26-27 Health Department HVAC Graphics & Control System

The Bay County Board of County Commissioners is conducting an Invitation to Bid (ITB 26-27) procurement for the installation of a new web-based HVAC Graphics and Controls System at the Bay County Health Department located at 597 West 11th Street, Panama City, Florida. The primary deliverables include providing and installing a new workstation computer with Windows 11 Pro operating system, removing the existing HVAC controller, and installing a network-compliant Building Supervisor Controller package such as JCI Metasys, Trane Tracer SC+, or Tridium Niagara. The contractor must develop a custom web-based graphics interface featuring 3D/2D graphical screens with real-time data displays, setpoint monitoring, alarm status indicators, temperature and pressure monitoring, historical trends, and equipment location diagrams integrated with existing HVAC equipment including air handlers, exhaust fans, fan coil units, chillers, and boilers. Additional scope includes provision and installation of space temperature sensors, duct probes, duct static transmitters, thermostats, electrical cabling, conduit, and network wiring; system integration with point-to-point testing and commissioning; air and water flow balancing; cybersecurity hardening measures with SSL certificates; comprehensive as-built documentation including wiring diagrams and commissioning reports; and a minimum of eight hours of on-site staff training for facilities maintenance personnel. All bidders must hold a current Florida-licensed Mechanical/Class A Air Conditioning Contractor license, with all subcontractors properly licensed in their respective trades. A mandatory pre-bid meeting is scheduled for 11:00 AM Central Daylight Time on Tuesday, March 24, 2026, at the Bay County Purchasing Department, with attendance required for bid eligibility. Electronic or sealed paper submissions are due by 2:30 PM CDT on Tuesday, April 14, 2026, with alternative deadlines noted as 2:00 PM on Tuesday, April 28, 2026, and 2:30 PM on Thursday, April 30, 2026; public opening occurs immediately following the applicable deadline. Written questions must be submitted by 5:00 PM CDT on Friday, April 3, 2026. The contract term is 90 calendar days from the Notice to Proceed, and award will be made to the lowest responsive, responsible bidder based on lump sum pricing.

This procurement contains no designated set-asides for disadvantaged enterprises or minority-owned businesses, with qualification requirements applicable to all prospective bidders regardless of organizational structure. Potential vendors identified in the solicitation documents include JCI (contact Zane Eubanks at 850-324-8931), Daikin Applied (contact Brandon Crump at 850-572-8383), and Trane (contact Scott Nunn at 850-266-4234); however, the solicitation is open to any qualified contractor meeting the licensing requirements. The contractor must integrate the new system with existing HVAC infrastructure including Air Handlers, Exhaust Fans, FCUs, Chillers, and Boilers currently operational at the health department facility. A five percent bid bond is required with each submission, and the successful bidder must furnish a Public Construction Bond pursuant to Florida Statute Section 255.05. The estimated project budget is $225,000, with an approved fiscal year 2026 budget allocation of $280,000 from Bay County general funds, charged to Department 0056, Account Number 5304605. Standard insurance requirements mandate Commercial General Liability of $1,000,000 per occurrence, Business Auto Liability of $1,000,000 per occurrence, and Workers Compensation insurance meeting Florida statutory requirements, with the County named as additional insured and waiver of subrogation. Liquidated damages are assessed at $250 per calendar day for failure to complete work by the specified completion date. The contract includes a one-year workmanship warranty and a five-year software maintenance plan covering future upgrades and security patches, with all software licenses, administrative passwords, and engineering programming tools registered to the Bay County Board of County Commissioners upon project completion.