Y25-1008_Project_Info_Sheet_-_Emergency_and_Temp_HVAC_Equip_Rental_and_Instal.docx

Request for Solicitation or Contract Date Submitted:

4/14/2025

Procurement Project Information Sheet

This Document shall be submitted to Procurement in MS Word – Do Not PDF or Submit Hardcopies

GENERAL

Current Contract Number (if this is a rebid) Y19-1138

Service Start Date OR Commodity Need Date August 1, 2025

PROJECT SPONSORS

Authorized By Name (Mgr. or Dir.)

Rich Steiger, Manager

FUNDING

Commodity Code (Click for List)

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.

☒ Grant Funding is not a consideration of this Procurement

COMPETITION STANDARDS

☐ RFQ - REQUEST FOR QUOTATIONS (UNDER THE BID LIMIT); INFORMAL PROCESS

Award shall be made to the lowest responsive and responsible quoter meeting all qualification requirements.

☒IFB - INVITATION FOR BIDS; FORMAL SEALED SOLICITATION

Award shall be made to the lowest responsive and responsible bidder meeting all qualification requirements.

☐ RFP – REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION

Award shall be made to the high ranking proposer based on a series of evaluation factors.

☐ RFP3 – THREE-PHASE REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION

Award shall be made to the high ranking proposer based on a series of escalating evaluation factors (Phase 1- Technical standards, Phase 2- on-site demonstrations & Phase 3 – Cost & Socioeconomic factors) ☐ RFQu - REQUEST FOR QUALIFICATIONS; FORMAL SEALED SOLICITATION Solicitation will result in a shortlist of firms pre-qualified for future solicitation opportunities (disallowed for Federal Grants).

☐ SOLE SOURCE (FORM REQUIRED)

☐ EMERGENCY (FORM REQUIRED)

CONTRACT TYPE

5 Year No Renewals

PERFORMANCE / DELIVERY REQUIREMENTS

Internal Operations Centre II 400 East South Street Orlando, FL 32801 Phone (407) 836-0052

Emergency Response: Requires two (2) hour response time. Eight (8) hours mobilization. Includes after standard working hours, weekends, and all holidays (twenty-four (24) hours per day, seven days per week) A. The Contractor shall maintain a fully operational facility capable of supporting the County’s emergency and temporary HVAC rental and installation needs throughout the term of the contract.

B. The facility shall:

1. Maintain an adequate inventory of HVAC and power generation rental equipment to meet the service demands of the County;

1. Enable deployment of equipment and personnel in accordance with the Emergency and Non-Emergency Service Response Time requirements outlined herein;

1. Be staffed during standard business hours and maintain on-call protocols for 24/7 emergency response capability.

C. While no geographic preference is stated or implied, the Contractor must demonstrate its ability to meet all required response times, equipment availability, and staffing needs under this contract. The County reserves the right to inspect the proposed facility prior to contract award and periodically during the contract term to verify compliance.

D. Failure to maintain an operational facility that meets these service requirements may constitute a material breach of contract and may result in termination for default.

“Construction” means construction, alteration, or repair (including dredging, excavating, and painting) of buildings, structures, or other real property. For purposes of this definition, the terms “buildings, structures, or other real property” include, but are not limited to, improvements of all types, such as bridges, dams, plants, highways, parkways, streets, subways, tunnels, sewers, mains, power lines, cemeteries, pumping stations, railways, airport facilities, terminals, docks, piers, wharves, ways, lighthouses, buoys, jetties, breakwaters, levees, canals, and channels. Construction does not include the manufacture, production, furnishing, construction, alteration, repair, processing, or assembling of vessels, aircraft, or other kinds of personal property.

(Disallowed for Federal Grants)

POTENTIAL VENDORS

Tim White | Territory Manager 931 W Oakland Ave. Oakland, FL 34787 T: 407-816-8188| F: 407-493-8075 Tim.white@sunbeltrentals.com

Herc Rental 2620 W Orange Blossom Trail Apopka FL 32712 407-603-0018 CustomerSolutions@HercRentals.com

United Rentals 9375 Boggy Creek Rd. Orlando, FL 32824 407-854-6061 Joseph Armshaw - Manager

☐ Mandatory (Justification required; subject to Procurement approval) Justification:

VENDOR QUALIFICATIONS (Applicable to IFB/RFQ) Edit the base language (right) as required:

Consider:

Do you need a specific License Validation?

Do you require resumes to validate experience?

What factors distinguish a qualified firm from an unqualified firm?

Do you require sample goods?

Will the County make site visits before award?

(2) years’ experience in the installation of temporary HVAC equipment, trade and any necessary licenses or certifications required to do the type of work to be performed under this contract.

RESPONDENT QUALIFICATIONS (Applicable to RFP) ☐ Attached Hereto This document provides the weighted criteria and the corresponding submittals for evaluation purposes.

SPECIFICATIONS / SCOPE OF SERVICES

☒ Attached Hereto

This document defines the performance requirements, deliverables and deadlines associated with your procurement. A scope of services is the foundation of a services contract. A scope of services provides clear direction to the service provider before the work begins.

Guideline:

SUSTAINABILITY/ENVIRONMENTAL ELEMENTS

☐ Applicable ☒ Not Applicable Detail any elements of this procurement that contribute to the County’s sustainability/environmental goals:

The nature of this procurement, Emergency and Temporary HVAC Equipment Rental and Installation Services, does not directly contribute to the County’s sustainability or environmental goals. However, the awarded Contractor will be required to comply with all applicable local, state, and federal environmental regulations, including the proper handling and disposal of fuel, refrigerants, and other materials associated with the rental and installation of equipment.

BID FORM/ FEE PROPOSAL FORM

☒ Attached Hereto This document provides the basis for a competitive fee comparison. Line items and descriptions shall indicate unit rates and estimated quantities to arrive at a total contract value which shall be used to determine (1) the lowest responsive and responsible bidder (2) the proposer with the lowest fee proposal subject to evaluation.

The bid form/fee proposals form shall be inclusive of all items, services and incidentals required to fulfill the scope of services.

PART 2

ADDITIONAL REQUIREMENTS FOR GRANT FUNDED PROCUREMENTS (MANDATORY)

Grant (if applicable)

☒ Not Applicable

This contact is anticipated to be used for Disaster Response and Recovery (FEMA Reimbursable)

☐ Other Grant (Specify):

☐ Attach first page of Notice of Grants Award ☐ County Funded at Risk of Non-Appropriation of Grant funds. Written approval from the Office of Management and Budget is attached.

Solicitation Type Click Here to view Regulation §200.330 ☐ Contractor Solicitation The County is solely responsible for reporting on grant required outcomes.

☐ Sub-recipient Solicitation The awardee is responsible for program decisions and reporting on grant required outcomes.

Independent Estimate (Cost/Price Analysis) Click Here to view Regulation §200.323

1. Complete the document (MS Word )

2. Revise and save the document and it will attach to this form.

[Applicable to Formal Solicitations Only]

Procurement of Recovered Materials Click Here to view Regulation §200.322 If applicable, identify specific recovered materials to be used for project execution List Below:

Procurement Division Page 4 of 5 [Rev.04/18] image2.emf

1-26 Sample Scope of Service-Scope of Work Formats.pdf image3.emf

Independent Estimate Final [Rev 09-18].docx Solicitation, Contract and Change Order

Independent Estimate

Grant Funded Procurements (Mandatory) Click Here to view Regulation §200.323

Solicitation/Contract Title

ANALYSIS TYPE

☐ Price Analysis (Preferred)

☐ Cost Analysis

PRICE ANALYSIS will be the usual procedure followed in a competitive situation and in situations where items are being procured which are sold in the commercial marketplace to the general public. A “price analysis” is an evaluation of the budgeted price relative to the prices being offered by other vendors and being paid by the general public for the same or similar items. The essential factors, which must be present in order to make a “price analysis,” are as follows:

The product must be a “commercial product” (i.e., one for which there is a basis of comparison in the commercial marketplace). Price analysis would not be suitable, for example, for research and development items, or for one-of-a-kind items for which there was no basis of comparison.

It is not necessary that competing products be exactly identical to the product being offered, but you must be able to compare the products’ capabilities and their respective price differences in light of those varying capabilities. By such comparisons one is able to make value judgments that a particular product’s performance capabilities warrant a higher or lower price than a competing product.

COST ANALYSIS will be required whenever a price analysis cannot be performed. A cost analysis entails the review and evaluation of the separate cost elements and the proposed profit of an offeror’s cost proposal. A cost analysis is conducted to perform an opinion on the degree to which the acceptable cost, including profit, represents what the performance of the contract ‘should cost’, assuming reasonable economy and efficiency. A cost analysis will be appropriate in the following situations:

The product or service being offered is not susceptible to being evaluated against other commercially available items of similar products or services. Examples would include a procurement for professional services where no competing price proposals are submitted or a sole-source procurement for other types of services.

When change orders are issued to contracts requiring the contractor to do work whose cost can only be evaluated by examining the various cost elements, such as labor, materials, travel, etc.

NOTE: The non-Federal entity must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

PRICE ANALYSIS

NOTE: The independent estimate cannot be based on the budget. However, budgets shall be sufficiently funded to support the amount of the Independent Estimate.

Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.

Procurement Division Page 1 [Rev.09/18]

COST ANALYSIS WORKSHEET [Independent Estimate Supplement]

DESCRIPTION

MATERIALS/ EQUIPMENT

LABOR

OVERHEAD

PROFIT

SUB-TOTAL

QTY.

UNIT OF MEAS.

UNIT COST

QTY.

UNIT OF MEAS.

UNIT COST

COST ANALYSIS GRAND TOTAL ESTIMATE

Procurement Division [Rev.09/18] image1.png image1.png