HVAC VARIABLE FREQUENCY DRIVE, MATERIALS & REPAIR SERVICES

The School Board of Sarasota County, Florida is seeking an as-needed contract for HVAC Variable Frequency Drive (VFD) Materials and Repair Services through Bid #26-0113. The procurement aims to establish a contract for comprehensive parts and repair services for variable frequency drives across all school-owned and operated facilities. Contractors must systematically examine, diagnose, repair, and replace VFD components on HVAC systems, adhering to manufacturer recommendations and as requested by the Facilities Services Department. Bidders must maintain a minimum of three service technicians, preferably located between Tampa and Fort Myers, with the ability to respond within two hours of notification and provide quotations within 48 hours. The solicitation covers services for equipment brands including Graham, Weg, ABB, Reliance, Toshiba, and others, with replacement parts required to be available for a minimum of five years. Sealed bids must be submitted electronically via VendorLink by October 22, 2025, at 1:00 p.m. EST, with recommended awards to be posted on November 11, 2025, and Board action scheduled for November 18, 2025.

The procurement includes specific requirements for Small/Minority Business Enterprises (S/MBE), with bidders required to provide three commercial references demonstrating HVAC VFD work performed within the previous 36 months. Vendors must certify compliance with drug-free workplace requirements and submit affidavits regarding labor practices and foreign country ownership restrictions. The contract will be awarded with a not-to-exceed value of $200,000.00, with pricing structured at $135.00 per technician for standard working hours and $205.00 for non-standard hours. Materials will be billed at net cost with a maximum 10% markup for overhead and profit, and the contract includes provisions for subcontracted services and third-party fees, each with a 10% markup. Commercial Air Management was ultimately selected as the awarded vendor, with two other bidders (Ozone Air Design LLC and USA-HVAC Pro, Inc.) deemed non-responsive due to location requirements and business tenure. The contract term is one year, with options for two additional one-year renewals, and funding will be allocated from the 2025-2026 General/Capital Fund.