Roberts Building HVAC Preventive Maintenance & Repair Services

The Florida Department of Children and Families (DCF) is soliciting responses under Invitation to Bid (ITB) 2526-084 for comprehensive HVAC preventive maintenance and repair services at the Roberts Building located at 5920 Arlington Expressway, Jacksonville, Florida. The scope of work encompasses eight distinct services including annual and monthly Building Automation System (BAS) inspections, mechanical-draft cooling tower maintenance, condenser water pump servicing, and quarterly inspections of two Trane CenTraVac chillers, with service frequencies ranging from annual to monthly occurrences. All preventive maintenance services are provided on a fixed-price basis with labor, materials, equipment, tools, supervision, consumables, and incidental costs included in pricing, while repairs, upgrades, and out-of-scope work require separate written authorization and purchase orders with hourly rates plus a ten percent markup on parts. Qualified respondents must maintain an active Florida mechanical contractor license, ensure all technicians handling refrigerants hold EPA certification, maintain a service location within 80 miles of the facility, respond to Department contact within four hours, and provide on-site presence within twenty-four hours when applicable. A mandatory in-person pre-bid conference is scheduled for June 8, 2026, at 10:00 AM at the Roberts Building; written questions must be submitted by June 22, 2026, at 2:00 PM with responses posted by July 2, 2026; and proposals are due by July 15, 2026, at 10:00 AM with public opening on July 16, 2026, at 2:00 PM. The anticipated notice of intent to award is July 28, 2026, with a contract start date of August 1, 2026. Evaluation criteria include the responsive and responsible submission of the lowest bid, with DCF reserving the right to award to multiple respondents, reject all responses, or withdraw the solicitation.

This procurement does not designate set-aside preferences for disadvantaged enterprises, though optional tiebreaking certifications are available for qualifying respondents including Minority Business Enterprise, Veteran Business Enterprise, Florida Business, Foreign Manufacturer with a Factory in Florida, or Drug-Free Workplace participant status. No incumbent vendor or current contractor is identified in the solicitation documents. The Department will maintain the existing Building Automation System (Trane Tracer SC) infrastructure, though if the selected contractor is unable to support the BAS at contract commencement, it must provide a complete BAS head-end replacement at no additional cost, including all hardware, software, licensing, programming, integration, and labor. The resulting contract will have an anticipated five-year term from August 1, 2026, through July 31, 2031, with potential renewal for up to three additional years subject to satisfactory performance, funding availability, and a maximum three percent annual price increase during renewal periods. Financial consequences of five percent per occurrence (cumulative maximum ten percent) apply for incomplete, late, or non-compliant deliverables. No specific budget or award value range is disclosed in the solicitation documents; all pricing must be submitted as fixed rates with the understanding that the Department of Children and Families is exempt from Florida state sales and use tax and will impose a 0.7% transaction fee through MyFloridaMarketPlace.