Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) Maintenance and Repair Services

Hillsborough County Board of County Commissioners is issuing Invitation to Bid (ITB-26-00198) for Heating, Ventilation, Air Conditioning, and Refrigeration (HVACR) Maintenance and Repair Services on an ongoing and as-needed basis across 42 Water Resources Department facilities throughout Hillsborough County, Florida for a five-year contract term. The scope of work encompasses monthly and annual preventive maintenance activities, system inspections, oil and refrigerant level checks, control settings adjustments, leak detection, seal inspections, megger testing, thermostat calibration, exhaust fan maintenance, monthly and annual facility reports, replacement parts and equipment procurement, and repair services authorized by the Project Manager. Qualified bidders must hold a current and active Air Conditioning Contractor license from Hillsborough County or the State of Florida, which must be maintained throughout the contract term, and must demonstrate recent experience in substantially similar HVACR services. The Contractor must commence maintenance services within 48 hours of receiving a purchase order and respond to non-business hour repairs within four hours of authorization, provide a 90-day warranty on all services, furnish all necessary labor, tools, vehicles, fuel, testing equipment, parts, supplies, and materials, and submit all required documentation including a Direct Deposit Authorization Form, Certificate of Liability Insurance, Substitute W-9 Form, Drug-Free Workplace Certification, and detailed equipment inventory reports. Sealed bids must be submitted exclusively through the County's electronic bidding system (Euna Procurement) no later than April 2, 2026, at 2:00 PM Eastern Time, and award will be made to the lowest responsive and responsible bidder meeting all specifications who submits an offer on all line items.

The contract includes a Small Business Enterprise (SBE) subcontracting participation goal of 5%, with bidders required to submit an SBE-1 Form documenting all registered SBE subcontractors and material suppliers, along with a Subcontractor Letter of Intent for each designated SBE subcontractor. The estimated total project value is $4,970,320.25 for the five-year contract term, plus an additional $550,000.00 allowance for material costs related to repairs that cannot be reasonably defined at the time of bidding. Contractors must obtain comprehensive insurance coverage including Commercial General Liability ($500,000 to $2,000,000), Automobile Liability ($300,000 to $1,000,000), Workers' Compensation with employer liability limits ($100,000 to $1,000,000), Professional Liability ($1,000,000 per claim), Cyber Liability ($1,000,000 per claim), Pollution Liability ($1,000,000), and an Employee Dishonesty Bond ($1,000,000), with Hillsborough County named as additional insured on applicable policies. All contractors must comply with E-Verify requirements, maintain a legally authorized workforce, comply with IMAGE best practices for employment verification, and adhere to all applicable federal, state, and local non-discrimination and public records management laws. Pricing shall exclude state sales and federal excise taxes as Hillsborough County is tax-exempt, and the contract may be adjusted annually using the U.S. Department of Labor's Consumer Price Index for All Urban Consumers (CPI-U) methodology; the resulting contract may also be utilized by other members of the Hillsborough County Governmental Purchasing Council under the same terms and conditions.