Citywide HVAC Replacement 2026

The City of Lauderdale Lakes is seeking qualified, experienced, and licensed firm(s) to provide Citywide HVAC Replacement 2026 in accordance with the terms, conditions and specifications contained in this Invitation To Bid (ITB). Bids will be due via the City's eProcurement portal at https://procurement.opengov.com/portal/lauderdalelakes on or before 10:00 am at Friday, July 17, 2026. Late Bids will not be accepted.

Project Details

• Reference ID: ITB26-6310-36B
• Department: Public Works Administration
• Department Head: Ronald Desbrunes (Director of Public Works)

Important Dates

• Questions Due: 2026-07-10T16:00:00.000Z
• Pre-Proposal Meeting: 2026-07-02T14:00:00.000Z — Lauderdale Lakes City Hall 4300 NW 36th Street Lauderdale Lakes, FL 33319 Gereffi Room, 2nd Floor

Evaluation Criteria

• Scope of Services —

  EXHIBIT A
  SCOPE OF WORK
  HVAC REPLACEMENT PROJECT – CITY OF LAUDERDALE LAKES
  
  1. PURPOSE

  The City of Lauderdale Lakes ("City") is seeking the services of a qualified and licensed HVAC contractor to provide all labor, supervision, equipment, materials, transportation, startup, testing, commissioning, and related services necessary for the complete turnkey replacement and installation of specified heating, ventilation, and air conditioning (HVAC) equipment at various City facilities.

  The intent of this solicitation is to replace aging HVAC equipment that has exceeded or is approaching its useful service life in order to improve operational reliability, energy efficiency, and long-term maintenance performance. Several of the existing units are more than eleven (11) years old and have been identified for replacement based upon facility inspections.

  2. SCOPE OF SERVICES

  The Contractor shall furnish and install all equipment necessary for a complete and operational HVAC system replacement at the locations identified herein.

  Services shall include, but not be limited to:

  • Procurement and delivery of all specified HVAC equipment.
  • Removal and disconnection of existing HVAC equipment.
  • Installation of new HVAC equipment.
  • Connection of all electrical, refrigerant, condensate, controls, and associated system components.
  • Startup, testing, balancing, commissioning, and verification of proper operation.
  • Manufacturer-authorized startup where required.
  • Provision of all permits required by applicable laws, codes, and regulations.
  • Final system testing and demonstration to City staff.
  • Cleanup of all work areas upon completion of work.
  • Contractor shall submit manufacturer product data, cut sheets, specifications, efficiency ratings, capacities, and warranty information for all proposed equipment for City review and approval prior to procurement and installation.
  • Contractor shall not order or install equipment until written approval of submittals has been received from the City.
  • Contractor shall provide as-built documentation upon project completion, including equipment locations, model numbers, serial numbers, thermostat locations, and any modifications made during installation.
  • Preferred and allowed working hours are after 5:00 PM weekdays and weekends, if possible, without any additional charges for after-hours work
  • Existing curve adapters may be reused provided they are compatible with the new equipment and installation requirements. Any adjustments, modifications, or replacement required to achieve proper fit and functionality shall be the responsibility of the Contractor at no additional cost.

  The Contractor shall provide a complete turnkey installation resulting in fully operational HVAC systems.

  3A. EQUIPMENT TO BE REPLACED

  The following units are scheduled for replacement:

  HVAC Replacement 2026   Building   Location   CU (Model #)   Year   AHU (Model #)   YEAR Public Works Ceiling Front Office 4A7A6060J1000AB 5/2018 GAM2ADC60S51SEA 4/2015 Multipurpose Office Area TTA12043DAB00AE00000 5/2019 1.TEM4A0C60S51SBA (Not Replaced) 2. TEM4A0C60S51SBA (Not Replaced)   6/2019 Multipurpose Auditorium TTA180F300AA 7/2015 TWE180E300AA 7/2015 Development Service Rooftop Package Unit 10/2017 1.4TCC4060A1000AA   10/2017 Development Service Rooftop Package Unit 8/2017 2. 4TCC4060A100AA 8/2017 Development Service Ground TTA180J300AA 3/2017 TWE180E300AA 4/2017

   

  Equipment inventory is based upon the City's inspection records. Based on the inspection, the listed air‑conditioning units should be replaced. Several of these units are over 11 years old, which exceeds the typical service life for most residential and light‑commercial A/C systems. Their age increases the likelihood of mechanical failure, reduced efficiency, and higher operating costs. Replacing them now will improve reliability, energy performance, and long‑term cost effectiveness.

  3B. EQUIPMENT TO BE INSTALLED

  The following units are to be installed:

  	HVAC Replacement 2026
  Building	Location	CU (Model #)	AHU (Model #)
  Public Works	Ceiling Front Office	5TTR4060A1	5TEM4D07AC51
  Multipurpose	Office Area	TTA12043DAC**BS0500010000000 000000000000	1.TEM4A0C60S51SBA*** 2. TEM4A0C60S51SBA***
  Multipurpose	Auditorium	TTA180K3DAA**BS0000010000000 000000000000	TWE180K3BAA**BC000000000000 0000000000000
  Development Service	Rooftop	Package Unit	5WCZ5060A1000
  Development Service	Rooftop	Package Unit	5WCZ5060A1000
  Development Service	Ground	TTA180K3DAA**BS0000010000000 000000000000	TWE180K3BAA**BC000000000000 0000000000000

  
  *** = Are NOT set to be replaced.

  4. BRAND REQUIREMENTS

  The City shall accept equipment from either of the following manufacturers:

  • Trane
  • American Standard

  No substitute manufacturers shall be permitted.

  No "or equal" products shall be considered.

  All equipment proposed must match the exact specifications, performance characteristics, capacity, efficiency ratings, quality standards, and manufacturer requirements identified by the City.

  The City reserves the right to reject any proposal containing alternate brands, substitutions, deviations, or equivalent products.

  5. CONTRACTOR QUALIFICATIONS

  Contractors shall possess the following minimum qualifications:

  • State of Florida Certified Class A Air Conditioning Contractor License; or
  • State of Florida Certified Class B Air Conditioning Contractor License.

  Contractors shall:

  • Be authorized to conduct business in the State of Florida.
  • Have a minimum of five (5) years of experience performing commercial HVAC replacement projects of similar size and complexity.
  • Have experience installing Trane and/or American Standard commercial HVAC systems.
  • Maintain all insurance required by the City.
  • Provide references for at least three (3) comparable commercial HVAC replacement projects completed within the last five (5) years.

  6. PERMITS AND CODE COMPLIANCE

  The Contractor shall obtain all permits required for the work.

  All work shall comply with:

  • Florida Building Code
  • Florida Mechanical Code
  • Florida Energy Conservation Code
  • National Electrical Code (NEC)
  • Manufacturer installation requirements
  • All applicable federal, state, county, and local regulations

  7. EXISTING EQUIPMENT

  The City shall retain ownership of all removed HVAC equipment.

  The Contractor shall:

  • Disconnect and remove existing equipment from service.
  • Transport removed equipment to a location designated by the City.
  • Coordinate with City staff regarding placement and storage of removed equipment.

  The Contractor shall not dispose of any equipment unless specifically directed in writing by the City.

  8. CLEANUP

  The Contractor shall maintain a clean and safe work environment throughout the project.

  At the conclusion of each workday and upon project completion, the Contractor shall:

  • Remove debris and installation waste.
  • Clean affected work areas.
  • Restore work areas to a neat and orderly condition.

  9. WARRANTY REQUIREMENTS

  The Contractor shall provide:

  Labor Warranty

  • Minimum two (2) years.

  Parts Warranty

  • Minimum two (2) years.

  Manufacturer Warranty

  • Manufacturer's standard warranty on all equipment.
  • Compressor warranties shall be provided in accordance with manufacturer coverage, typically ranging from five (5) to ten (10) years.

  Warranty documentation shall be submitted to the City prior to final payment.

  10. PROJECT SCHEDULE & HOURLY RATE

  Contractors shall include in their proposal a detailed project schedule identifying:

  • Equipment ordering date
  • Estimated manufacturing lead times
  • Delivery dates
  • Installation dates
  • Startup and commissioning dates
  • Final completion date
  • Contractor shall coordinate all HVAC shutdowns and equipment replacement activities with the City to minimize disruption to facility operations.
  • Any anticipated HVAC outage exceeding one (1) business day shall be communicated to and approved by the City in advance.
  • Contractor shall provide a minimum of seventy-two (72) hours advance notice prior to any planned shutdown of HVAC equipment.

  The proposed timeline shall clearly identify the anticipated duration of each phase of the project.
  
  Additionally, vendors shall provide an hourly rate schedule by employee position/classification for informational purposes only. The City shall not be responsible for the payment of overtime rates or overtime-related costs unless expressly authorized in writing by the City in advance.

  Failure to submit a proposed delivery and installation schedule may result in the proposal being deemed non-responsive.

  11. TESTING AND COMMISSIONING

  Prior to final acceptance, the Contractor shall:

  • Perform complete startup and testing.
  • Verify proper operation of all HVAC equipment.
  • Verify thermostat and control operation.
  • Verify refrigerant charge.
  • Verify airflow performance.
  • Contractor shall provide on-site training to designated City staff on the operation, maintenance, controls, troubleshooting procedures, and warranty requirements of all installed HVAC equipment.
  • Training shall be conducted after startup and commissioning and prior to final acceptance.
  • Contractor shall provide all operation and maintenance manuals, warranty documents, and manufacturer literature during the training session.
  • Verify condensate drainage.
  • Correct any deficiencies identified during testing.MAKE

  12. FINAL ACCEPTANCE

  Final acceptance shall occur only after:

  • Completion of all installation activities.
  • Successful startup and commissioning.
  • Submission of warranty documentation.
  • Submission of operation and maintenance manuals.
  • Completion of City inspection.
  • Correction of all punch list items.

  13. MEASUREMENT AND PAYMENT

  The Contractor shall provide a total bid price for the complete turnkey replacement and installation of all specified HVAC equipment.

  The total bid price shall include all labor, supervision, materials, equipment, transportation, permits, testing, commissioning, warranties, overhead, profit, and any other costs necessary to provide a complete, fully operational installation in accordance with the Scope of Work.

  The rest of this page is intentionally left blank.

Submission Requirements

• Bid Package (required) —

  Please upload your bid package here

• Bid Schedule (required) —

  Please upload your bid schedule here

• BIDDER’S QUALIFICATIONS STATEMENT —

  BIDDER shall furnish the following information. Failure to comply with this requirement will render the Bid non-responsive and may cause its rejection. Additional sheets shall be attached as required.

• Authorized Representative: (required) —

  Please enter the name, title, phone and email of the authorized representative submitting this proposal.

• Number of years as a Contractor in this type of work: (required)
• Names and titles of all officers, partners or individuals doing business under trade name: (required)
• The business is a: (required) —

  IF USING A FICTITIOUS NAME, SUBMIT EVIDENCE OF COMPLIANCE WITH FLORIDA FICTITIOUS NAME STATUTE. 

• If a Partnership, please complete and upload the attached certificate —

  Please download the below documents, complete, and upload.

• If a Corporation, please complete and upload the attached certificate —

  Please download the below documents, complete, and upload.

• If a Foreign (Non-Florida) Corporation, please complete and upload the attached document —

  Please download the below documents, complete, and upload.

• Name, address, and telephone number of Surety Company and agent who will provide the required bonds on this contract: (required)
• What is the last project of this nature that you have completed? Include the project value. (required)
• Have you ever failed to complete work awarded to you? (required)
• If so, when, where, and why? (required)
• Have you personally inspected the proposed WORK and do you have a complete plan for its performance? (required)
• List CM’s or GC’s your company has worked for within the past three years. (required) —

  Please include the Contact Person's name, phone and email

• List three SIGNIFICANT PROJECTS completed within the past five years. (required) —

  Please include the project name, location, date completed, contract $ amount, contracting Agency/Owner, and the contact person's name, phone and email

• List the pertinent experience of the key individuals of your organization (attach a sheet below, if necessary). (required)
• Experience of Key Individuals attachment (optional upload)
• State the name and licensing of the individual who will have personal supervision of the Work. (required)
• What equipment do you own that is available for the Work? (Attach additional sheets as necessary) (required)
• Equipment (optional upload)
• What equipment will you purchase for the proposed Work? (required)
• What equipment will you rent for the proposed Work? (required)
• Please attach certificate of status, competency, and/or state registration. (required)
• Please confirm (required) —

  The BIDDER acknowledges and understands that the information contained in this response shall be relied upon by CITY in awarding the contract and such information is warranted by BIDDER to be true. The discovery of any omission or misstatement that materially affects the BIDDER'S qualifications to perform under the contract shall cause the CITY to reject the Bid, and if after the award, to cancel and terminate the award and/or contract.

• REQUIRED FORMS
• BID BOND (required) —

  Please download the below documents, complete, and upload.

• CERTIFICATE AND AFFIDAVIT FOR BONDS (required) —

  Please download the below documents, complete, and upload.

• Will you sublet any part of this Work? (required)
• If so, give details. (required)
• Please complete (required) —

  Please download the below documents, complete, and upload.

• PRINCIPAL MATERIALS MANUFACTURER AND SUBCONTRACTORS (required) —

  Please download the below documents, complete, and upload.

• CONFIRMATION OF DRUG-FREE WORKPLACE (required) —

  IDENTICAL TIE BIDS: Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quantity, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program (Florida Statutes Section 287.087). In order to have a drug-free workplace program, a business shall:

  1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

  2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, and available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

  3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

  4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

  5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

  6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

  7. Your firms Drug-Free Workplace Policy must be attached to this executed form and submitted with the Bid Documents.

  As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

• NON-COLLUSION AFFIDAVIT (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• TRENCH SAFETY ACT COMPLIANCE (required) —

  Please download the below documents, complete, and upload.

• WARRANTIES (required) —

  Please download the below documents, complete, and upload.

• E-VERIFY AFFIRMATION STATEMENT (required) —

  Per Florida State Statutes, Chapter 448.095(2), effective January 1, 2021, no public contract can be entered into without an E-Verify certificate. This applies to both prime Contractors and Subcontractors. It is the responsibility of the prime Contractor to verify compliance with Subcontractors.

  A certificate of compliance must accompany this affirmation.

  Contractor/Proposer/Bidder acknowledges and agrees to utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

  a) All persons employed by Contractor/Proposer/Bidder to perform employment duties within Florida during the term of the Contract, and,

  b) All persons (including subcontractors/vendors) assigned by Contractor/Proposer/Bidder to perform work pursuant to the Contract.

  The Contractor/Proposer/Bidder acknowledges and agrees that use of the U.S. Department of Homeland Security’s E-Verify system during the term of the Contract is a condition of the Contract.

• LICENSE NUMBER (required) —

  Please attach a copy below

• LICENSE (required) —

  Attach certificate of competency, state registration and any other applicable licenses.

• FEDERAL TAX ID# (required)
• CRIMINAL BACKGROUND SCREENING (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• DEBARMENT CERTIFICATION (required) —

  49 CFR Part 29- Appendix B

  CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION--LOWER TIER COVERED TRANSACTIONS

  Instructions for Certification
  1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below.

  2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. lf it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

  3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances.

  4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

  5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR Part 9, Subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

  6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

  7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR Part 9, Subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Non-procurement Programs.

  8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

  9. Except for transactions authorized under paragraph 5 of these instructions: if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in. addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

  CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION-LOWER TIER COVERED TRANSACTIONS

  (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency.

  (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

• PUBLIC ENTITY CRIMES (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• BID FORM ACKNOWLEDGEMENT (required) —

  In order to be considered for this project, the Bidder shall have successfully completed a minimum of three (3) projects of similar scope and complexity over the past five (5) years, in the State of Florida, and must be able to document the required experience.

  1. The Bidder proposes and agrees, if this Bid is accepted, to enter into a Contract with the City to perform and furnish all Work as specified herein for the Contract Price and within the Contract Period indicated in this Bid.
  2. This Bid will remain subject to acceptance for ninety (90) days after the day of Bid opening. Bidder will sign and submit the necessary documents required by the City within fifteen (15) days after the date of City's Notice of Tentative Award.
  3. In submitting this Bid, Bidder represents, as more fully set forth in the Contract, that
     1. Bidder has examined the Bid Documents, including any addenda issued all of which are hereby acknowledged;
     2. Bidder has familiarized itself with the nature and extent of the Bid Documents, locality, and all local conditions and laws and regulations that in any manner may affect cost, progress, performance or furnishing of the Work.
     3. Bidder has given the City written notice of all conflicts, errors or discrepancies that it has discovered in the Bid Documents and the written resolution thereof by the City is acceptable to Bidder.
  4. Bidder proposes to furnish the Work in conformity with the Specifications and at the Bid Prices referenced below in the Schedule of Bid Prices. The Bid Prices quoted have been checked and certified to be correct. Said Bid Prices are fixed and firm and shall be paid to Bidder for the successful completion of its obligation as specified in the Bid Documents.
  5. It is the intent of the City to award this bid to the lowest responsible and responsive Bidder. The City reserves the right to accept or reject any or all bids and to waive any informality concerning the bids when such rejection or waiver is deemed to be in the best interest of The City of Lauderdale Lakes. The City reserves the right to award the bid on a split order basis, lump sum or individual item basis unless otherwise stated.
  6. Contractor shall furnish all labor, materials, and equipment and perform all the necessary Work in the manner and form provided in the Contract Documents.
  7. Bidder accepts the provisions of the Contract as to liquidated damages in the event of failure to complete the Work on time.
• How will you be collecting pricing? (required)
• Is this ITB for construction? (required)
• Will the trench safety act apply? (required) —

  Select yes if the work involves trenching/excavating

• Bonding Requirements? (required)
• Will local vendor preference apply to this solicitation? (required)