RFP_2026-30_HVAC_Preventative_Maintenance_Service_and_Repairs.pdf

1 | Page RFP 2026-30 HVAC Preventative Maintenance Service and Repairs

Competitive Solicitation

Acknowledgement Form

Submit Response Electronically via VendorLink at:

https://www.myvendorlink.com/common/default.a spx

(For submittal details see Section 3.0, page 20)

Solicitation Number:

RFP 2026-30

Solicitation Title:

HVAC Preventative Maintenance Service and Repairs

RFP Broadcast Date:

March 5, 2026

(Non-Mandatory) Site- Visit/Walk Through:

March 24, 2026@

8:30am-3:45pm (EST)

Questions Cutoff Date:

April 3, 2026 @ 10:00 am (EST)

Proposal Due Date & Time:

April 10, 2026

@12:00 PM (EST)

Review and Evaluation of

Proposals:

April 23, 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 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 eleven

(11) campus locations: West Campus, East Campus, Winter Park Campus, Osceola Campus, Lake Nona Campus, Poinciana Campus, School of Public Safety, Advanced Manufacturing Training Center, Accelerated Skills Training – Northwest Orlando Campus, Accelerated Skills Training – Downtown Campus, 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 Heating, Ventilation, and Air Condition (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. The selected Contractor must be capable of performing the full scope of work across all College locations. All pricing shall be submitted using (Attachment 3) Cost Proposal Form.

1.2 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. Proposer must have a current Liebert Service Provider Network (LSPN) status for minimum of 3 years and maintain it throughout the term of the contract.

1.3 SCOPE OF WORK AND MINIMUM REQUIREMENTS

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

CATEGORY 1: PREVENTATIVE MAINTENANCE, CORRECTIVE MAINTENANCE,

AND SERVICE & REPAIRS, AS NEEDED

Preventative maintenance tasks shall be performed in accordance with manufacturer recommendations, industry best practices, and applicable codes. Preventative maintenance services shall not be limited to visual inspections and must include all actions necessary to maintain equipment in safe, reliable, and efficient operating condition.

A. SCOPE OF WORK

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

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

4 | Page RFP 2026-30 HVAC Preventative Maintenance Service and Repairs and recharging, leak detection and repair, and repair/replacement of auxiliary DX system components.

2. 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/Variable Frequency Drives (VFDs).

3. 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.

4. 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.

5. Exhaust Fans: Scope of work may include, but is not limited to, cleaning and inspection of fan blades, housings, filters, and duct inlets; lubrication of bearings and moving components; adjustment or replacement of belts, pulleys, and hardware; repair or replacement of fan blades/impellers, motors, bearings, vibration isolators, and damaged wiring or controls; correction of airflow restrictions, duct damage, or damper failures; and repair or replacement of associated starters, switches, and safety devices.

6. Energy Recovery Units (ERUs): Scope of work may include, but is not limited to, inspection and cleaning of energy recovery wheels/cores, filters, drain pans, and housings; repair or replacement of drive motors, belts, seals, and wheel/enthalpy cores;

verification and adjustment of wheel rotation, speed controls, and purge sections;

inspection and repair of associated supply and exhaust fans, dampers, and actuators;

correction of airflow imbalances or duct-related issues; and repair or replacement of associated starters, sensors, controllers, and electrical disconnects

7. Tower Tech will be annually inspected with cleaning only on request by Tower Tech certified technicians. The College may add or delete locations. Cooling towers shall be annually inspected by Tower Tech certified technicians. Cleaning services shall be performed only upon request by the College. The Contractor shall coordinate access and support as required but shall not perform tower cleaning unless authorized in writing.

8. Other Heating, Ventilation, Air Conditioning, and Refrigeration (HVACR) Equipment:

Any additional equipment not specifically listed above, but commonly recognized as part of standard HVACR infrastructure and normally maintained, repaired, or serviced within the scope of typical HVACR trade practices, shall be included in this pricing. This includes any ancillary, accessory, or supportive components integral to system operation unless otherwise excluded by the College in writing prior to the issuance of a work order.

B. SMALL PROJECTS WITH THE TOTAL COST UP TO $300K

All small projects shall be issued via written work order or amendment and are subject to College approval prior to commencement. The College reserves the right to competitively procure or self-perform any project at its discretion.

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. For example, replacing ductwork or an air handler or modifications to chilled water piping.

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

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CATEGORY 2: CHILLER AND LIEBERT COOLING SYSTEM QUARTERLY AND

ANNUAL PREVENTATIVE MAINTENANCE

A. SCOPE OF WORK (CHILLER QUARTERLY AND ANNUAL PREVENTATIVE

MAINTENANCE)

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

1. 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. Major repairs requiring manufacturer involvement shall be coordinated by the Contractor, subject to College approval, unless otherwise directed by the College.

2. Service Requirement for One (1) annual comprehensive inspection.

a. Following are what we expect to be completed during the annual comprehensive inspection:

1. Inspect and clean condenser tubes (water-cooled) or condenser coils

(air-cooled), including brushing or approved chemical cleaning if applicable.

2. Inspect and clean evaporator tubes and verify proper heat transfer.

3. Inspect refrigerant levels and perform full refrigerant cycle analysis.

4. Perform leak detection and document any refrigerant loss or abnormal conditions.

5. Inspect and record compressor oil level, oil condition, and oil pressure;

replace oil and filters if applicable.

6. Conduct motor megger testing and record readings.

7. Check and record all compressor, pump, and fan motor amperages.

8. Inspect and tighten all electrical connections, contactors, relays, safeties, and terminals.

9. Test all operating, limit, and safety controls, including pressure, temperature, and flow switches.

10. Inspect refrigerant sight glasses and moisture indicators.

11. Verify proper operation of condenser water pumps, cooling tower interface, and flow sensors (if applicable).

12. Record approach temperatures on evaporator and condenser.

13. Verify proper purge unit operation (low-pressure chillers only, if applicable).

14. Inspect and verify proper operation of VFDs, starters, and control components.

15. Inspect vibration levels and check mounting hardware, isolation pads, and alignment where applicable.

16. Maintain service records and document conditions of all major components.

17. Submit a detailed written report identifying existing conditions, required corrective repairs, and recommended improvements.

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b. One (1) annual cleaning of condenser coils or condenser tubes (as applicable).

1. Water-cooled chillers: mechanical brushing or approved chemical cleaning of condenser tubes.

2. Air-cooled chillers: pressure-wash condenser coils using non-corrosive coil cleaner.

3. Document performance and condition before and after cleaning.

c. Three (3) quarterly operational inspections.

Following is what we expect to be completed during quarterly operational inspections:

1. Verify refrigerant cycle conditions, including pressures, superheat, and subcooling.

2. Inspect refrigerant sight glasses and moisture indicators.

3. Inspect and record compressor and motor operating conditions, including amperage.

4. Inspect and tighten electrical connections, contactors, relays, and safeties.

5. Test operating and safety controls for proper functionality.

6. Verify proper operation of condenser water flow, pumps, cooling tower interface, or condenser fans (if applicable).

7. Inspect piping insulation, refrigerant lines, and vibration isolators.

8. Inspect chiller controls, sensors, and setpoints for correct operation.

9. Maintain service logs and operational data records.

10. Submit a report stating existing conditions and any required repairs or recommendations.

d. Three (3) quarterly audiovisual inspections.

Following is what we expect to be completed during audiovisual inspections:

1. Verify operational status of the chiller and major components.

2. Observe for unusual noise, vibration, or abnormal cycling.

3. Inspect cabinet panels, piping supports, and structural components.

4. Observe unitary controls, temperatures, pressures, and indicator lights (as applicable).

5. Perform a visual check of condenser coil cleanliness or water-cooled condenser operating conditions without performing cleaning.

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

3. 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. Refrigerant replacement shall comply with all EPA regulations and include proper documentation of recovery, disposal, and recharge quantities. The Contractor

7 | Page RFP 2026-30 HVAC Preventative Maintenance Service and Repairs 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.

4. Chiller Equipment List:

East Campus

CHILLER MODEL NUMBER Tonnage Cooled BRAND NAME

1 CVHF 650 Water TRANE

2 CVHF 650 Water TRANE

3 CVHS 325 Water TRANE

4 CVHS 325 Water TRANE

School of Public Safety (SPS)

CHILLER MODEL NUMBER Tonnage Cooled BRAND NAME

1 RTAC 170 Air TRANE

2 RATC 170 Air TRANE

Winter Park Campus

CHILLER MODEL NUMBER Tonnage Cooled BRAND NAME

1 ACRC 165 Air TRANE

2 ACRC 165 Air TRANE

Osceola Campus

CHILLER MODEL NUMBER Tonnage Cooled BRAND NAME

1 WME0500 500 Water Daikin

2 WME0500 500 Water Daikin

3 WME0500 500 Water Daikin

Poinciana Campus

CHILLER MODEL NUMBER Tonnage Cooled BRAND NAME

1 WMC290D 200 Water Daikin

2 WMC290D 200 Water Daikin

Lake Nona Campus

CHILLER MODEL NUMBER Tonnage Cooled BRAND NAME

1 WMC 160 Water Daikin

2 WMC 160 Water Daikin

West Campus

CHILLER MODEL NUMBER Tonnage Cooled BRAND NAME

1 CHVF 500 Water Trane

2 CHVF 500 Water Trane

3 CHVF 500 Water Trane

4 CHVF 500 Water Trane

SWA200-3LG10I-

2A2AN 500 Water SMARDT

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B. LIEBERT QUARTERLY AND ANNUAL PREVENTATIVE MAINTENANCE SCOPE

OF WORK

1. VENDOR REQUIREMENTS

a. Proposer must have a current Liebert Service Provider Network (LSPN) status for minimum of three (3) years and maintain it 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:

i. 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).

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 contactors.

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

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

iii. Three (3) quarterly operational inspections. Following are 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 contactors.

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.

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m) Submit report stating existing conditions and any additional repairs or

iv. Three (3) quarterly audiovisuals inspections. Following are what we expect to be completed during the quarterly operational inspections.

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

c. Liebert 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

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C. CONTRACTOR'S RESPONSIBILITIES

1. Upon receipt of a written request for services from the Facilities Management Representative. 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 Facilities Management Representative.

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 College will not pay for any charges outside of the hourly labor rates and material costs submitted in Attachment 3. All other expenses, including, but not limited to, travel, fuel, truck or vehicle fees, environmental or compliance fees, shop supplies, miscellaneous parts not itemized, administrative fees, or any other Contractor-imposed surcharges—must be fully included in the hourly rates provided and will not be accepted as separate billable items, unless otherwise approved by an appropriate representative of the College.

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 carried out 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 Facilities Management Representative.

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.

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15. The Contractor shall ensure that all persons assigned to The Contractor shall ensure that all personnel assigned to perform installation or repair services for the College are properly uniformed, carry visible company-issued identification, and have passed background checks acceptable to the College. The College reserves the right to deny site access to any Contractor personnel who do not meet security, safety, or identification requirements.

16. The Contractor shall be capable of providing or coordinating required electrical modifications, permits, lifting, delivery, electronic drawings, and as-built documentation as required.

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.

20. Tool marks will not be permitted on any exposed materials, fittings or piping.

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

22. 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.

23. 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 Facilities Management Representative or Security Department (After Hours) after each visit.

D. 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.

E. 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 fifteen (15) minutes if they will respond to the emergency within the specified time frame. If the Contractor is unable to respond within the required two (2) hour timeframe, written notification explaining the reason for non-response shall be submitted within seventy-two (72) hours.

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2. If Contractor is non-responsive and unable to respond to 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.

F. 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.

Eddy current testing is to be performed every five (5) years. Vibration, Infrared or Motor Analysis testing is to be performed every three (3) years.

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

G. 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.

1.5 TERM OF CONTRACT

The College intends to award a Contract for a three (3) year term. The Contract may, by mutual agreement of the parties, be extended for up to two (2) additional one (1) year periods, not to exceed a total term of five (5) years.

The Contractor selected through this RFP will be responsible for providing all services outlined in the scope of work, including quarterly and annual HVAC preventative maintenance, HVAC repair and service work, Liebert cooling system maintenance and repairs, and small HVAC projects with a total cost of up to $300,000.

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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 March 5, 2026

Non-Mandatory Site Visit/Walk Through

(Review Section 1.7 for Site Visit protocol & schedule)

March 24, 2026

8:00am-3:45pm (EST)

Inquiry Deadline: All questions must be submitted to the

Procurement Department via VendorLink by.

April 3rd 2026 10:00 am (EST)

Electronic Proposal Submissions Due Date and Time April 10th 2026

12:00pm (EST)

*Evaluation of Proposals

Thursday, April 23rd, 2026

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

Zoom

Notice to Intend to Award April 27, 2026

* Final Award – District Board of Trustees Meeting May 7,2026

*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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1.7 NON-MANDATORY SITE VISIT/WALK THROUGH PROTOCOL

Date: March 24, 2026

Time: 8:00am-3:45pm (EST)

Location: (See list of meeting locations below)

The following protocol has been put in place for Contractors when attending the Site

Visit/Walk through. All attendees must sign the Non-Mandatory Walk-Through sign-in sheet .

The Project Manager will be in attendance.

If Contractor should have any questions during the walk through, write them down and submit them via VendorLink by the “Question Cutoff Date & Time”.

Site Visit/Walkthrough Schedule:

Meeting Location Time Topics to be addressed

West Campus → Observe a existing chillers

1800 South Kirkman Road at each location.

Orlando, FL 32811 → Assess Operating Log and understand what is

Osceola Campus expected.

1800 Denn John Lane → Question what oils and

Kissimmee, FL 34744 refrigerant are being utilized.

Poinciana Campus → Question what is the

3255 Pleaseant Hill Road existing water treatment

Kissimmee, FL 34746 utilized.

Lake Nona

12350 Narcoossee Road

Orlando, FL 32832

East Campus

701 N. Econlockhatchee Trail

Orlando, FL 32825

SPS Campus

8600 Valencia College Lane

Orlando, FL 32825

Winter Park Campus

850 W. Morse Blvd.

Winter Park, FL 32789

3:15–3:45 PM

8:00–8:30 AM

9:15–9:45 AM

11:30–12:00 PM

10:15–10:45 AM

Travel Time - Approximately 45 minutes

Travel Time - Approximately 30 minutes

Travel Time - Approximately 45 minutes

Lunch and Travel Time - Approximately 1 hour and 30 minutes

Travel Time - Approximately 15 minutes

Travel Time - Approximately 30 minutes

1:30–2:00 PM

2:15–2:45 PM

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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.

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.

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

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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.”

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.

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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.

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

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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.

2.17 COERCION FOR LABOR

In accordance with Section 787.06 (13), Florida Statutes, all Proposers should be aware the Statute requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services as defined in that statute. The District Board of Trustees of Valencia College, Florida, is a governmental entity for purposes of this statute.

2.18 FOREIGN COUNTRIES OF CONCERN

In accordance with Section 288.860, Florida Statutes, Public entities, including state agencies, political subdivisions, public schools, state colleges, and state universities, are prohibited from entering into agreements or accepting grants from foreign countries of concern if such agreements constrain contractual freedom, allow foreign control over curriculum or values, or promote agendas detrimental to U.S. safety or security.

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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It is the responsibility of the Proposer to disclose whether the ownership of their company is headquartered in or substantially controlled by any foreign country of concern as defined by Florida law. Such disclosure must be made at the time of Proposal submission. Additionally, if, at any time after a contract has been awarded, there is a change in ownership that results in the company being headquartered in or substantially controlled by a foreign country of concern, the contractor is required to immediately inform the College in writing. Failure to provide such disclosure or to notify the College of any subsequent change in ownership may result in the termination of the contract.

2.19 FAMILIARITY WITH LAWS

Should any term or condition of this Agreement be rendered unlawful by statute, regulation, court ruling, or governmental directive, including but not limited to restrictions on the use of funds, Valencia shall have the right to immediately cease compliance with that term or condition with prompt notification to vendor. Should a statute, regulation, court ruling, or governmental directive render this Agreement null and void, impossible, or impracticable by the parties, the parties shall negotiate a termination on mutually agreeable terms.

2.20 U.S. PRODUCED IRON AND STEEL PRODUCTS

Contractor bidding on public works projects agrees to comply with the provisions of Section 255.0993, Florida Statutes, Public works projects; United States-produced iron and steel products, which requires that, as may be applicable, any iron or steel product permanently incorporated in the project be produced in the United States, except as otherwise provided or exempted therein.

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