HVAC Installation and Related Services

Santa Rosa County District Schools is requesting proposals for HVAC installation and related services on an as-needed basis across multiple school locations, with proposals due October 30, 2026, and a mandatory pre-proposal conference on September 22, 2026, at 8:00 AM Central Time at the Santa Rosa County School Board Maintenance Department in Milton, Florida (virtual Microsoft Teams option available), followed by a site visit to Bagdad Elementary School.

The scope includes installation, repair service calls, preventative maintenance, and emergency calls; furnishing and installing ducts, grills, VAV boxes, stainless steel components, kitchen hoods, air conditioning and heating equipment, exhaust fans, ventilation systems, natural gas piping, boiler piping, and air conditioning piping. Contractors must hold current Florida contractor licensing and have at least one EPA-certified technician for refrigerant-related work. Three professional references from work performed within the previous five years are required. Labor pricing shall include hourly, overtime, and emergency rates, along with response times, material discounts, and warranty information.

The contract term is five years beginning December 9, 2026, through December 8, 2031, with five optional one-year renewals. Pricing shall remain firm for the initial contract year, with annual adjustments thereafter limited to a maximum of three percent based on the Consumer Price Index for All Urban Consumers unless otherwise authorized. The District reserves the right to award to multiple vendors or solicit separate quotes as determined in its best interest and provides no guarantee of service volume.

Evaluation is pass/fail on compliance, with technical experience weighted at 25 percent, technical performance at 25 percent, and pricing at 50 percent. Proposals will be ranked based on company history, qualifications, location, performance references, responsiveness, and price. The notice of intended decision will be posted by December 1, 2026, with contract award at the School Board meeting on December 8, 2026. Contractors must comply with Davis-Bacon wage requirements where applicable and submit drug-free workplace certification, public entity crimes statement, conflict of interest certification, and E-Verify forms.