HVAC Parts, Supplies, & Equipment

Collier County's Procurement Services Division, on behalf of the Facilities Management Division, issued Invitation to Bid (ITB) 26-8645 on March 31, 2026, to procure HVAC parts, supplies, equipment, special-order items, and customized components for the County's heating, ventilation, and air conditioning system maintenance and repair operations. Bids are due May 6, 2026, at 3:00 PM, submitted electronically through the Collier County Procurement Services Division Online Bidding System, with no pre-bid meeting scheduled. Qualified bidders must maintain an established retail location with a service counter within eight miles of the Collier County Government Complex in Naples, Florida, possess at least two years of continuous operation in Collier County as demonstrated by current and prior-year business tax receipts, provide a manufacturer line card listing authorized distributors or sourcing access, and submit three to ten client references from the past five years for similar large-quantity HVAC orders. The County intends to award one or more vendors on a primary, secondary, and tertiary basis with a three-year contract term and one two-year renewal option, with award based on lowest total bid amount representing best value to the County. Vendors must provide a single fixed percentage discount on list price applied uniformly across all HVAC parts and supplies, with customized components quoted on a per-order basis and subject to County approval, and all deliveries must be FOB Destination with freight and handling costs incorporated into the proposed discount and no separate delivery or fuel charges permitted. All pricing must remain firm for 180 calendar days from bid opening, and historically the County has spent approximately $1,015,000 annually under the current agreement, though this may not be indicative of future purchasing patterns.

There is no local vendor set-aside designation for this solicitation, although vendors may certify local business status to potentially receive preference consideration if they demonstrate a physical business address within Collier County limits, verifiable economic contribution to the County, and a current local Business Tax Receipt. All bidders must comply with comprehensive requirements including E-Verify enrollment at the time of proposal submission, submission of a 5 percent Bid Bond with proposals, and maintenance of specified insurance coverage including Worker's Compensation at statutory limits, Commercial General Liability with $1,000,000 per occurrence and $2,000,000 aggregate limits, Employer's Liability at $500,000 per occurrence, and Automobile Liability coverage, with the County named as additional insured. For projects exceeding $200,000, vendors must submit Performance and Payment Bonds equal to 100 percent of the contract award amount. Bidders must also comply with conflict of interest certifications, immigration compliance attestations under Florida Statutes 448.095, and all federal, state, and local regulations including OSHA standards and Florida Statutes sections 287.133, 287.135, and 287.138. No incumbent vendor or current contractor is identified in the solicitation documents, and the historical spending baseline of approximately $1,015,000 annually serves as the reference budget range, though actual award values may differ based on responsive bids received and future County purchasing patterns.