Air Conditioner Replacements

The City of Callaway, Florida is requesting sealed bids for removal and replacement of five HVAC split-system units for the Leisure Services Department under ITB LS2026-11, with bids due August 25, 2026 at 10:00 a.m. at City Hall.

The scope includes removal of existing equipment, reuse of serviceable refrigerant line sets, brazing of refrigerant connections with nitrogen flow, pressure testing, system evacuation to industry standards, charging and commissioning, reconnection of existing condensate drains and control wiring, operational startup and testing, and debris removal. The five units consist of three 5-ton split systems with 10 kW heat (3-phase 230V condenser, 1-phase 230V air handler), one 2.5-ton split system with 7.5 kW heat (1-phase 230V), and one 2-ton split system with 5 kW heat (1-phase 230V). All equipment must bear current AHRI certification and include manufacturer's standard warranty; defective items must be replaced with new equipment at the contractor's expense.

Bidders must submit firm fixed pricing for all labor, supervision, equipment, tools, and incidental materials. Bid submissions require one original with notarized signatures plus three copies, proof of General Liability ($1,000,000/$2,000,000), Automobile Liability ($1,000,000/$2,000,000), Workers' Compensation at statutory limits, and Property Damage ($500,000) insurance, State of Florida or Bay County contractor license, Public Entity Crimes Statement, Drug-Free Workplace Certification, signed agreement, list of subcontractors with three references, and proprietary information forms. No bid bond is required.

The contract term is 60 days initial with optional renewal for an additional 60-day period if approved by the City Commission, followed by automatic annual renewal unless terminated by either party with written notice. Payment is due 30 days after satisfactory delivery and inspection. Liquidated damages are assessed at $500 per day for work delays. The City reserves the right to reject any or all bids and award to the lowest responsive and responsible bidder. Public bid opening occurs at 10:15 a.m. at the Callaway Arts & Conference Center.