Walk-In_Freezer_Replacement.pdf

RFQ

22-23.180

WALK-IN FREEZER REPLACEMENT

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: October 6, 2025

DEADLINE FOR QUESTIONS: October 17, 2025

RESPONSE DEADLINE: October 20, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/escambiacountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Escambia County

RFQ

Walk-In Freezer Replacement

1. Introduction

2. Project Details

3. General Terms and Conditions

4. Pricing Table

5. Vendor Submissions

Attachments:

A - Basic Insurance_Requirements

RFQ #22-23.180

Title: Walk-In Freezer Replacement

1. Introduction

1.1. Summary

The Escambia County Department of Animal Welfare seeks quotes for the removal of the existing walk-in freezer unit and the installation of a new, energy-efficient, code-compliant walk-in freezer system that meets operational and safety requirements of the facility. The current unit that will need to be removed is approximately an 8' x 8' freezer and should be replaced with one of similar size.

The walk-in freezer will be delivered and installed at the Escambia County Animal Welfare and Adoption

Center, located at 200 West Fairfield Dr. Pensacola, FL. 32501. This is a replacement for an existing walk-in freezer. The area where the equipment will be installed is an outdoor concrete loading dock space.

This area is where the existing freezer has been and should have required electric that should be adequate but that should be verified by the vendor. The following insurance requirements must be met by the awarded contractor, Worker's Comp, General Liability, Auto Liability, and Pollution or

Environmental Liability.

1.2. Contact Information

John Robinson

Director

200 w fairfield dr

Pensacola, FL 32501

Email: jarobinson@myescambia.com

Phone: (850) 595-3078

Department:

Animal Services

1.3. Timeline

Release Project Date October 6, 2025

Question Submission Deadline October 17, 2025, 4:00pm

Quote Submission Deadline October 20, 2025, 5:00pm

2. Project Details

2.1. Important Instructions for Electronic Submittal

Escambia County Department of Animal Welfare is accepting electronic quote submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

mailto:jarobinson@myescambia.com tel:(850)595-3078 https://procurement.opengov.com/governments/3340/signup

2.2. Scope of Work or Project Details

Scope of Services

• Demolition & Removal o Disconnect and safely remove the existing walk-in freezer, including panels, doors, refrigeration equipment, and electrical connections.

o Properly dispose of all removed materials in accordance with local environmental and safety regulations.

• Site Preparation o Inspect and prepare the installation area, including floor leveling, wall repairs, or structural modifications as needed.

o Ensure all utility connections (electrical, drainage, etc.) are ready for new equipment.

• New Freezer Installation o Furnish and install a new walk-in freezer system, including:

o Insulated wall and ceiling panels o Floor system (if applicable) o Hinged or sliding freezer door with heater o Interior lighting o Thermometer and control panel

• Install new refrigeration system (remote or self-contained as specified), including:

o Condensing unit o Evaporator coil o Refrigerant piping and insulation o Electrical connections and controls

• Testing & Commissioning o Start up and test the system to ensure proper operation.

o Verify temperature control, door seals, lighting, and alarms.

o Provide training to facility staff on operation and maintenance.

• Clean-Up o Remove all debris and packaging materials from the site.

o Leave the area clean and ready for use.

Deliverables

• Equipment submittals and specifications

• Warranty documentation (equipment and labor)

• As-built drawings (if applicable)

• Operation and maintenance manuals

Contractor Responsibilities

• Obtain all necessary permits and inspections.

• Ensure compliance with local building, health, and safety codes.

• Coordinate with facility staff to minimize disruption.

• Provide proof of insurance and licensing.

Exclusions

• Structural modifications beyond freezer footprint (unless specified)

• Electrical upgrades outside of freezer scope

• Fire suppression or alarm system modifications (unless specified)

3. General Terms and Conditions

Escambia County General Terms and Conditions apply to all Purchase Orders resulting from a request for quotes. See the full list of terms and conditions in the attachments:

https://myescambia.com/our-services/purchasing/vendor-registration/uniform-contract-format

If you are performing work on Escambia County property, you must provide proof of a certificate of insurance that meets the County’s standard requirements and lists Escambia County as an additional insured. Vendors should contact the designated department or project representative to confirm specific insurance requirements before proceeding with work.

4. Pricing Table https://myescambia.com/our-services/purchasing/vendor-registration/uniform-contract-format

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Walk-in Freezer Removal 1 ea

2 Walk-in Freezer equipment 1 ea

3 Walk-in Freezer installation 1 ea

TOTAL

5. Vendor Submissions

5.1. I understand that this is a written quote request not a formal bid or solicitation. *

☐ Yes

☐ No

*Response required

5.2. I confirm that the pricing submitted in the Pricing Table is valid for the purposes of this written quote request*

☐ Please confirm

*Response required

5.3. Supporting Documents or Specifications for Quotes

Please upload any supporting documents for your quote here such as technical or detailed specifications for solution provided.

5.4. Proof of Sunbiz Registration*

Please provide proof of Sunbiz registration in your submission packet for the quote. Vendors outside the State of Florida are still eligible to participate in purchases with Escambia County, but you must register in Sunbiz before we can issue a payment or finalize the award.

*Response required

5.5. W-9*

Please Provide a copy of your W-9. If awarded the quote, the department will need your W9 to add you to our system for issuing a Purchase Order.

*Response required

5.6. Proof of Contractor Licensure*

Vertical Construction requires a contractors license.

*Response required