HVAC Maintenance and Service Repairs

The District Board of Trustees of Valencia College in Florida is issuing Request for Proposal 2026-13 to procure HVAC maintenance and repair services from State of Florida Certified Mechanical Contractors across nine campus locations. The procurement is structured in two lots: Lot 1 covers quarterly and annual preventative maintenance, emergency repair and service work, and small projects up to $300,000, while Lot 2 addresses specialized Liebert Cooling System maintenance and repairs for mission-critical cooling equipment including direct expansion systems, water and air-cooled chillers, air handling units, hot water systems, and cooling towers. Key deliverables include quarterly and annual maintenance visits for 20 chillers conducted four times annually, 24-hour emergency repair response within two hours, and written authorization for services exceeding $2,000. Mandatory contractor qualifications include active State of Florida Certified Mechanical Contractor status, current business tax receipt, continuous HVAC service experience for the past five years, and Liebert Service Provider Network (LSPN) certification for Lot 2 proposals. The evaluation committee will assess proposals using a weighted scoring methodology: Experience & Qualifications (25%), Liebert-Specific Experience & Technical Capability (25%), Technical Approach & Methodology (20%), Response Time, Service Availability & Account Management (15%), Safety, Compliance & Risk Management (5%), and Cost Proposal (10%). Key dates include a non-mandatory pre-proposal conference on February 4, 2026 at 10:30 a.m. EST via Zoom, a questions deadline of February 11, 2026, proposal submission deadline of February 20, 2026 at 12:00 p.m. EST via VendorLink, proposal evaluation on March 2, 2026, notice of intent to award on March 5, 2026, and final Board award on March 12, 2026. The contract will be awarded for an initial three-year term with options to extend for two additional one-year periods for a cumulative maximum of five years.

The solicitation permits proposals from minority and woman business enterprises, which must be documented within the submission; no specific set-asides or restrictions limiting response eligibility are identified in the procurement documents. No incumbent vendors or current contractors are referenced in the available materials. Contractors must meet extensive compliance requirements including Section 508 of the Rehabilitation Act and WCAG 2.0 Level AA accessibility standards, 128-bit minimum symmetric data encryption for all college data, Florida Department of State authorization to conduct business, drug-free workplace certification, and background checks and illegal drug testing. Insurance requirements are substantial and mandatory, including General Liability of $1,000,000 per occurrence, Automobile Liability of $1,000,000, Workers' Compensation per statutory requirements, Employers Liability of $1,000,000, Umbrella coverage of $3,000,000, and Professional Liability insurance of $4,000,000, with Valencia College District Board of Trustees and Valencia Foundation named as additional insureds. While specific contract values or budget ranges are not published in the available procurement documents, the scope limitation of small projects under $300,000 suggests individual project caps at that threshold. The College reserves the right to award one or more contracts based on best value determination and may utilize the awarded contract under the Council of Purchasing Professionals (COPP) cooperative purchasing agreement with other Florida colleges.