Specifications for CRAC Unit Replacement

The Utility Board of the City of Key West is soliciting sealed bids for replacement of three 5-ton CRAC units at 1001 James Street in Key West, Florida, with proposals due July 31, 2026 at 10:00 a.m. A mandatory pre-bid meeting was held July 13, 2026; the meeting has already occurred, but attendance documentation confirms this was a required step for bidders.

The scope encompasses demolition and removal of existing Data-Aire CRAC units, installation of three new 5-ton split CRAC units with associated piping and electrical work, and integration with the existing JCI Metasys control system and KEYS SCADA system. Units must be BACnet MS/TP enabled and capable of operating on a weekly rotation with two units running simultaneously. Work must be completed by June 1, 2027, with liquidated damages of $100 per day for delays. The server room must remain cooled at all times; only one unit may be down at a time. Work hours are Monday through Friday, 7:00 a.m. to 3:30 p.m., excluding observed holidays, with extended hours to 7:00 p.m. available with two weeks' notice if local ordinances permit.

Contractors must be licensed and insured with commercial general liability of $2 million per occurrence and general aggregate, business automobile coverage of $1 million per occurrence, and workers' compensation insurance, naming the Utility Board as additional insured. Bidders must provide a 5% bid bond or certified check with proposals and a 100% performance bond within ten days of award. All pricing must remain firm for 120 days and include labor, supervision, materials, equipment, permitting, mobilization, overhead, and incidentals, plus a $10 indemnity fee.

Sealed proposals are accepted electronically via VendorLink or DemandStar or via FedEx/UPS/in-person delivery. Written questions were due July 17, 2026 at noon. The Utility Board is scheduled to consider award approval August 12, 2026. The contract duration is one year from execution, with cancellation without cause upon 30 days' notice or with cause upon 10 days' notice. Payment is made within 30 days of invoice acceptance with 5% retainage held until 30 days after final project acceptance.