REFRIGERANT GAS SERVICES - Bid #26-0063

The School Board of Sarasota County, Florida is seeking a contractor for Refrigerant Gas Services through Bid #26-0063, a procurement designed to establish firm fixed pricing for refrigerant recycling, disposal, and recovery services across 52 school locations and administrative facilities. The solicitation requires an EPA-certified refrigerant reclaimer with at least three years of verifiable experience to provide comprehensive services including refrigerant recovery, reclamation, cleaning, and disposal for multiple refrigerant types (R-22, 134-A, 410-A, and R-454B). Key deliverables include per-pound pricing for refrigerant services, cylinder provisions in 30-pound, 50-pound, and 125-pound sizes, and hourly labor rates for standard and non-standard working hours. Bidders must submit pricing with specific markup constraints: a maximum 25% markup on refrigerant purchases over wholesale prices, 10% markup on materials and rental equipment, and 10% markup on subcontracted services. Critical procurement dates include a November 24, 2025 deadline for written questions, bid submissions due December 9, 2025 at 1:00 p.m. EST via VendorLink, recommended awards posting on January 13, 2026, and School Board action on January 20, 2026.

The procurement includes provisions for small and minority business enterprises, allowing bidders to self-identify as Small Business Enterprises under Florida Statute 288.703(1) or as Minority Business Enterprises certified by the State of Florida, with options to identify as African American, Asian American, Woman Owned, Hispanic American, or Native American-owned. Contractors must provide three commercial references and comply with OSHA and EPA regulations, carry comprehensive liability insurance, and complete background screenings under the Jessica Lunsford Act. The contract term is one year from School Board approval, with options to renew for two additional one-year periods. Contractors must provide 24-hour emergency contact information and respond to emergency service calls within two hours, with quotation responses required within 48 hours of notification. While no specific contract value is listed, the procurement operates on an as-needed basis with fluctuating volumes dependent on chiller repairs and replacements, and the School Board does not guarantee minimum purchase volumes. The contract includes provisions for disaster response, requiring contractors to provide goods and services to the School Board and other government entities on a first-priority basis during emergencies.