Variable frequency drive materials and repair services - 26-0111

The School Board of Sarasota County, Florida is soliciting bids for Variable Frequency Drive (VFD) Materials and Repair Services under Bid #26-0111, seeking to establish an as-needed contract for parts and repair services for HVAC variable frequency drives across all school board-owned and operated locations. The procurement requires contractors to provide comprehensive services including labor, supervision, travel, tools, equipment, and materials for VFD repairs on specific brands such as Graham, Reliance, CTSI, Westinghouse, Square D, Weg, Toshiba, and others. Bidders must have a minimum of three years of experience, maintain at least three service technicians, and be located within 75 miles of Sarasota County. The solicitation requires electronic submissions via the Bonfire portal by August 14, 2025, at 1:00 p.m. EST, with recommended awards to be posted on September 9, 2025, and School Board action scheduled for September 16, 2025. Key evaluation criteria include hourly rates for standard and non-standard working hours, with parts and materials billed at wholesale cost plus a maximum 10% markup, and a mandatory two-hour emergency response time.

The procurement includes specific set-aside and certification requirements, mandating that bidders complete Small/Minority Business Enterprise (S/MBE) certification forms and provide documentation of their business status. Vendors must also submit affidavits certifying compliance with Florida Statutes regarding the use of coercion for labor and services and restrictions on companies owned or controlled by foreign countries of concern. The previous contract was held by Commercial Air Management, which was awarded a contract not to exceed $200,000 for a one-year period with options for two additional renewals. The School Board reserves the right to make multiple vendor awards and reassign work based on performance or emergency conditions. While no specific budget range is explicitly stated, the previous contract's value of $200,000 provides a benchmark for potential contract value. The procurement emphasizes prioritizing public health and safety, with specific provisions for emergency and disaster situations, including mandatory priority service to government entities and restrictions on markup during declared emergencies.