HVAC Services (IDIQ)

The Canaveral Port Authority (CPA) has issued a Request for Proposals (RFP-26-3) for HVAC Services on an indefinite delivery, indefinite quantity (IDIQ) basis to augment its in-house Facilities Department. The procurement seeks qualified vendors to provide comprehensive HVAC services, including site preparation, load calculations, permit acquisition, equipment supply and installation for air handlers, condensers, thermostats, ductwork, and piping, as well as system testing, commissioning, and project closeout with as-built documentation. Proposers must have been in business for at least three years, possess a valid Florida HVAC contractor's license, and maintain comprehensive insurance coverage. The evaluation criteria include Capabilities and Current Workload (30 points), Rates and Fees (25 points), Past Record of Experience and Professional Accomplishments (25 points), and Proximity to Port Canaveral (20 points). Key dates include a question deadline of November 5, 2025, at 5:00 PM, with proposals due November 12, 2025, at 2:00 PM EST. The Selection Committee meeting was rescheduled to December 1, 2025, at 1:00 PM, with final Board of Commissioners approval scheduled for December 10, 2025.

The RFP does not specify specific set-aside designations or restrictions on responding organizations. The contract allows for multiple vendors to be selected, with three firms ultimately chosen: RUSH Facilities, LLC (Titusville, FL), Southeast Services of CFL, Inc. (Cocoa, FL), and Trane U.S., Inc. (Maitland, FL). The contract term consists of a base period of one year with one optional one-year renewal, and no guaranteed minimum contract value. Pricing will be structured on a task order basis, requiring proposers to submit hourly rates for all positions, vehicle and equipment rates, and material markup percentages. Proposers must provide detailed documentation, including general information, capabilities, rates, experience, proximity, insurance documentation, non-collusion clause, public entity crimes statement, conflict of interest disclosure, and debarment certification. Proposals are limited to 10 pages and must be submitted in a bound format with required tabs. While specific contract values are not disclosed, the IDIQ nature of the contract suggests flexibility in potential work assignments based on the Port Authority's needs.