Active SLED Opportunity · FLORIDA · CITY OF PETERSBURG
AI Summary
City of St. Petersburg seeks qualified vendors for HVAC preventative maintenance, repairs, and replacements in municipal buildings. Contract includes labor, materials, emergency services, and compliance with business enterprise programs. Initial 3-year term with renewals. Bid due August 6, 2026.
The City of St. Petersburg (“City”) is seeking responses from qualified vendors to provide all labor, materials, supervision, tools, equipment, and vehicles necessary to perform preventative maintenance, repairs, and replacements for the City’s HVAC systems serving municipal buildings.
The Vendor shall conduct a security background investigation that meets the standards set forth in Florida Statute Section 435.04 (“Level 2 Background Screening”) for each employee and subconsultant/subcontractor employee performing Work at the work site in accordance with the screening requirements set forth in Florida Statute Section 402.302 and Florida Administrative Code Chapters 65C-20, 65C-22 and 65C-25.
Prior to allowing an employee or subconsultant/subcontractor employee to perform Work at the work site, the Vendor shall submit to the City's Project Manager an affidavit certifying that each such employee possesses, and shall continue to possess for the duration of the Project, a valid letter determining that a Level 2 Background Screening was performed and did not identify criminal convictions or other criminal history factors that would disqualify that employee from accessing the work site (“Clearance Letter”). In the event Vendor becomes aware that any employee or subconsultant/subcontractor employee has been arrested or convicted for a disqualifying offense, Vendor shall immediately remove that employee from the work site.
An updated list of all employees or subconsultant/subcontractor employees with access to the work site shall accompany the affidavit and be provided to the City's Project Manager along with the cell phone number of the Vendor's representative responsible for those employees. At any time, the City may request to view the Clearance Letters of any or all employees or subconsultant/subcontractor employees working at the work site. The requested information shall be made available for viewing as soon as possible, but no later than twenty-four (24) hours after the request. If the Vendor fails to provide the requested documentation, the employee(s) in question will not be allowed to continue work until the appropriate documentation has been received. The Vendor shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to a employee or subconsultant/subcontractor employee's inability to perform Work due to a Clearance Letter being unavailable for inspection. The failure of the Vendor to submit an appropriate affidavit or the submission of an affidavit containing false information shall be considered a substantial violation of the terms and conditions of the Contract Documents and shall provide a basis for termination of the Contract.
The City of St. Petersburg is accepting bids for HVAC, Preventative Maintenance, Municipal Buildings. The City will award to one vendor.
The City has set a Small Business Enterprises (SBEs) goal of %on this project in accordance with the City Code. The applicable code provisions can be found here: City of St. Petersburg Small Business Enterprise Assistance Program
Proposers must submit all required Business Enterprise documentation with their response. To demonstrate compliance with the established SBE goal, Proposers shall submit Form A – Letter of Intent for each proposed certified subcontractor. If not meeting the SBE goal, Proposers must submit Form B – SBE Non-Use Form in accordance with the City Code (Sec. 2-284).
All Proposers must also submit a completed Subcontractor Summary Spreadsheet identifying ALL subcontractors, including business enterprise certification status (if applicable), scope of work, and subcontract amount. Failure to provide the required documentation may result in a determination of non-responsiveness.
Submittal will be prepared in accordance with the following:
The initial term of the agreement will commence upon contract execution and will continue for a period of 3 years. The City reserves the right to renew this agreement under the same terms and conditions for two (2) one (1) year periods at the end of the initial term, provided such renewal is mutually agreed upon by the parties in writing.
Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.
Any Vendor or subconsultant/subcontractor employee performing Work at the Work site shall (i) comply with the Maritime Transportation Security Act of 2002, 46 U.S.C. § 70101, et seq. (including any amendments thereto and any regulations or rules promulgated thereunder), (ii) comply with Florida Statute § 311.12, and (iii) possess a valid federal Transportation Worker Identification Credential (TWIC). The Vendor shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to an employee or subconsultant/subcontractor employee’s inability to obtain a TWIC.
The City has set a Minority Owned Business Enterprise (MBE) goal of % for this project in accordance with the City Code. The applicable code provisions can be found here:Minority Business Enterprise Program
Proposers must submit all required Business Enterprise documentation with their response. To demonstrate compliance with the established MBE goal, Proposers shall submit Form A – Letter of Intent for each proposed certified subcontractor. If not meeting the MBE goal, Proposers must submit Form B – MBE Non-Use Form in accordance with the City Code (Sec. 2-284).
All Proposers must also submit a completed Subcontractor Summary Spreadsheet identifying ALL subcontractors, including business enterprise certification status (if applicable), scope of work, and subcontract amount. Failure to provide the required documentation may result in a determination of non-responsiveness.
A. Submittals must be uploaded utilizing the OpenGov Procurement website. Submittals sent via email or delivered in-person will not be considered.
B. The preferred format for submittals is PDF conversion from your source file.
C. Submittals must follow the page maximum stated in the solicitation requirements. Failure to comply could result in the submittal being rejected.
The City has set a Women Owned Business Enterprise (WBE) goal of % for this project in accordance with the City Code. The applicable code provisions can be found here: Women Business Enterprise Program
Proposers must submit all required Business Enterprise documentation with their response. To demonstrate compliance with the established WBE goal, Proposers shall submit Form A – Letter of Intent for each proposed certified subcontractor. If not meeting the WBE goal, Proposers must submit Form B – WBE Non-Use Form in accordance with the City Code (Sec. 2-284).
All Proposers must also submit a completed Subcontractor Summary Spreadsheet identifying ALL subcontractors, including business enterprise certification status (if applicable), scope of work, and subcontract amount. Failure to provide the required documentation may result in a determination of non-responsiveness.
Vendor shall:
The Vendor shall conduct a criminal history check (“Background Check”) for each employee, subconsultant/subcontractor employee that will have regular access to the work site in accordance with the background check requirements set forth in Florida Statute Section 373.6055.
Prior to allowing an employee or subconsultant/subcontractor employee regular access to the work site, the Vendor shall submit to the City's Project Manager an affidavit certifying that each such employee is qualified to regularly access the work site in accordance with Florida Statute Sections 373.6055(2), (3)(b) and (3)(c). If any employee or subconsultant/subcontractor employee’s Background Check identifies criminal convictions or other criminal history factors that disqualify that employee from regular access to the work site, Vendor shall not allow that employee to have regular access to the work site, and an appeal process is not available. In the event Vendor becomes aware that any employee or subconsultant/subcontractor employee has been arrested or convicted for disqualifying offense, Vendor shall immediately remove that employee from the work site.
An updated list of all employees or subconsultant/subcontractor employees with regular access to the work site shall accompany the affidavit and be provided to the City's Project Manager along with the cell phone number of the Vendor's representative responsible for those employees. At any time, the City may request to view the Background Checks of Vendor's employees or subconsultant/subcontractor employees working at the work site. Vendor shall make the Background Checks available for viewing as soon as possible, but no later than twenty-four (24) hours after the request. If the Vendor fails to provide the requested documentation, the employee(s) in question will not be allowed to continue work until the appropriate documentation has been received. The Vendor shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to an employee’s inability to perform Work due to a Background Check being unavailable for inspection. The failure of the Vendor to submit an appropriate affidavit or the submission of an affidavit containing false information shall be considered a substantial violation of the terms and conditions of the Contract Documents and shall provide a basis for termination of the Contract.
Where two (2) or more related parties each upload a submittal, or multiple submittals are received from one (1) vendor, for any solicitation, such submittals will be judged non-responsive. Related parties mean vendors or the principles thereof, which have a direct or indirect ownership interest in another vendor for the same solicitation or in which a parent company or the principles thereof of one (1) contractor have a direct or indirect ownership interest in another vendor for the same solicitation.
The St. Petersburg Police Department (SPPD) shall conduct a Level 2 background investigation for all employees or subconsultant/subcontractor employees scheduled to work in a police facility. Should an employee or subconsultant/subcontractor employee's be unable to pass the SPPD background check process, the individual will not be granted clearance to the SPPD facilities.
The Vendor shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to an employee’s inability to perform Work due to a Background Check being unavailable for inspection. The failure of the Vendor to submit an appropriate affidavit or the submission of an affidavit containing false information shall be considered a substantial violation of the terms and conditions of the Contract Documents and shall provide a basis for termination of the Contract.
The City has designated this solicitation as a Sheltered project for participation by Small Business Enterprises (SBEs) only in accordance with the City Code. The applicable code provisions can be found here: City of St. Petersburg Small Business Enterprise Assistance Program
The Contractor shall provide all labor, materials (including OEM replacement parts/equipment), supervision, tools, equipment, vehicles, travel expenses, and diagnostic services necessary to keep all covered HVAC systems in proper and continuous operation through preventative maintenance and repair services at a Fixed Monthly Price ("Price").
Replacement parts include, but are not limited to, belts, lubricants, refrigerants, coils, drain pans, motors, compressors, blower wheels, thermostats, switches, fans, pumps, valves, and pipes. All replacement parts must be OEM, new, and per manufacturer recommendation or specification (MRS). Non-OEM parts shall not be used without prior written authorization from the City Project Manager.
All replacement costs are covered under this contract. Equipment is considered obsolete when repair cost exceeds 60% of turnkey replacement cost; the Contractor shall provide a replacement quote within 5 calendar days of that determination. Exception: replacement of an MSC fan coil motor is not grounds for full fan coil unit replacement unless a component is no longer manufacturer-available.
Scheduled maintenance shall include, but is not limited to, inspections, reporting, adjusting, lubricating, testing, and calibrating per MRS. Indoor air quality shall not be compromised during or after servicing. Site visits shall be coordinated with the designated point of contact chosen by the department.
The Contractor shall coordinate and manage the authorized, pre-approved CSP listed in Appendix D. CSP pricing shall be at a fixed price, included in the bid. The Contractor shall be responsible for the CSP's performance as if it were the Contractor's own.
The Contractor shall provide water treatment services through a qualified WTC per Appendix E, included in the bid price. The Contractor shall be responsible for the WTC's performance as if it were part of its own organization.
The City maintains a separate agreement with Honeywell for building automation controls; this is excluded from this contract. Any suspected controls issues shall be referred to the City Project Manager for resolution with Honeywell. The Contractor shall assist in determining whether issues are controls- or mechanical-related.
Vendors will use the original solicitation form(s) provided by the Procurement and Supply Management Department and enter information only in the spaces where a response is requested. Vendors may use an attachment as an addendum to the solicitation form(s) if sufficient space is not available on the original form for the vendor to enter a complete response. Any modifications or alterations to the original solicitation documents by the vendor, whether intentional or otherwise, will constitute grounds for rejection of a solicitation. Any such modifications or alterations a vendor wishes to propose must be clearly stated in the vendor's submittal response and presented in the form of an addendum to the original solicitation documents.
Pre-Existing Conditions: The Contractor shall complete a comprehensive survey and inspection and provide the Project Manager a Pre-Existing Conditions List of all equipment covered under this Agreement within 14 calendar days of approval of the signed BPA Acknowledgement. This pre-existing condition survey shall list all equipment identified as having non-operating components identified at the time of the survey and identify the nature of the non-operating component for each piece of equipment along with a price to bring the equipment into adequate operating condition. The price shall be in accordance with the rates defined in the Agreement. If the Contractor does not supply the Pre-Existing Conditions List within 14 calendar days of the signed BPA Acknowledgement, the Contractor is responsible for incurring the expense of repairing the equipment identified as having non-operational components. Also, any equipment not listed on the Pre-Existing Conditions List shall be deemed to be sufficiently operational at the time of the survey and will become the service responsibility of the Contractor under the terms of this Full-Service Agreement. The City shall have the right to either repair the non-operational components by City personnel; hire this Contractor to repair such equipment; or hire an independent Contractor to bring the non-operational equipment up to adequate operating conditions.
The Pre-Existing Conditions list is only intended to address items that are non-functional and shall not include items such as normal wear and tear conditions expected with equipment that has been in service for an extended period of time.
When possible, the pre-existing conditions list shall be completed prior to the previous contractor completing their term of service. This will allow for the Owner to complete any replacements or repairs under the previous contract.
Servicing Schedule: A Service Schedule Calendar shall be completed by the Contractor within 30 calendar days of Agreement effective date and submitted to the City Project Manager for review. A service date shall be listed for each piece of equipment on the Service Schedule Calendar as well as the description of service to be performed on each piece of equipment. The Service Schedule Calendar shall be reviewed by the Project Manager and be revised, if necessary, based on mutual agreement. Upon approval, the Service Schedule Calendar shall be in force throughout the term of the Agreement. No later than 14 calendar days from approval, major service items including, but not limited to coil cleaning shall be firmly booked into Contractor's scheduling system and documentation of same shall be provided to City Project Manager. Items requiring service at a frequency less than 30 calendar days at the inception of the Agreement shall be serviced immediately upon activation of the Agreement while the Servicing Schedule Calendar is being developed. Any revision of the Servicing Schedule List during the term of the Agreement shall be subject to the approval of the Project Manager. At the City's sole discretion, payments may be withheld until an approved, and agreed upon, service schedule is received by the City.
Contractor shall perform all HVAC equipment maintenance, repairs, and diagnostic testing in accordance with all applicable federal, state and Local Laws ("Laws"), including, but not limited to EPA regulations and OSHA regulations (all as amended).
Contractor shall furnish all necessary and emergency services as needed to maintain the continuous operation of the HVAC systems. Contractor shall provide spot coolers as per bid pricing page, to maintain temperature in designated critical areas such as elevator equipment rooms and data centers, unless downtime is due to fault of Contractor, then the City is not responsible for cost of spot coolers. Use of spot coolers must be approved by Project Manager if the City is paying the cost.
All Contractor's work scheduled and emergency shall be performed in a professional manner by only qualified, certified personnel, who are skilled in the performance of HVAC services, using appropriate and calibrated equipment and diagnostic tools. Contractor shall furnish all access equipment such as ladders, lifts and scaffolding needed to perform the work described herein. All work shall be performed in accordance with the applicable MRS and in a manner satisfactory to and acceptable by the City.
Contractor shall perform all work in accordance with manufacturers' specifications and applicable City code. Any deviation from manufacturers' specifications requires prior written authorization from the City Project Manager. The Contractor shall be responsible for the cost of any repair or replacement resulting from improper installation, code violations, or unauthorized deviations.
Contractor shall provide scheduled services consistently throughout the Term of Agreement. That is, the same period each month, or quarter, or semi-annually or annually. Please see the Maintenance Checklist in the Attachments section.
Contractor shall meet with the Project Manager as often as necessary and mutually agreed, but not less than semi-annually.
Contractor's service personnel shall check in and out with the Project Manager during each visit and inform them of any issues limiting their ability to perform work.
Contractor shall provide a service report to the Project Manager upon completion of service, listing in detail what work or service was performed, materials used, and parts replaced, which shall be signed by the service technician and the Project Manager immediately upon completion of service.
At all times during service, the Contractor shall have a responsible, authorized representative on-site who is fluent in written and spoken English and holds full authority to act on the Contractor's behalf. Prior to commencement of work, the Contractor shall provide the City with written identification of such representative(s), including office, cell, and emergency contact information.
Contractor shall remove incompetent, unsafe, or disorderly workers when directed by the City.
Contractor shall be responsible for ensuring that all equipment and component parts are in good and proper operating condition throughout the Term of Agreement from effective date through end date. An Agreement close-out inspection shall be conducted by the Contractor and deficiency list submitted to the Project Manager within 30 calendar days prior to the Agreement end date. At which time, the equipment and parts that are not operating shall be repaired prior to the end date of the BPA.
In the event all services including End of Agreement Close-out Deficiency List have not been completed by the Contractor by the Agreement end date, the Project Manager shall inform the Contractor in writing and hold the last month's payment until all services have been performed.
Prior written approval from the City Project Manager is required before shutting down any equipment, making operational changes or modifications that may affect equipment life expectancy, or performing any work outside the scope of this Agreement.
Contractor shall stock OEM replacement parts and material in Contractor's local inventory to cover most requirements for the repair of chillers, fan coils, air handlers, and other comfort cooling equipment (i.e. blower motors and drain pans for fan coils) on a consistent basis.
Contractor shall provide and maintain master equipment maintenance records in plastic sleeves affixed to each piece of equipment.
Contractor shall provide emergency repair services on a 24-hour basis, including weekends and holidays. Contractor shall be on-site within two hours of receiving the City's call for emergency requests, and within four normal working hours for non-emergency unscheduled services. Emergency and after-hours labor shall be billed at the rates established in the Excluded Repair Services section of the Cost Proposal.
Provide invoices to individual departments with City-wide consolidated reporting capabilities. The city shall provide invoicing guidelines with a breakdown of departments.
Work on York Centrifugal chillers must be performed by a pre-approved, sub- contracted CSP listed within Appendix D. Contact an approved CSP for pricing and price shall be included in the bid price for these services. An approved CSP shall be a selected sub-contractor by the awarded Contractor.
Provide water treatment on chilled, hot and condenser water loops at MSC and City Hall (See Appendix E).
The omission of any equipment listed in this bid that is inherent to the satisfactory operation of the HVAC systems shall not relieve the Contractor of maintaining all related equipment required to carry out the continuous operation of the HVAC systems. The City's equipment listed is provided in Attachments section of this solicitation.
Please note that the two City Hall air-cooled screw chillers will be replaced in 2026 with three new air-cooled scroll Trane chillers that would require service under this contract. Each of these three chillers would have a 10-year parts and labor warranty provided by Trane which would commence at time of installation.
Submittals and modifications received after the time set for the submission will not be considered.
HVAC Services will take place at
The submittal may be withdrawn prior to the solicitation opening date.
No oral interpretations will be made to any firms as to the meaning of specifications or any other documents. All questions pertaining to the terms and conditions or scope of work of this solicitation must be in writing to the Procurement and Supply Management Department and received by the date specified in the solicitation. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the solicitation. All such addenda will become part of the agreement documents. The City will not be responsible for any other explanation or interpretation of the proposed solicitation made or given prior to the award of the agreement. The Procurement and Supply Management Department will be unable to respond to questions received after the specified time frame.
The City may reject a submittal if:
A. The vendor incorrectly states or conceals any material fact in the solicitation.
B. The solicitation does not strictly conform to the law or requirements of the solicitation, including insurance requirements.
C. The solicitation is conditional, except that the vendor may qualify its submittal for acceptance by the City on an "all or none" basis, or a "low item" basis. An "all or none" basis submittal must include all items upon which the vendor was invited.
D. The Procurement and Supply Management Director determines it is in the best interest of the City to reject all submittals or parts of submittals at any stage of the procurement process through the award of an agreement.
E. The City reserves the right to waive minor informalities or irregularities in any submittal.
Pursuant to Florida Statute, Section 119.071(1)(b)2, all submittals will be subject to review as a public record after 30 days from opening, or earlier if an intended decision is reached before the thirty-day period expires. Unless a specific exemption exists, all documents submitted will be released pursuant to a valid public records request. All trade secret claims must be dispositively determined by a court of law prior to trase secret protection being granted.
Persons with disabilities requiring reasonable accommodations to participate in this proceeding, should contact 727-893-7229.
Vendors and their employees, agents, contractors, and representatives are prohibited from communicating (whether oral, written, or electronic) with any member of City Council, the Mayor, City staff, any member of the selection committee, or any City project consultants related to the competitive solicitation beginning upon the date on which a competitive solicitation is first advertised and continuing until the later of (1) the final award of the competitive solicitation, (2) the date of rejection of all bids or responses to the competitive solicitation, or (3) the date of final disposition of any protest of the competitive solicitation.
Contractor shall guarantee and provide warranty as stated at no cost to the City as follows:
The City reserves the right to accept and award on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City.
Protest procedures are governed by City of St. Petersburg Procurement Code Section 2-208 and can be viewed at the following link: Protest Procedure
The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:
Prior to award, any Vendor may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the vendor must have experience in work of the same or similar nature, and can provide references, which will satisfy the City. Vendors must furnish a reference list of at least three (3) customers for whom they have performed similar services.
Vendor must provide a single point of contact, a dedicated account manager who will be readily available during normal business hours to administer the agreement. Vendor is responsible for notifying the City of any changes in account manager or contact information. Account managers' responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.
All Contractors performing construction and related work in Pinellas County must comply with all regulatory legislation, Chapter 75-489, Laws of Florida, as amended. Failure to have a competency license in a regulated trade will be cause for rejection of any submittal and/or award.
At a minimum, City shall provide and meet the following responsibilities:
An award may not be issued without proof that your firm is registered with the Florida Division of Corporations, as per Florida Statute §607.1501.
A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit Division of Corporations for information on how to become registered.
The Vendor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed in the insurance section of the agreement. Failure to provide the required insurance within ten (10) days of contract execution may result in contract termination.
It is hereby made part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God that the City of St. Petersburg will require a first priority for goods and services. It is vital and imperative that the citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. Vendor agrees to rent/sell/lease all goods and service to the City on a first priority basis. The City expects to pay a fair and reasonable price for all goods and services rendered or contracted in the event of a disaster, emergency, hurricane, tornado, or other acts of God.
The evaluation criteria define the factors that will be used by the Evaluation Committee to evaluate and score responsive, responsible and qualified submittals. Vendor shall include sufficient information to allow the Evaluation Committee to thoroughly evaluate and score their submittal. Each submission shall be evaluated and ranked by an Evaluation Committee. The contract will be awarded to the most qualified Vendor, per the evaluation criteria listed in the solicitation.
In addition to all other rights of the City under Florida law, the City specifically reserves the following:
Performance and Payment Bond: If applicable, the annual bond amount will be equal to the one-year amount of a multi-year agreement.
Bid Bonds: If applicable, must be uploaded with offeror's submittal prior to the solicitation close date.
If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.
If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.
Please provide a letter certifying who is authorized to execute the agreement on behalf of Company.
Type N/A if not applicable.
Type N/A if not applicable.
The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:
Please download the below document, complete, and upload.
Upload all other documents relating to this solicitation. Including but not limited to proposals/statements of qualifications, applicable bonds, warranty information, etc.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Make sure this in compliance with the living wage ordinance.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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