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Competitive Solicitation

Acknowledgement Form

Submit Response Electronically via VendorLink at:

https://www.myvendorlink.com/common/default.aspx

(For submittal details see Section 3.0, page 16)

Solicitation Number:

RFP 2026-13

Solicitation Title:

HVAC Maintenance and Service Repairs

RFP Broadcast Date:

January 28, 2026

Pre-Proposal (Non) mandatory via Zoom February 4, 2026 @

10:30am (EST)

Questions cutoff date:

February 11, 2026 10:00 am (EST)

Proposal Due Date & Time:

February 20, 2026

12:00 PM (EST)

Review and Evaluation of

Proposals:

March 2, 2026

DESCRIPTION: The District Board of Trustees of Valencia College, Florida (“College”) is inviting qualified State of Florida Certified Mechanical Contractors (referred to as “Contractor”) to submit proposals to provide quarterly and annual HVAC preventative maintenance, HVAC repair and service work, Liebert Cooling System Maintenance, and Repairs and small projects less than $300,000.

Procurement Department Official & Point of Contact

Name: Regina Peeples Phone: 407-582-3325 Email: rpeeples2@Valenciacollege.edu

TO BE FILLED OUT BY THE SUPPLIER SUBMITTING THE PROPOSAL

Company Name: Federal Employer ID No.:

Mailing Address:

Telephone No.: Email Address:

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, Supplier or persons submitting an offer for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for the responder and that the responder is in compliance with all requirements of the Competitive Solicitation, including but not limited to, certification requirements. In submitting an offer to Valencia College, the responder offers and agrees that if the offer is accepted, the responder will convey, sell, assign or transfer to Valencia College all rights, title and interest in and to all causes of action it may now hereafter acquire under the Anti-trust laws of the United States for price fixing relating to the particular commodities or services purchased or acquired by Valencia College. At the College’s discretion, such assignment shall be made and become effective at the time the purchasing agency provides final payment to the responder.

Printed Name & Title: Authorized Signature:

https://www.myvendorlink.com/common/default.aspx

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TABLE OF CONTENTS

SECTION 1.0 OVERVIEW

1.1 BACKGROUND AND STATISTICAL INFORMATION

1.2 PROJECT SUMMARY

1.3 VENDOR MINIMUM QUALIFICATIONS

1.4 SCOPE OF WORK AND MINIMUM REQUIREMENTS

1.5 TERM OF CONTRACT

SECTION 2.0 PROCESS AND GENERAL INFORMATION

2.1 PROPOSER REGISTRATION

2.2 ACCESSIBILITY FOR DISABLED PERSONS

2.3 PROPOSER COMMUNICATION AND/OR INQUIRIES

2.4 RESTRICTED PROPOSER COMMUNICATIONS

2.5 CONE OF SILENCE

2.6 ORAL INTERPRETATION AND ADDENDA

2.7 SILENCE OF SPECIFICATIONS

2.8 CONFORMANCE TO SOLICITATION

2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

2.11 RESERVED RIGHTS

2.12 ACCURACY OF INFORMATION

2.13 PROPRIETARY INFORMATION

2.14 PROPOSAL WITHDRAWAL

2.15 PROTESTS

2.16 COOPERATIVE AGREEMENT

SECTION 3.0 INSTRUCTIONS FOR PREPARING PROPOSAL

3.1 PROPOSAL SUBMITTAL FORMAT

3.2 PROPOSAL SUBMITTAL LAYOUT

SECTION 4.0 PROPOSAL EVALUATION COMMITTEE AND EVALUATION PROCESS

4.1 INITIAL REVIEW OF RESPONSES …………………………………………………………22

4.2 EVALUATION METHOD

4.3 EVALUATION OF PROPOSALS …………………………………………………………….22

4.4 PRESENTATIONS AND INTERVIEWS ……………………………………………………..23

4.5 AUTHORITY TO AWARD

4.6 APPLICABLE DOCUMENTS & PROCEDURES

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SECTION 1.0 OVERVIEW

1.1 BACKGROUND AND STATISTICAL INFORMATION

Valencia College was founded in 1967 and has become an innovative leader in education with a national reputation for student success. Valencia is also one of the largest State colleges in Florida with more than 72,000 students enrolled annually. Valencia College currently has nine

(9) campus locations: West Campus, East Campus, Winter Park Campus, Osceola Campus, Lake Nona Campus, Poinciana Campus, School of Public Safety, Advanced Manufacturing Training Center, and Valencia/UCF Downtown Campus.

1.2 PROJECT SUMMARY

Valencia College (Referred to as "College") seeks to establish a service contract with one or more qualified State of Florida Certified Mechanical Contractors (Referred to as "Contractor") to perform quarterly and annual HVAC preventative maintenance, HVAC repair and service work, Liebert Cooling System Maintenance, and small projects less than $300,000. The Contractor shall have the capability to service multiple College locations at any given time.

1.3 VENDOR MINIMUM QUALIFICATIONS

The Supplier should meet the following mandatory minimum requirements:

A. Proposer shall be an active State of Florida Certified Mechanical Contractor.

B. Proposer shall have a current Business Tax Receipt.

C. Proposer shall be actively in business and have performed HVAC repair and replacement services continuously for the last five (5) years.

D. Any contractor who submits for (Lot 2) must have a current Liebert Service Provider Network (LSPN) status and maintain it throughout the term of the contract.

1.4 SCOPE OF WORK AND MINIMUM REQUIREMENTS

The College seeks to contract with a Contractor experienced in HVAC mechanical work to provide the following services:

A. Lot 1: Quarterly & Annual Preventative Maintenance, Service & Repairs as needed, and Small Projects with Costs Totaling Up To $300K

B. Lot 2: Liebert Cooling System Maintenance and Repairs.

Contractors may bid on both Lot 1 and Lot 2. Please use the price proposal form (Attachment 3) to indicate which lots the response is being submitted for. It is the College that determines if work falls under Lot 1, Lot 2.

LOT 1: QUARTERLY & ANNUAL PREVENTATIVE MAINTENANCE AND SERVICE &

REPAIRS, AS NEEDED SCOPE OF WORK

A. Service Requirements

The Contractor shall provide all labor, material, supplies, and equipment to repair, replace, or install the following:

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1. Direct expansion (DX) Package and/or Split Systems: Scope of work may include, but is not limited to, repair or replacement of compressor, condenser (coil, fan, or entire unit), evaporator (coil or unit), refrigerant lines and insulation, refrigeration reclamation and recharging, leak detection and repair, and repair/replacement of auxiliary DX system components.

2. Water and Air Cooler Chillers: Scope of work includes three (3) quarterly and one (1) annual inspection. Repairs may include, but not limited to, repair or replacement of chiller or compressor(s), motors, OEM controls, refrigeration reclamation, and recharging, leak detection and repair, condenser fans and/or motors, condenser coils, isolation valves, chilled water piping and/or insulation, and repair/replacement of auxiliary chiller system mechanisms per manufacturer’s standards. The manufacturers of the chillers will handle major repairs.

3. Air Handling Units: Scope of work may include, but is not limited to, repair or replacement of fan/blower motors and/or assembly, evaporator coil, chilled and/or hot water coils and associated piping, valves or insulation, electric heater elements and associated components, drain pans, condensate traps and pumps, dampers and associated actuators, and repair/replacement of associated starters/disconnects/VFDs.

4. Chilled and/or Hot Water Pumps: Scope of work may include, but is not limited to, repair or replacement of pumps, motors, piping, insulation, isolation or control valves, starters/disconnects/VFDs, or other associated pump components.

5. Hot Water Heaters/Boilers: Scope of work may include, but is not limited to, repair or replacement of boilers or associated components, heater elements and associated components, flue dampers, and circulation pumps.

6. Tower Tech will be annually inspected with cleaning only on request by Tower Tech certified technicians. The College may add or delete locations.

Annual Reporting

As a part of this maintenance contract, an annual report is required to be submitted to the “College” on or by February 1st of each year. The report shall contain a complete breakdown of any of the following:

• Annual treatments

• Eddy Current Testing status

• Vibration, infrared, and motor analysis

• Replacement of oil filters and refrigerant status – including oil sampling information

The information provided in the report shall include a list of all chillers, as listed above, along with the current test dates, a description of the testing, and a report of the outcome of the treatment or testing.

B. Eddy Current Testing

Eddy current testing is to be performed every five (5) years. Next, Eddy Current Test is due:

• East Campus Chillers 1 & 2: January 2029

• East Campus Chillers 3 & 4: January 2027

• Lake Nona Campus: September 2030

• Osceola: February 2029

• Poinciana: February 2027

• West Campus: January 2026

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C. Vibration, Infrared or Motor Analysis

Testing is to be performed every three (3) years. Next Analysis due:

• East Campus Chillers 1 & 2: January 2027

• East Campus Chillers 3 & 4: January 2028

• Lake Nona Campus: September 2026

• Osceola: February 2027

• Poinciana: February 2028

• West Campus: January 2027

D. Replacement Oil / Refrigerant

The “Contractor” shall replace oil filters and take oil samples once a year, at the East and West campus locations, only. Oil sampling results shall be included with the “Contractor’s” annual report. The “College” will, if deemed necessary by sampling reports and other relevant information, issue an amendment to the “Contract” for oil replacement services. As part of the scope of this contract, the replacement of refrigerant may be required. The “Contractor” is to provide a cost for the replacement refrigerant as part of the RFP. Unless specified otherwise by the “Contract”, herein, the time to do so will be done at the labor rates supplied under the overall contract.

SMALL PROJECTS WITH THE TOTAL COST UP TO 300K, SCOPE OF WORK

A. Service Requirements

The Contractor shall provide all labor, material, supplies, and equipment to replace or install the following:

1. Special projects are any services that fall outside standard maintenance or repairs. One example would be replacing ductwork or replacing an air handler. Another example would be chilled water piping modifications.

2. Labor rate for small projects is to be no more than the service rate.

LOT 2: LIEBERT COOLING SYSTEM MAINTENANCE & REPAIRS SCOPE OF WORK

A. Additional Vendor Minimum requirements

Any contractor who submits for this lot must have a current Liebert Service Provider Network (LSPN) status and it must be maintained throughout the term of the contract.

B. Service Requirement

The Contractor shall provide all labor, material, supplies, and equipment to repair, replace, or install the following:

1. One (1) annual comprehensive inspections. Following is what we expect to be completed during the annual comprehensive inspection

a. Lubricate bearings as necessary.

b. Adjust and inspect belt tension and condition.

c. Check air filters (replace per Schedule of Services if applicable).

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d. Check the refrigerant cycle for proper conditions.

e. Check compressor oil level and oil pressure, if applicable.

f. Check all compressor and motor amperages.

g. Service electrical connections, including contractors.

h. Check all operating and safety controls.

i. Check sight glass and moisture indicators.

j. Check cleanliness of cooling coil and condensate pan, and install time-released, EPA registered pan treatment.

k. Check evaporator and condensers for proper heat transfer.

l. Check and record suction and discharge pressures.

m. Check operating condition of humidifier if applicable

n. Check and record the evaporator air temperature.

o. Check all mounting hardware, tie-downs, pitch pans, and roof curbing where applicable.

p. Maintain service records and record conditions for each component.

q. Submit report stating existing conditions and any additional repairs or modifications required

2. One (1) Annual cleaning of the Condenser Coils.

3. Three (3) quarterly operational inspections. Following is what we expect to be completed during the quarterly operational inspection

a. Lubricate bearings as necessary.

b. Adjust and inspect belt tension and condition.

c. Check air filters (replace per Schedule of Services if applicable).

d. Check the refrigerant cycle for proper conditions.

e. Service electrical connections, including contractors.

f. Check all operating and safety controls.

g. Check sight glass and moisture indicators.

h. Check cleanliness of cooling coil and condensate pan, and install time-released, EPA registered pan treatment.

i. Check evaporator and condensers for proper heat transfer.

j. Check operating condition of humidifier if applicable

k. Check all mounting hardware, tie-downs, pitch pans, and roof curbing or mounting hardware where applicable.

l. Maintain service records and record conditions for each component.

m. Submit report stating existing conditions and any additional repairs or modifications required.

4. Three (3) quarterly audiovisuals inspections. Following is what we expect to be completed during the quarterly operational inspection

a. Verify the operational condition of each piece of equipment

b. Check each system audio/visually for unusual noise and/or vibration

c. Check cabinet panels and structural components

d. Check unitary controls, temperature, and operational indicators if applicable

e. Check the condition of air filters

f. Submit report stating existing conditions and any additional repairs or modifications required

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C. Lot 2 Specific Equipment List

Make Model Serial System Type Quantity

Lake Nona Campus

Liebert TCDV205·A TBD CRAC Unit 1

Liebert TCDV205·A TBD CRAC Unit 1

Poinciana Campus

Liebert PX018UA1ADS702 Y17B6S0083 CRAC Unit 1

Liebert PX018UA1ADS702 Y17B6S0085 CRAC Unit 1

West Campus

Liebert CR040RC1A2A585 N12FBOOO24 CRAC Air Handling Unit 1

Liebert CR040RC1A2A585 N12FBOOO23 CRAC Air Handling Unit 1

Liebert CR040RC1A2A585 N12FBOOO25 CRAC Air Handling Unit 1

Liebert CR040RC1A2A585 N12FBOOO26 CRAC Air Handling Unit 1

Liebert CR035RA1A7C402 N12GBMOOO1 CRAC Air Handling Unit 1

Liebert TCSV60K·A C12G2F3363 CRAC Condensing Unit 1

Liebert VS105ASAOEI816S C12E8E0195 CRAC Air Handling Unit 1

Liebert DCDF415·A C12F4F2743 CRAC Condensing Unit 1

Liebert BU067 ADADOO816S N12G740102 CRAC Air Handling Unit 1

Liebert TCSV104·A C12G2F3318 CRAC Condensing Unit 1

Liebert TBD TBD Liebert Controls 1

Note: All condensing units associated with the Liebert AHU's units as listed above are included for quarterly PM Inspections, including annual comprehensive inspection and cleaning. Liebert controls associated with units above includes quarterly and comprehensive PM

THE FOLLOWING REQUIREMENTS AND EXPECTATIONS EXTEND TO LOT 1 & LOT 2.

A. Written Service Request from Authorized Representative

1. Any equipment and/or services to be furnished under the contract in excess of two thousand dollars ($2,000.00) shall be authorized by issuance of a written request (Email) sent by the College’s authorized representative(s).

2. All written requests are subject to the terms and conditions of the contract. In the event of a conflict between a written request and the contract, the contract shall have precedence.

3. Each written request will set forth the work to be accomplished, including but not be limited to, time to complete, materials required and specifications and drawings to be followed.

4. No work shall be authorized to be performed without a written request, with the exception of Emergency Repairs that necessitate action outside normal business hours. Emergency Repairs can be verbally authorized by the designated representative(s) for the Facilities Management Division and shall be followed up within forty-eight (48) hours with a written request.

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B. Emergency Repairs

1. The Contractor shall respond to emergency service calls within two (2) hours on 24-hour-a-day basis. The Contractor should advise the College within 15 minutes if they will respond to the emergency within the specified time frame. Otherwise, in case of contractor being unable to respond within the 2-hour frame, the contractor is required to within 72 hours to send a written communication stating that they could not respond to the emergency.

2. If Contractor is non-responsive and unable to respond an emergency call, Valencia College reserves the right to subcontract with another contractor (s) to resolve emergency repairs.

3. Emergency repairs during normal business hours will be coordinated with the Plant Operations Superintendent or authorized representative(s) before any services are performed.

4. Emergency repairs during other than normal business hours will be authorized by the designated representative(s) for the using Division.

5. Within forty-eight (48) hours after emergency repair(s) have been completed, the Contractor will provide the designated Division representative(s) with all cost data required by the contract. Failure of the Contractor to do so shall result in non-payment for services rendered.

C. Contractor's Responsibilities

1. Upon receipt of a written request for services from the College’s authorized representative(s), the Contractor shall prepare an independent written estimate of the labor and materials required to complete the work.

2. The Contractor will be provided a detailed scope of work, which identifies the specific job description.

3. The Contractor shall complete the total estimate to accomplish the job and will identify any additional tasks necessary to satisfactorily accomplish the overall scope of work.

4. If, during the course of work, the Contractor encounters unforeseen conditions which impact the work and which could not initially be evaluated, the Contractor shall not proceed without written authorization of the College’s authorized representative(s).

5. The Contractor shall have appropriate transportation and an adequate inventory of tools and equipment to perform work in a timely manner.

6. Materials and equipment installed shall be new, unless otherwise specified and meet or exceed the applicable specifications or standards.

7. Emergency work may be ordered verbally and followed up within forty-eight (48) hours by a written request.

8. College regular work hours are 7:00 a.m. to 5:00 p.m. Monday through Friday. Work performed after regular work hours will be considered overtime. The Contractor's time shall start on the job site. Any travel time and expenses shall be the responsibility of the Contractor and will not be reimbursed by the College.

9. The hourly rate bid shall include full compensation for labor, equipment use, travel time and any other costs to the Contractor. The rate is straight time for all labor, except as otherwise noted herein.

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10. The Contractor shall, in addition to all other guarantees, be responsible for faulty labor or workmanship and shall promptly correct improper work, without cost to the College, within a reasonable period after receipt of notification of such faulty labor or workmanship. If faulty labor results in safety issues or interrupts the College’s operations, the Contractor should respond within a two (2) hour time frame, to correct the issues. Payments in full or otherwise do not constitute a waiver of this guarantee.

The guarantee period shall be effective for one (1) year after acceptance of the work by the College.

11. Precautions shall be exercised at all times for the protection of persons (including employees) and property. Barricades shall be provided by the Contractor at Contractor's expense, when work is performed in areas traversed by persons or vehicles, or when deemed necessary by the College’s Representative(s).

12. The Contractor shall conform to all Federal, State and City regulations during the performance of the contract. Any fines levied due to inadequacies or failure to comply with all requirements shall be the sole responsibility of the Contractor. Any person found not in conformance with any laws, statutes, rules or regulations will not be allowed on the job site. Continued violations by a Contractor shall constitute cause for immediate termination of the contract.

13. All existing structures, utilities, services, roads, trees, shrubbery, etc., shall be protected against damage or interrupted service at all times by the Contractor during the term of specific Work Orders, and the Contractor shall be held responsible for any damage to property caused by reason of his operations on the property.

14. The Contractor shall ensure that all construction debris and waste is cleaned up after work is completed, and that the work area is returned to its original condition.

15. The Contractor shall ensure that all persons assigned to installation and repair work for Valencia College are uniformed, carry proper identification, and have passed all necessary background checks to work on/around all College facilities, including but not limited to: Fire Stations, Police Stations, and Recreational Facilities.

16. The Contractor shall be able to provide, electrical modification, building permits, lifting and delivery of equipment, electronic blueprints and as-built for any modifications.

17. The technician shall have a thorough knowledge of the work to be installed and repaired under this contract and be a skilled mechanic experienced with contracts of similar size and type.

18. The Contractor must be certified to maintain and repair the College’s air/water cooled chillers.

19. Workmanship throughout the contract period shall correspond to the standard of best practice, and all labor employed must be competent to do the work required. Tool marks will not be permitted on any exposed materials, fittings or piping.

20. The Contractor shall be responsible for all required permits and inspections. A copy shall be given to the designated Facilities Management Representative(s).

21. The designated Facilities Management Representative(s) must be notified immediately if a supervisor/contact person is replaced. The name and telephone number of the new supervisor/contact person shall be furnished at that time.

22. The College requires that all technicians sign-in and sign-out of the Contractor Log located at Plant Operations (during Normal hours) or at the Security Department (After Hours). In addition, a Work Order Ticket with a detailed explanation of the work completed and actual onsite hours worked must be turned in to the College’s Plant Operations representatives or Security Department (After Hours) after each visit.

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D. List Of Chillers and Locations

Chiller maintenance on water cooled chillers and respective manufacturers:

1. West Campus – CEP

• Four (4) CVHE Trane, 500 Ton Each

• One (1) WA 200 SMARDT, 500 Ton Each

• Six (6) Tower Tech TTXL Cooling Tower

2. East Campus –CEP

• Two (2) Trane CVHS Water Cooler Chiller, 325 Tons

• One (3) Tower Tech TTXL Cooling Tower

• Two (2) CVHE Trane, 650 Ton Each

3. Osceola Campus

• Three (3) WME Daikin, 500 Ton Each

• Three (3) Tower Tech TTXL Cooling Tower

4. Lake Nona

• Two (2) WMC Daikin, 160 Ton Each

• Two (2) Tower Tech TTXL Cooling Tower

5. School of Public Safety (SPS) Campus

• Air Cooled Thermal Storage

• Two (2) Trane Air Cooled Chillers RTAC’s, 170 Ton Each

6. Winter Park Campus

• Two (2) Trane Air Cooled Chillers 165 Ton Each

7. Poinciana

• Two Artic Chill (Trane) Chillers 200 Ton Each

• Two (2) Tower Tech TTXL Cooling Tower

E. Water Treatment

Water treatment is performed by Vanguard Industries DBA C.G. Solutions

COVERAGE OF COLLEGE PROPERTY

All mechanical systems, HVAC equipment, and infrastructure located on properties owned, leased, or operated by Valencia College shall be considered within the scope of this contract. This includes, but is not limited to, main campuses, satellite campuses, leased facilities, temporary structures, and any future properties that fall under the operational responsibility of Valencia College during the term of this agreement.

The Contractor shall provide services as outlined in this contract for any such property or equipment under the College's care, custody, or control, regardless of whether it is explicitly listed herein, unless specifically excluded in writing by the College.

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1.5 TERM OF CONTRACT

The College intends to award a Contract to one or more Contractors for a three (3) year term The contract may, by mutual assent of the parties, be extended for two (2) additional one (1) year periods or portions thereof, up to a cumulative total of five (5) years.

The College may select one contractor to perform Quarterly and Annual Maintenance and service and repairs (Lot 1) and additional contractors for Small Projects under $300,000 (Lot 2) Liebert Cooling System Maintenance and Repairs.

1.6 TENTATIVE TIMELINE

The following is the scheduled calendar of events with important dates and times. The College, at its sole discretion, may delay the scheduled dates if it is in the best interest of the College to do so. If the College determines that it is necessary to change these dates and/or times before the Proposal due date, the change will be announced via an addendum.

Action: Date:

RFP Broadcast January 28, 2026

*Pre-Proposal Conference, Non-Mandatory February 4, 2026

10:30 am (EST) via Zoom

Inquiry Deadline: All questions must be submitted to the

Procurement Department via VendorLink by.

February 11, 2026

10:00 am (EST)

Electronic Proposal Submissions Due Date and Time February 20, 2026

12:00 pm (EST)

*Evaluation of Proposals

MARCH 2, 2026

9:00am-12:00pm (EST) via

Zoom

Notice to Intend to Award

MARCH 5, 2026

* Final Award – District Board of Trustees Meeting

MARCH 12, 2026

*All Proposers are hereby notified that the meetings noted with an asterisk above (*) are public meetings open to the public. Although the public is invited, no comments or questions will be taken from the Proposers or other members of the public. to limit public meetings to reduce the spread of COVID-

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SECTION 2.0 PROCESS AND GENERAL INFORMATION

2.1 PROPOSER REGISTRATION

Valencia College’s Supplier registration and bid notification service, VendorLink, can be accessed at https://valenciacollege.edu/employees/procurement/solicitations.php.

Registration is a requirement to receive notifications of future addenda and notices of intended action. Suppliers who obtain documents from other sources, other than Valencia College Procurement Website, should not rely upon the accuracy of information. The College shall not be responsible for the correctness and completeness of documentation obtained from other sources. Automatic notifications provided by VendorLink does not relieve Contractors from periodically checking VendorLink for updates, documents, or addenda.

2.2 ACCESSIBILITY FOR DISABLED PERSONS

If a special accommodation is needed, please contact the Procurement Department no later than five (5) working days prior to the scheduled event. Contact the Authorized Procurement Representative as provided herein.

2.3 PROPOSER COMMUNICATION AND/OR INQUIRIES

The Proposer shall review this competitive solicitation in its entirety to determine whether Valencia’s objective, scope of services, conditions and requirements are clearly stated. If a Proposer has any questions regarding this competitive solicitation, Proposer must submit such inquiries and requests for clarification through VendorLink.

The Proposer’s inquiries or requests for clarification must provide the questions along with the relevant Section(s), Subsection(s), Paragraph(s), and page number(s) of the competitive solicitation being questioned.

Valencia will consider only those communications and/or inquiries submitted through VendorLink on or before the Inquiry Deadline Date. Unless the Authorized Procurement Representative specifically requests Proposers to provide additional communications, Valencia will not accept or consider any of Proposer’s written or other communications and/or inquiries (except solicitation response) received after the Inquiry Deadline Date.

To the extent Valencia determines, in its sole discretion, to respond to any communications, inquiries or requests for clarification, Valencia’s response will be made in an addendum to this competitive solicitation and posted on the VendorLink Website.

Valencia will consider the Proposer’s failure to communicate inquiries, or request clarifications by the Inquiry Deadline Date to constitute the Proposer’s acceptance of all of the conditions and requirements as stated in the competitive solicitation documents.

Valencia reserves the right to waive minor, nonmaterial irregularities in any or all proposals and accept or reject, in part or in full, any or all proposals.

https://valenciacollege.edu/employees/procurement/solicitations.php

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2.4 RESTRICTED PROPOSER COMMUNICATIONS

From the date of issuance of this competitive solicitation until Valencia takes final agency action, Proposers must not communicate with any Valencia employees, Evaluation Committee members or Valencia representatives regarding this competitive solicitation or Proposer’s solicitation response except as provided herein or as expressly requested by the Authorized Procurement Representative. Unauthorized communication or violations of this restriction will be grounds for immediate disqualification and rejection of the Proposer’s solicitation response.

All questions and requests for clarification related to process must be directed in writing to the authorized procurement representative (Issuing Agent): Reminder that questions directly related to Request for Proposal must be submitted via Vendorlink prior to the Inquiry Deadline date.

Regina Peeples: Assistant Director, Procurement Email: rpeeples2@valenciacollege.edu Department Email: valenciaprocurement@valenciacollege.edu

2.5 CONE OF SILENCE

With the exception of the Procurement Department, Evaluation Review Committee members, other College employees, and members of the Board of Trustees are not to be contacted regarding the RFP during the solicitation and selection process. Violation of this prohibition shall result in disqualification of the Proposer. All questions relating to this solicitation must be submitted through VendorLink.

2.6 ORAL INTERPRETATION AND ADDENDA

All interpretations and clarifications related to this solicitation, or supplemental instructions will be in the form of a written addendum from the Procurement Department. No oral interpretations or clarifications from College staff or by other means will be considered binding unless issued in writing, The Procurement Department will post any Addenda relating to this competitive solicitation along with Addenda Acknowledgment Forms on the Website. The Proposer’s authorized representative must sign and date the Addenda Acknowledgment Form.

2.7 SILENCE OF SPECIFICATIONS

Any perceived silence in the solicitation specifications or scope of work shall not be interpreted as any intended limitation upon the objective and purpose of the procurement as defined in this solicitation.

2.8 CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this Solicitation, provided that nothing herein shall be deemed to limit the College’s ability to waive minor irregularities without notice or the need to issue a written addendum. Goods or services will be procured on an as needed basis.

If a Proposer desires to submit a Proposal which, if selected by the College, would require the College to waive, alter or omit a material, mandatory requirement set forth in this Solicitation, the Proposer must first submit a request in writing to the College asking the College to amend the requirement(s) of this Solicitation in the same manner provided for the submission of written questions by Proposers provided in the section of this Solicitation entitled “Questions Regarding Solicitation Process.”

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If the College, in its discretion, agrees to amend, alter, or waive the requirement, the College will issue a notice to all prospective Proposers of the change in the form of a written addendum.

Please note, the College is not asking the Proposers to send in their Proposals before the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

The College will not be liable for any costs incurred by a Proposer in preparing and submitting a response. All documentation produced as part of this solicitation shall become the exclusive property of the College upon receipt and may not be removed by the Proposer or its agents. All Replies shall become the property of the College and will not be returned to the Proposer. The College shall have the right to use any and all ideas or adaptations of ideas contained in any response received in response to this solicitation. Selection or rejection of the response will not affect this right.

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following the date of opening. Should the Proposer default with this binding condition, the Proposer may be placed in debarment from submitting a proposal and doing business with the College for up to one year.

2.11 RESERVED RIGHTS

The College, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all Replies, to re-advertise this solicitation, postpone or cancel, at any time, the solicitation process, or to waive minor irregularities and informalities in this Solicitation or in the Replies received as a result of this Solicitation. The College does not guarantee the award of any contract as a result of this solicitation process. The College reserves the right to make the award to the Proposer who, in the opinion of the College, will be in the best interest of and/or the most advantageous to the College.

The College also reserves the right to reject the Reply of any Supplier who has previously failed in the proper performance of an award or to deliver on time contracts, or who, in the College’s opinion, is not in a position to perform properly under this award. The College reserves the right to inspect all facilities of Proposers in order to make a determination as to the foregoing.

2.12 ACCURACY OF INFORMATION

Any Proposer which submits in its proposal to the College any information which is determined to be substantially inaccurate, misleading, exaggerated, incomplete, false, or incorrect, may be disqualified from consideration and may be disqualified from applying for other work for a period of up to three (3) years.

2.13 PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Proposers should be aware the Solicitation and the responses thereto are in the public domain. The Proposer must include any materials it asserts to be exempt from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled Attachment to Solicitation, Valencia College "Title" and include SOLICITATION number - Confidential Material.

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Proposers must identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

A generic notation that information is “confidential” is not sufficient. Failure to provide the Procurement Department Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

All Proposals received from Proposers in response to this Solicitation will become the property of the College and will not be returned to the Proposers. In the event of Contract award, all documentation produced as part of the contract will become the exclusive property of the College.

2.14 PROPOSAL WITHDRAWAL

Proposers may withdraw, alter, and resubmit their Proposals through VendorLink at any time before the proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time.

2.15 PROTESTS

Any Notice of Protest by a bidder or Proposer or other party involving the specifications, terms and conditions or any other aspect of the solicitation must be filed in writing within seventy-two

(72) hours after the posting of the notice of decision or intended decision noting the basis of the protest. Failure to file a protest within the time prescribed in “Procedure for Protest of Competitive Solicitations Decisions/Intended Decisions (Protest Procedures) or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings. Please visit the Procurement Website to view a complete copy of the Protest Procedures at: https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

2.16 COOPERATIVE AGREEMENT

The Council of Purchasing Professionals (COPP) is comprised of procurement officials from the 28 Colleges within Florida. The objective of COPP is to promote the development of cost effective co-operative purchase contracts to maximize total value for those organizations. COPP members have the ability to utilize the proposed contract awarded for services as specified. The awarded contractor agrees to offer the same pricing, terms and conditions to those agencies;

however, each agency will be responsible for issuing purchase orders for the services offered under the agreement.

https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

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SECTION 3.0 INSTRUCTIONS FOR PREPARING PROPOSAL

3.1 PROPOSAL SUBMITTAL FORMAT

Replies shall be prepared simply and economically, providing a straightforward, concise delineation of the Proposer’s capabilities to satisfy the requirements of this Solicitation. In order to ensure a uniform review process and to obtain the maximum degree of comparability, Proposal should be organized by section with tabs that reference the evaluation criteria as outlined below.

A Table of Contents should include a clear identification of the material by Section and by page number.

3.1.1 General Information

a) Proposal documentation should not exceed 40 pages (one-sided), 20 pages (two-sided). Required Valencia forms and Tabs/dividers are not included in this count.

b) The cover page must identify the Solicitation Number, Name, Date of submission, and the Name of the Proposer.

c) The Solicitation Number and Name must be included in the footer of each page of the Proposal and all attached documents at the time of submittal.

d) Number each page consecutively, including exhibits, attachments, resumes, and any other related supplemental information.

e) Separate and identify each section of the Proposal response by use of a divider/separation page.

f) It is the sole responsibility of the Proposer to ensure that electronic proposal submittals are received by the Procurement Department by the due date and time.

g) The College shall not be responsible for delays caused by any occurrence.

3.1.2 Electronic Submittal

a) Electronic Submittals will only be accepted via VendorLink.

b) Digital copy must be one single file, not larger than one (1) gigabyte (GB).

c) Only files in the following formats will be accepted: Microsoft Word, Excel, PowerPoint, and Adobe Portable Document Format (PDF)

d) Files submitted must be formatted and enabled for printing.

e) Bidders may withdraw, alter, and resubmit their Proposals through VendorLink at any time before the proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time.

f) VendorLink system will not accept any document submission after the due date and time.

g) In the event of technical difficulties in the submitting proposals, Proposers should contact VendorLink support at support@evendorlink.com.

h) Valencia College may request clarifications and additional information after proposal submission.

mailto:support@evendorlink.com

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3.2 PROPOSAL SUBMITTAL LAYOUT

Separate each Tab with an identifiable divider.

TAB A: TITLE PAGE AND TABLE OF CONTENTS

1. Include completed Competitive Solicitation Acknowledgement Form (Page 1).

2. Letter of Intent: A cover letter on the Proposer’s letterhead that summarizes in a brief, concise manner, an understanding of the Scope of Work, and a positive commitment to perform the services promptly. The letter must be signed by an official authorized to make such commitments and enter into a contract with the College. The letter must indicate the official’s title or authority and contact information. The letter should not exceed two (2) pages in length.

3. Table of Contents should include clear identification of the material by section and by page number.

TAB B: MINIMUM MANDATORY REQUIREMENTS

Pass / Fail Mandatory Requirements: Proposers shall certify that they meet the minimum mandatory qualifications. Provide evidence that your Supplier meets the minimum mandatory requirements of this Solicitation as identified in the Scope of Work (SOW) Section.

Proposers that do not submit documentation to meet the minimum mandatory requirements as specified in this Solicitation may not be considered for further evaluation.

TAB C: EXPERIENCE & QUALIFICATIONS

• State of Florida Certified Mechanical Contractor license (required)

• Documented higher-education HVAC experience

• Firm stability, financial capacity, and organizational structure

• Experience performing quarterly and annual HVAC preventative maintenance

• Experience performing HVAC repairs and emergency services

• Past performance on contracts of similar size and scope (references)

TAB D: LIEBERT-SPECIFIC EXPERIENCE & TECHNICAL CAPABILITY

• Demonstrated experience servicing Liebert or equivalent mission-critical cooling systems

• Manufacturer-authorized training, certifications, or service partnerships

• Experience supporting data centers or critical environments in higher education

TAB E: TECHNICAL APPROACH & METHODOLOGY

• Preventative maintenance approach for quarterly and annual services

• Approach to small HVAC projects up to $300,000, including coordination and controls integration

• Repair and service response methodology, including diagnostics and troubleshooting processes

• Procedures for maintaining systems in compliance with manufacturer recommendations

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TAB F: RESPONSE TIME, SERVICE AVAILABILITY & ACCOUNT MANAGEMENT

• Routine service response time

• Emergency response time (after-hours, weekends, holidays)

• Availability of local service technicians and service vehicles

• Provision of a dedicated Account Manager and appropriately assigned service technicians to support the institution across regions or campuses

TAB G: SAFETY, COMPLIANCE & RISK MANAGEMENT

• Safety program and OSHA compliance

• Environmental compliance, including EPA-regulated refrigerant handling and disposal

• Insurance, bonding capacity, and risk-mitigation strategies for small projects

TAB H: COST PROPOSAL

Proposer’s price(s) shall be submitted in the format provided on Attachment 3, Cost Proposal

Form.

If you are only bidding on one lot, please mark N/A in all fields of the cost proposal form related to the lot you are not bidding on.

TAB I: COMPLETENESS AND RESPONSIVENESS OF SUBMITTAL

This criterion includes, and is not limited to, the degree of Solicitation submittal completeness and ability to follow Solicitation instructions to include certification forms, documentation, and other related information.

1. Include the completed Exhibits listed below:

a) EXHIBIT A: Proposal Certification Form

b) EXHIBIT B: Proposer Information and Signature Form & W9 Form

c) EXHIBIT C: Conflict of Interest and Disclosure Statement

d) EXHIBIT D: Sworn Statement on Public Entity Crimes

e) EXHIBIT E: Addendum Receipt Verification

f) EXHIBIT F: Drug-Free Work Place

g) EXHIBIT H: Minority Business Certificate

h) EXHIBIT I: Financial Attestation

i) EXHIBIT J: Disputes Disclosure Form Summary of Litigation

j) EXHIBIT K: Surety Bonding (construction) NOT APPLICABLE

k) EXHIBIT L: BYRD Anti Lobbying Certification

2. Corporate Information: If Supplier is a corporation, provide a copy of the certification from the Florida (or other state) Secretary verifying Supplier’s corporate status and good standing and in the case of out of state corporation, evidence of authority to do business in the State of Florida.

3. Subsidiaries: Name any subsidiary or affiliated companies in which principals have a financial interest. Explain in detail the principal’s interest in this company.

4. In an effort to assess your company’s overall stability, please provide a history of ownership from inception to present, including any and all company name changes, the dates of any strategic equity investments, mergers, buyouts and/or potential buyouts, bankruptcies, downsizing, and processing center relocations.

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5. Include a copy of any applicable licenses and or certificates. Include proof that the

Supplier has a current license to do business in the State of Florida. Provide proof that the Supplier meets the certification requirements of the services to be performed.

6. Evidence of satisfactory resolution of claims filed by or against the Supplier asserted on projects of the same or similar nature within the last five (5) years.

TAB J: CONFIDENTIAL MATERIALS AND FINANCIAL STRENGTH

Confidential materials shall be submitted in this section - Any materials that qualify as “trade secrets” as defined by Section 812.081(1)(c), Florida Statutes, or financial statements required by the College for projects as defined in 119.071(1)(c), Florida Statutes shall be segregated, clearly labeled.

1. Include Exhibit I- Financial Attestation Form

2. Disclose any material changes in the business operations of the Firm, including without limitation any pending bankruptcy proceedings, bankruptcies, receiverships, mergers, acquisitions, stock acquisitions or spin-offs which have occurred within the last three (3) years and any material pending or threatened litigation. If appropriate, discuss the impact of these changes on the Firm’s financial or managerial ability to perform the noted tasks under this Contract. Provide the name, title, address and phone number of the financial officer of the Firm responsible for providing this information. Indicate whether you have filed for bankruptcy within the previous seven (7) years.

3. Include Exhibit J- Disputes Disclosure Form Summary of Litigation

Provide a summary of any litigation, claim(s), or contract dispute(s) which have been finalized and/or decided by a court of law, which were filed by or against the Supplier in the past five (5) years. The summary should state the nature of the litigation, claim, or contract dispute, a brief description of the case, the outcome, and the monetary amounts involved. The disclosure can be limited to:

a. Cases, which are related to contractual services provided in the regular course of business.

b. The regional/district office that will be supporting this contract.

c. Sanctions: List any regulatory or license agency sanctions.

d. Lost Accounts/Clients: Provide a complete list of all accounts lost due to early termination or non-renewal. Include contact names and telephone number, length of service at each account, and reason for the loss. This list can be limited to the regional/district office, which will be supporting this contract, and may be limited to the past five (5) years.

e. Canceled Contracts: Provide a complete list of all contracts canceled/terminated by the Supplier prior to the expiration date. Include a contact name and telephone number, length of service provided, and the reason the Supplier chose to cancel the contract. This list can be limited to the regional/district office that will be supporting this contract and may be limited to the past five (5) years.

f. Contract Denial: Indicate if your Supplier has been denied a contract award on which you submitted the best proposal. If so, explain in detail.

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4. Insurance and Other Required Forms:

Attach evidence of required insurance coverage or proof of insurability in the amounts indicated. A properly completed ACORD Form is preferred. Upon final award, Certificates of Insurance Forms must contain the correct solicitation and/or project number and Valencia College contact person. Certificate(s) of Insurance must confirm professional liability/errors and omissions insurance (one (1) million dollar minimum), current workers compensation, public liability, and property damage insurance.

Firms that have owner/operators that have…