HVAC Preventative Maintenance, Service and Repairs

The District Board of Trustees of Valencia College, Florida (RFP 2026-30) is seeking a qualified State of Florida Certified Mechanical Contractor to provide comprehensive HVAC preventative maintenance, service and repairs, Liebert Cooling System maintenance, and small projects not exceeding $300,000 across eleven campus locations including West, East, Winter Park, Osceola, Lake Nona, Poinciana, and School of Public Safety. The scope of work encompasses quarterly and annual preventative maintenance for direct expansion systems, air handling units, chilled and hot water pumps, boilers, exhaust fans, energy recovery units, cooling towers, and other HVACR equipment servicing approximately 20 chillers and 14 Liebert cooling units, each requiring three quarterly visits and one annual visit per year, as well as 24-hour emergency repair services with a two-hour response requirement. Mandatory minimum qualifications include active Florida Certified Mechanical Contractor status, current Business Tax Receipt, five years of continuous HVAC service experience, and current Liebert Service Provider Network (LSPN) status for a minimum of three years. Proposers must submit cost proposals using the provided Cost Proposal Form with labor classifications for Helper, Apprentice, Journeyman HVAC Technician, Technical Specialist, and Project Manager/Supervisor positions, with materials, equipment rental, and subcontracted specialty services provided at cost plus maximum markups of 10 percent for preventative and corrective maintenance categories and 0 percent for quarterly and annual preventative maintenance. Critical deadlines include the non-mandatory site visit/walk-through on March 24, 2026 (8:00 a.m. to 3:45 p.m. EST at West Campus, 1800 S. Kirkman Road, Orlando, FL 32811), inquiry deadline of April 3, 2026 at 10:00 a.m. EST, proposal due date of April 10, 2026 at 12:00 p.m. EST via VendorLink, proposal evaluation on April 23, 2026, notice to award on April 27, 2026, and final Board approval on May 7, 2026. The evaluation committee will assess proposals based on best value determination, with proposals remaining firm and binding for 180 calendar days.

The solicitation does not impose specific set-aside designations; however, proposers may voluntarily declare minority business enterprise (MBE) or woman business enterprise (WBE) status if applicable. All contractors must comply with federal, state, and local laws including the Americans with Disabilities Act, Clean Air Act, Federal Water Pollution Act, and Florida Statutes, and must obtain Florida authorization to conduct business if a foreign corporation, complete E-Verify requirements, and undergo OFAC sanctions list verification. Contractors are required to maintain comprehensive insurance coverage 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 of $4,000,000, with Valencia College District Board of Trustees and Valencia Foundation named as additional insureds. No incumbent vendor information is disclosed in the solicitation documents. The contract term is three years with potential extension for two additional one-year periods, not to exceed five years total, and the College reserves the right to award to one or more qualified contractors; specific budget values or award ranges are not disclosed in the available documentation. The contract requires compliance with comprehensive terms and conditions covering accessibility standards (Section 508 and WCAG 2.0 Level AA compliance), data security and encryption protocols, confidentiality procedures, employee background checks, five-year recordkeeping obligations, and allows the College to terminate contracts with 90 days' notice for convenience or for cause following a 30-day cure period after written notice of material breach.