HVAC-Systems and Related Services

Pinellas County, Florida is issuing a Request for Proposals (RFP) for comprehensive HVAC Systems and Related Services, establishing a preventive maintenance and condition assessment program for water-cooled chillers, air-cooled chillers, pumps, and cooling towers across approximately 4.5 million square feet of facilities spanning more than 150 county locations. The procurement encompasses 122 line items including 20 air-cooled chillers, 31 cooling towers, 82 chilled water pumps, 108 condenser water pumps, and 120 water-cooled chillers requiring three annual preventive maintenance services per unit. Deliverables include structured annual preventive maintenance performed during regular business hours (Monday-Friday, 7:00 AM-5:00 PM) with a mandatory three-hour emergency response time, comprehensive documentation submitted within 30 days of service completion including inspection documentation and test results, an Annual Reporting Package with formal Condition Assessments and Remaining Useful Life projections, and Eddy Current testing and tube cleaning for water-cooled chillers to proactively monitor internal tube integrity and prevent failure. Key qualifications require contractors to maintain an office in Pinellas County or within convenient radius, employ personnel with applicable HVAC experience, complete Pinellas County Security Clearance processes including Florida Department of Law Enforcement background checks prior to work commencement, and provide quarterly vendor performance meetings with a measurable minimum metric of 25 percent of annual preventive maintenance inspections completed per quarter. The initial contract term is 36 months from the award date with two optional 12-month renewal periods; proposals are due April 9, 2026, at 3:00 PM EST, with a question submission deadline of March 30, 2026, at 2:00 PM EST. Evaluation criteria emphasize compliance with manufacturer standards and HVAC industry best practices, submission of complete required documentation, vendor accountability through performance metrics, and adherence to a formal corrective action and cure framework consistent with the Pinellas County Purchasing Manual.

No specific set-aside designations for disadvantaged enterprises are referenced in the procurement documents; however, all contractors must comply with E-Verify requirements, register with the Florida Division of Corporations, and execute mandatory compliance affidavits including Human Trafficking Attestation, Common Carrier Attestation, and Foreign Country of Concern Affidavit certifying non-ownership by specified foreign countries and regimes. The fiscal review documents identify Johnson Controls, Inc. (Contract Number 23-0751-PB) as the anticipated contractor with an award date of August 12, 2026, suggesting a sole source procurement method under Florida Statutes 287.057(3)(c); interested contractors must submit convincing technical data demonstrating capability to meet or exceed stated requirements. The contract requires comprehensive insurance coverage including Workers' Compensation at Florida statutory limits with Employers' Liability of $500,000 per employee, Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Business Automobile Liability of $1,000,000 combined single limit, Excess/Umbrella Liability of $5,000,000, and Professional Liability Insurance of $1,000,000, with all policies issued by companies holding an AM Best rating of A-VIII or better. The total contract amount is estimated at $375,079.00 for the three-year initial term with an annual estimated expenditure of $125,026.33; the pricing schedule establishes a Not-To-Exceed budget of $220,000 for the three-year contract period comprised of $200,000 for standard preventive maintenance and repairs and $20,000 for unspecified services requiring prior written county authorization, with estimated labor costs of 3,200 standard repair hours and 400 overtime/emergency hours across the contract term, and parts billed at cost plus percentage markup varying by geographic service group.