Emergency and Temporary HVAC Equipment Rental and Installation Services
Closed State & local contract opportunity
- Solicitation number
- Y25-1008
- State
- Florida
- Responses due
Opportunity facts
- Jurisdictions
- NIGP code
- UNSPSC code
- Point of contact
-
- Melisa Vergara melisa.vergara@ocfl.net (407) 836-5405
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
Orange County, Florida is seeking sealed offers for Emergency and Temporary HVAC Equipment Rental and Installation Services through Invitation for Bids #Y25-1008. The procurement solicits a comprehensive five-year contract for turnkey rental services involving portable HVAC equipment and generators, including air-cooled water chillers, spot coolers, package units, air handlers, cooling towers, dehumidifiers, transformers, and diesel generators. Contractors must provide 24/7 emergency response capabilities with critical response time requirements, including a two-hour initial site assessment and six-hour full equipment deployment for emergency situations. Qualified vendors must possess specific credentials, including a State of Florida Mechanical Contractor License, EPA Section 608 Certification, and electrical contractor licenses, with personnel required to have minimum five years of HVAC installation experience. The solicitation mandates electronic submissions through the OpenGov e-Procurement Platform, with responses due by 4:00 pm EST on October 21, 2025, and questions accepted until September 29, 2025 at 5:00 pm EST. Evaluation will be based on identifying the lowest responsive and responsible bidder, with the county reserving the right to modify rental periods and negotiate contract terms.
The contract includes preferences for service-disabled veteran-owned businesses and requires mandatory E-Verify participation and anti-human trafficking compliance. While no specific set-aside percentages are detailed, the solicitation suggests potential integration with federal funding mechanisms, potentially including Federal Emergency Management Agency (FEMA) support. Potential incumbent or anticipated vendors might include large equipment rental companies such as Sunbelt Rentals, Herc Rental, and United Rentals. The estimated contract budget is approximately $1.7 million, with pricing structured around weekly and monthly equipment rental rates, including comprehensive installation and de-installation services. Contractors must maintain a fully operational facility capable of supporting emergency HVAC rental needs and undergo rigorous background checks, particularly for sensitive locations like the Corrections Complex. Insurance requirements include general liability coverage of $1,000,000, commercial auto liability of $500,000, and workers' compensation of $500,000. The county reserves the right to inspect contractor facilities before and during the contract term, with potential contract termination for failure to meet specified service requirements.
Opportunity text
NOTICE IS HEREBY GIVEN that Orange County, Florida, henceforth referred to as the County is accepting sealed offers for Emergency and Temporary HVAC Equipment Rental and Installation Services (Y25-1008)
Sealed offers for furnishing the above will be accepted up to 4:00 pm EST on Tuesday, October 21, 2025.
NOTE: Respondents are required to submit responses electronically via the OpenGov e-Procurement Platform. Respondents shall not be permitted to hand-deliver, mail, telephone, fax or email offers.
Responses received after the submission deadline and/or transmitted outside of the designated OpenGov e-Procurement Platform shall be rejected.
Important Instructions for Electronic Submittal
The County is ONLY accepting electronic submissions using the OpenGov e-Procurement Platform. Respondents shall create a FREE account with OpenGov by signing up at https://procurement.opengov.com/login . Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic offer.
It is the respondent's responsibility to ensure they commence their upload efforts timely to meet the submission deadline. The County shall not be responsible for delays caused by any occurrence, including the respondent's network delays, bandwidth issues, internet outages, or technical difficulties.
OpenGov Technical Support
For Technical Support, respondent's can reach the OpenGov Service Desk:
Chat (preferred): Click the button in the lower right hand corner of the portal
Email: procurement-support@opengov.com
Phone: 1 (650) 336-7167 Hours: Mon-Fri 7am - 10pm EST
Timely Questions Regarding this Solicitation
The question and answer module of OpenGov IS being utilized for this solicitation. Timely questions concerning this solicitation shall be submitted in accordance with the deadline for questions: Monday, September 29, 2025 at 5:00 pm EST. Respondents are instructed not to contact the initiating division directly.
Consideration for modification or alteration of the documents contained in this solicitation shall be requested during the specified question period, before the applicable deadline. No oral interpretation of the meaning of the plans, specifications, or other Contract documents shall be considered binding. The County shall be bound by information and statements only when such statements are written and executed under the authority of the Manager, Procurement Division.
Answers for timely questions will be addressed in the OpenGov question and answer module or as an addenda to this solicitation depending on volume, participants are encouraged to subscribe as a follower and monitor all notifications. Beyond questions and answers, any and all modifications, clarifications, interpretations and supplemental instructions will be in the form of a written addendum which, if issued, will be available for download. All addenda and questions/answers so issued shall become part of the Contract Documents and receipt shall be acknowledged as specified herein.
This provision exists solely for the convenience and administrative efficiency of Orange County. No respondent or other third party gains any rights by virtue of this provision or the application thereof, nor shall any respondent or third party have any standing to sue or cause of action arising there from.
Untimely questions are unable to be submitted in the question and answer module, thereafter respondents raising critical concerns must email melisa.vergara@ocfl.net. Critical clarifications may be made via addenda, however, untimely questions may not be considered.
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