerantGasSrvs26-0063_BF_REVISED_Protected.xlsx

This is a bid form for Refrigerant Gas Services (Bid #26-0063) issued by the School Board of Sarasota County, Florida, establishing firm fixed pricing for refrigerant recovery, reclamation, disposal, and related services across 52 school locations and administrative facilities. The solicitation requires bidders to provide per-pound pricing for refrigerant recovery services (R-22, 134-A, 410-A, and other types), reclamation and cleaning services with return to the School Board for reuse, and disposal services for multiple refrigerant types including R-454B. Additional services include initial purchase of empty cylinders in 30-pound, 50-pound, and 125-pound sizes, cylinder swapping, and core fees. Bidders must also submit hourly labor rates for standard working hours (Monday through Friday, 7:00 a.m. to 5:00 p.m.) and non-standard working hours (before 7:00 a.m., after 5:00 p.m., and weekends). Written questions are due November 24, 2025, with bid submissions required by December 9, 2025 at 1:00 p.m. EST via VendorLink. Recommended awards are posted 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.

Pricing terms include a maximum 25% markup on refrigerant purchases over wholesale prices, a maximum 10% markup on materials and rental equipment costs, and a maximum 10% markup on subcontracted services (which must be provided by EPA-certified subcontractors). All invoices shall be billed on a cost-plus basis except during declared disasters, when no markup is permitted. Bidders must be EPA-certified refrigerant reclaimers with at least three years of verifiable experience and must provide three commercial references, comprehensive liability insurance, and 24-hour emergency contact information with a two-hour response time for emergency calls. The contract operates on an as-needed basis with no guaranteed minimum purchase volumes. Contractors must comply with OSHA and EPA regulations, complete background screenings under the Jessica Lunsford Act, and provide priority service to the School Board and other government entities during emergencies. Small Business Enterprises and Minority Business Enterprises (including African American, Asian American, Woman-owned, Hispanic American, and Native American-owned businesses certified by the State of Florida) are eligible to bid and may self-identify in their submissions.