Annual Central Plant Mechanical Equipment Preventive Maintenance Services

Alachua County Board of County Commissioners is requesting bids for annual central plant mechanical equipment preventive maintenance services under ITB 27-55-MB, with proposals due August 26, 2026 at 2:00 p.m. EST and a mandatory pre-bid meeting on July 30, 2026 at 9:00 a.m. in Gainesville. A 15% Small Business Enterprise participation goal applies, with certified SBE vendors or prime bidders utilizing certified SBEs for at least 15% of bid value eligible for a 3% or 5% bid price preference, respectively. A 5% local preference is available to vendors owning or leasing a physical business address within Alachua County for at least twelve months prior to ITB issuance.

Scope includes preventive maintenance, inspection, operational testing, and boiler inspection coordination services for water-cooled chillers, air-cooled chillers, cooling towers, and boilers at various County-owned facilities throughout Alachua County. Bidders must demonstrate a minimum five years of formal engagement providing similar services and hold valid Florida Class A Air-Conditioning Contractor or Mechanical Contractor licenses in good standing. Unit pricing is required for each piece of equipment, with all labor, materials, tools, equipment, travel, and mobilization included. Material costs are reimbursable at documented actual cost with a maximum 15% markup; subcontractor costs at actual cost with a maximum 10% markup; and equipment rentals at actual cost with a maximum 10% markup. Preventive maintenance pricing shall be firm for the contract term unless adjusted through an annual price escalation clause not to exceed 3%.

The contract term runs October 1, 2026 through September 30, 2027, with the County holding options to renew for two additional 2-year periods at the same terms and conditions, provided written non-renewal notice is given at least 90 days before each fiscal year. Required insurance includes Commercial General Liability of $1,000,000 per occurrence / $1,000,000 general aggregate, Automobile Liability of $1,000,000 combined single limit, and Workers Compensation at statutory limits, with the County named as Additional Insured. Questions are due August 16, 2026 at 12:00 a.m. Prospective bidders must complete a soft background check by July 24, 2026 through Beverlee Carter at (352) 491-4509 or bcarter@alachuasheriff.org. Electronic submission is required through the County's Public Portal at https://secure.procurenow.com/portal/alachuacounty.