Water Cooler Filter Replacement -Term Contract

Polk County Public Schools (PCPS) in Florida has issued an Invitation to Bid (ITB) number 052-MJ-0425 for a water cooler filter replacement term contract, targeting the annual replacement of Versa Filter III water filters in approximately 1,900 Oasis water coolers and 500 Oasis water cooler bottle filler combo units district-wide. The procurement seeks a licensed plumbing contractor to handle comprehensive filter replacement services, which include removing and legally disposing of existing water filters, replacing filters according to Oasis technical manual specifications, cleaning condensers and louvers, and meticulously documenting all filter replacements with date-stamped photographs and unit documentation. Bidders must be currently licensed plumbing contractors with the Florida Department of Business and Professional Regulation and provide references from at least three recent clients. The bid is due on March 12, 2025, at 3:00 PM, with the initial contract period running from approximately April 23, 2025, to April 22, 2026, and potential options to extend the contract for four additional one-year periods under the same terms and conditions. The district reserves the right to adjust pricing based on the Consumer Price Index and will evaluate bids on factors including technical compliance, service capabilities, and pricing.

The procurement includes several specific requirements and certifications for potential bidders, such as completing a Conflict of Interest Statement, providing a Non-Collusion Affidavit, and submitting a Drug-Free Workplace Certification. Bidders must also complete an Independent Price Determination certification and provide documentation regarding debarment and suspension status. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the comprehensive documentation requirements suggest a commitment to transparent and ethical bidding practices. The contract includes a 90-day warranty for correcting water leaks and non-functioning units, and bidders will be required to submit detailed documentation with invoices for payment. Although the exact budget range is not specified, the scope involves servicing over 2,400 water cooler and bottle filler units across the district, indicating a potentially significant contract value. The district has already indicated its intent to potentially reject and reissue the solicitation, as evidenced by a March 27, 2025 notice, which suggests flexibility in the procurement process.