Y25-1008_Drafting_Resource_updated_6-9-25sfl.docx

ORANGE COUNTY BOARD OF

COUNTY COMMISSIONERS

Procurement Division

IFB DRAFTING RESOURCE – PURCHASING SECTION

A. PROJECT INFORMATION

1. TITLE (from Project Information Sheet received from dept) Emergency and Temporary Heating, Ventilation and Air Conditioning (HVAC) Equipment Rental and Installation Services

2. PROJECT ID (grab from the contract numbering board after logging new project) Y25-1008

3. CATEGORIES (COMMODITY CODES):

Please select the applicable commodity code(s) for Advantage (https://apps.ocfl.net/OrangeBids/Commodityrpt.asp)

97320 CONTRACTORS SPECIALIZED

28700 ELECTRICAL AND ELECTRONIC TESTING & ANALYZING EQUIPMENT

28799 MAINT SVCS, ELEC & ELECTRONIC TESTING & ANALZNG EQUIP & DEMN

03000 AIR CONDITIONING EQUIPMENT AND ACCESSORIES

03002 AIR COND, HEATERS, COMMERCIAL, PKG AND CENTRAL UNIT

03043 HUMIDIFIERS AND DEHUMIDIFERS

45500 HEATING UNITS, VENTILATING EQUIPMENT, ETC.

45503 BLOWERS (INDUSTRIAL TYPES)

45507 BOILERS, HOT WATER (GAS AND OIL FIRED)

45591 VALVES, GAS FOR BOILERS, HEATING UNITS, ETC.

Note: Categories in OpenGov will be selected based on Project Information Sheet and Scope of Services provided by Dept)

B. SET UP QUESTIONS

1. Project Overview: Provide 3-5 sentences about the objective of this procurement. Use proper grammar and formatting.

To provide rental of various types of portable HVAC equipment and generators. The HVAC equipment available to the County shall consist of portable air-cooled water chillers, related fittings, hoses, and pumps, spot coolers, package units, air handlers, cooling towers, and dehumidifiers. The Contractor shall also provide rental of transformers and diesel generators to be used for emergency, temporary, supplemental, or standby power.

2. Pre-Solicitation Meeting (If Applicable):

Will the meeting be required to be held at a physical location, or can it be held virtually?

N/A

If it requires a physical pre-solicitation meeting, please list the location information, including building name, address, and conference room number or exact meeting location.

N/A

3. Contract Type (select one – highlight your selection):

a. Term Contract

b. Option Year Contract

c. One-Time Contract

4. Contract Term (Select One) (Contracting Agent – delete any choices that are not applicable before sending to the department) The Contract resulting from this solicitation shall commence effective upon execution by both parties and the service period shall be specified for _______________.

a. Three (3) years with two (2) additional one (1) year renewal periods.

b. Two (2) years with three (3) additional one (1) year renewal periods.

c. One (1) year with four (4) additional one (1) year renewal periods.

d. Five (5) years. No renewals. (Preferred)

e. Custom Period - Unique to Solicitation (Requires Management Approval)

5. Will the purchase of commodities/goods be a consideration of this procurement? Does the contract include the purchase of certain goods, materials, and parts? Y/N?

Yes

6. Samples – Are samples of goods required for technical evaluation against specification requirements? Y/N?

N/A

7. Descriptive Literature Are descriptive literature documents/written specification sheets a requirement of this procurement?

(select one – highlight your selection)

a. No – Not Applicable

b. Yes – Descriptive Literature / Specification Sheets are required for proposed equivalents only (most common).

c. Yes – Descriptive Literature / Specification Sheets are required for all items.

8. Cost Plus Mark-Up/Mark-Down for materials and supplies – (disallowed for federal procurements)

9. Funding Source Is Federal Funding a consideration of this Procurement?

(select one – highlight your selection)

a. NO – Federal Funding is not a consideration of this Procurement

b. YES – Uniform Guidance is applicable to this procurement: Federal Act Funding, Federal Grant or Other Grant with Federal Pass-through amounts.

Federal Funding Agency:

c. YES – Use of this contract may be necessary to prepare, respond, or recovery in the event of an officially declared state of emergency in the county/State/Nation.

Federal Funding Agency:

Federal Emergency Management Agency (FEMA)

10. HIPAA Compliance – Does this procurement require a Business Associate Agreement? Y/N?

The HIPAA Privacy Rule requires all Covered Entities to have a signed Business Associate Agreement (BAA) with any Business Associate (BA) they hire that may come in contact with Protected Health Information (PHI). This question is particularly relevant for Health Services, Family Services, Fire Rescue and Corrections Department.

11. Coordination with risk management (if there isn’t a current contract to consult with in the Insurance Matrix)

a. General Liability Coverage Required

i. Endorsements? Y/N?

Yes

ii. Limit:

$1,000,000

b. Commercial Auto Liability Required

i. Endorsement? Y/N?

Yes

$500,000

c. Workers' Compensation / Employers Liability Required

i. Endorsement? Y/N?

Yes

$500,000

d. Specify any Additional Insurance Requirements and the limits:

None

The amount?

N/A

Note: Generally, all procurements require references. Exceptions are as follow:

· Procurements that are pre-qualified do not require references.

· In some rare instances procurements for certain basic commodities do not require references. However, if purchasing large quantities consider requesting references that can confirm the respondent’s ability to deliver on time.

a. Quantity of Client References Required Respondent shall supply a list of at least (select one – highlight your selection):

i. three (3) client references

ii. four (4) client references

iii. five (5) client references

b. Reference Time Period (select one – highlight your selection):

References shall be within the last ___ years, immediately preceding the due date of bid submittal.

i. five (5)

ii. ten (10)

14. Documentation Required for Qualification Comment by Vergara, Melisa: Any licenses or certifications required to perform? Comment by Lee, Sandra F: At a minimum, the following licenses and certifications shall be required:

State of Florida Mechanical Contractor License (Class A or B) – Required to lawfully perform HVAC installation services.

EPA Section 608 Certification – Required for any personnel handling refrigerants.

Electrical Contractor License or Certification – Required if electrical connections or temporary power systems are installed by the Contractor’s staff.

OSHA 10-Hour or 30-Hour Certification – Recommended for all on-site workers and required for supervisory personnel.

Any required local permits or trade certifications as applicable by Orange County jurisdiction.

Additional requirements:

Contractor must provide proof of license/certification for all personnel performing work under this contract.

Supervisory personnel must have a minimum of five (5) years' experience in temporary HVAC installation services.

Select all applicable qualifications the respondent will have to demonstrate to qualify for award.

(highlight your selection(s))

a. Professional Licenses

b. Certifications

c. Manufacturer Authorizations (Dealer or Service Provider)

d. None Required / None Applicable

C. SOLICITATION TERMS & CONDITIONS

1. Contract Award Select the appropriate provision for award. (select one – highlight your selection)

a. All or None Award

b. Lot-by-Lot Award

c. Reserved Right to Award All-or None OR Lot-by-Lot

d. Multiple Award (Requirements Contract: Distribution based on Primary, Secondary etc.)

e. Multiple Award (Requirements Contract: Distribution based on lowest unit cost)

f. Multiple Award (Indefinite Quantity Contract or One-time contract)

g. Item-by-Item Award

h. Reserved Right to Award All-or None or Item by Item

i. All-or-None Bid including Options

j. All-or-None Bid excluding Options

k. Revenue

D. SCOPE OF SERVICES

(Insert specifications/scope of services provided and coordinate revisions with the department, or attach as as separate document if is lengthy

E. CONTRACT TERMS & CONDITIONS

1. Delivery/Performance and Force Majeure Delivery/Performance (Fill in the hours/days in highlighted areas)

Time is of the essence in the award of this Invitation for Bids. Delivery/Performance shall be no later than ________ (#) calendar days from receipt of the County’s Delivery or Purchase Order. Comment by Vergara, Melisa: Please update this information as needed to match the scope. Comment by Lee, Sandra F: A. EMERGENCY SERVICE RESPONSE TIME Delivery time is of the essence. It is hereby understood and mutually agreed upon by and between both parties that the time of delivery is an essential condition of this contract.

B. NON-EMERGENCY SERVICES RESPONSE TIME

3. Contractor shall furnish quote within twenty-four (24) hours of site visit.

4. Quotes shall itemize labor, equipment, and rental period per the fee schedule.

5. Estimated pricing shall be according to the contract fee schedule.

6. The County reserves the right to enter into negotiations with the Contractor whenever it deems that negotiations will be in the best interest of the County. These negotiations may increase or decrease the original scope of work. Upon completion of negotiations, a new estimate shall be prepared by the Contractor and submitted to the County Representative for approval.

7. The Contractor shall not begin work until the County accepts the estimate and issues the Contractor a delivery order for the work.

It is hereby understood and mutually agreed to by and between parties hereto that the time is an essential condition of this contract. Should the Contractor neglect, fail or refuse to furnish and deliver the goods or provide services within the time herein specified, Contractor does hereby agree, as part of consideration for the award of this contract to reimburse the County any sums expended to contract for rental goods, or any excess sums expended between the contracted rate and off-contract purchase for any equipment or services approved by the Procurement Division for the period from the required scheduled commencement date until services are provided or delivery is made in accordance with the contract.

The Contractor shall, immediately upon discovery of a delay, notify the Manager, Procurement Division in writing of the cause(s) of the delay.

Force Majeure

Should the Contractor be delayed in performance or the delivery of the goods or equipment by reason of unforeseeable causes beyond its control and without fault or negligence, including, but not restricted to, acts of God or neglect of any other Contractor, the period herein above specified for the completion of delivery shall be extended by such time as shall be approved by the Manager, Procurement Division.

1. The Contractor shall not be held responsible for any delay and/or failure in performance of any part of this contract to the extent such delay or failure is caused by explosion, war, embargo, government requirement, civil or military authority, act of God, or other similar causes beyond the Contractor’s control so long as the Contractor’s delay is not caused by the Contractor’s own fault or negligence. That notwithstanding, the Contractor shall notify the County in writing within __________ (#) hours after the beginning of any such cause that would affect its performance hereunder and the County reserves the right the request additional information that supports the validity of the Contractor’s Force Majeure claim. Failure to notify the County in a timely manner of any claim of Force Majeure made pursuant to this section is cause for termination of this contract. Comment by Vergara, Melisa: Please update this information as needed to match the scope. Comment by Lee, Sandra F: .the Contractor shall notify the County in writing within 48 hours after the beginning of any such cause that would affect its performance...

2. If the Contractor’s performance is delayed pursuant to this section for a period exceeding ________ (#) calendar days from the date the County receives the required Force Majeure notice, the County shall have the right to terminate this contract thereafter and shall only be liable to the Contractor for any work performed and validated (if required for payment hereunder) prior to the date of the County’s contract termination. Comment by Vergara, Melisa: Please update this information as needed to match the scope. Comment by Lee, Sandra F: delayed pursuant to this section for a period exceeding 30 calendar days from the date the County receives the required Force Majeure notice

3. If the Contractor’s performance is delayed pursuant to this section, the County may, upon written request of the Contractor, agree to equitably adjust the provisions of this contract, including price, performance, and delivery, as may be affected by such delay. However, this provision shall not be interpreted to limit the County’s right to terminate for convenience.

F. BID RESPONSE FORM

1. Reference Requirements

References shall be for work substantially similar in scope and specifications satisfactorily completed and should validate the following capabilities and experience:

· Instruction: Update bullets below with requirements, specify if the requirement applies to each reference, a minimum number of references, or collectively across all references

· Provide equipment and set-up of generators and HVAC equipment successfully for a minimum of five (5) facilities or governmental entities simultaneously requiring a twenty-four (24) hour or less response turnaround time.

2. Licenses/Certifications Comment by Vergara, Melisa: Please list any required licenses or certifications. Comment by Lee, Sandra F: The following licenses and certifications shall be required to lawfully perform the services under this contract:

State of Florida Mechanical Contractor License – Class A or B

Required for the installation, maintenance, and removal of HVAC systems.

EPA Section 608 Certification

Required for any personnel handling or servicing equipment containing refrigerants.

Electrical Contractor License or Electrical Specialty Certification (as applicable)

Required if the Contractor’s scope includes electrical hookup or temporary power system installation.

Occupational Safety and Health Administration (OSHA) 10-Hour Certification

Required for all field personnel working on County sites.

OSHA 30-Hour Certification

Required for all supervisory personnel.

Applicable Local Permits and Trade Certifications

Any permits or trade certifications required by Orange County or the State of Florida for temporary HVAC and generator work.

Let me know if you’d like a version that includes references to where these requirements appear in the Scope of Services for consistency.

Please list all applicable licenses required to lawfully perform the proposed work. Make sure these requirements are also addressed in the Specifications/Scope of Services.

At a minimum, the following shall be attached:

· Example: update license name

· Example: update license name

3. Please list any additional requirements

4. Please list any additional requirements

5. Please list any additional requirements

G. FEE SCHEDULE FORM (Ensure it is received by the dept and changes are coordinated prior to entering into OpenGov) (Can be attached as a separate document) image1.png