HVAC Services - Facilities Maintenance

Pursuant to the Port St. Lucie City Code of Ordinance 35.07, this electronic Request for Proposals (“RFP”) is being issued to establish a contract with a qualified contractor(s) who will provide HVAC Services to the City of Port St. Lucie (hereinafter, “City”) as further described in this RFP.

Background

The City of Port St Lucie is committed to maintaining safe, comfortable, and energy-efficient environments across its municipal facilities. As part of this commitment, the City requires reliable Heating, Ventilation, and Air Conditioning (HVAC) services to support the ongoing operation and upkeep of various City-owned buildings. These facilities include administrative offices, public service buildings, recreational centers, and other critical infrastructure that serve residents and staff throughout the community.

To ensure timely and effective maintenance, the City is seeking to establish a contract with qualified, licensed, and experienced Proposer(s) capable of delivering HVAC services and repairs on an as-needed basis. This solicitation is intended to secure responsive and professional support that meets industry standards and complies with all applicable codes and regulations. The selected contractor(s) will play a vital role in helping the City preserve indoor air quality, optimize system performance, and extend the lifecycle of HVAC assets.

Project Details

• Reference ID: 20250301
• Department: Facilities Maintenance
• Department Head: Roger Jacob (Director)

Important Dates

• Questions Due: 2026-03-16T20:00:04.467Z
• Answers Posted By: 2026-03-23T19:30:41.067Z

Addenda

• Addendum #1 (released 2026-03-23T16:45:07.748Z) —

  Please use the See What Changed link to view all the changes made by this addendum. 

  This Addendum is issued to advise all bidders that the markup percentage for parts and supplies must be entered using decimal format. We are aware that the bid form automatically displays a “$” symbol in that field; however, bidders must still enter the markup as a decimal to ensure accurate and consistent bid calculations.

  Examples:

  • 10% → enter 0.10

  • 15% → enter 0.15

  The decimal entered will then be multiplied by the estimated expenditure of 25,000 to determine the extended cost.

  Bidders are responsible for ensuring the markup is entered correctly. Incorrect formatting may result in miscalculated bid totals. Please disregard the “$” symbol displayed in the field.

Evaluation Criteria

• Cost Proposals (35 pts) —

  Proposers shall complete the cost table provided in Section 7 of this RFP. It is the sole responsibility of the Proposer to clearly identify and include all costs associated with delivering the services described in the Scope of Work. Cost proposals must encompass, but are not limited to, the following components: direct labor, overhead, fringe benefits, profit, subcontractor costs, and other direct costs (ODCs) such as materials, supplies, applicable taxes, and travel expenses.

  Failure to complete the Cost Table provided in Section 7 will result in the proposal being deemed non-responsive and disqualified from further evaluation.

   

  Price Evaluation Methodology

  Pricing will be evaluated using a comparative scoring method, as outlined below:

  A. The responsive proposal with the lowest total proposed price will receive the maximum points allocated to the pricing criteria.

  B. All other responsive proposals will receive a proportionate score based on the following formula:

   

  Price Score = (Lowest Total Proposed Price / Proposer’s Total Proposed Price) × Maximum Points Available.

   

  Example:

  • Maximum Points: 35

  • Lowest Proposed Price (Total hourly rate + total markup): $500.00

  • Vendor A Total Price: $500 → Score = (500/500) × 35 = 35 points

  • Vendor B Total Price: $700 → Score = (500/700) × 35 = 25 points

   

  Note: Cost proposals submitted in response to this solicitation shall be used solely for evaluation purposes and do not constitute a binding agreement or final pricing commitment.

• Work History / References (Quality of Work) (25 pts) —

  Scoring Guide- Category B

  Criteria	Points	Scoring Guidance
  Experience in similar HVAC work	Up to 15	Full points for 5+ years in similar facilities; partial for less or unrelated work
  Quality of past performance & references	Up to 10	Full points for 3+ strong references with detailed, positive feedback

   

  Example Scoring:

  • Proposer A: 6 years experience, 3 excellent references → 25 points

  • Proposer B: 4 years experience, 2 average references → 18 points

  • Proposer C: 2 years experience, 1 weak reference → 10 points

• Procedures, Materials, Equipment, and Methods (15 pts) —

  Scoring Guide

  Criteria	Points	Scoring Guidance
  Clear description of procedures	Up to 5	Full points for detailed, logical, and compliant methods
  Quality and appropriateness of materials	Up to 5	Full points for use of OEM parts, energy-efficient materials, etc.
  Equipment and tools	Up to 5	Full points for modern, safe, and well-maintained equipment

   

  Example Scoring:

  • Proposer A: Detailed plan, OEM parts, modern tools → 15 points

  • Proposer B: Generic plan, unclear materials → 10 points

  • Proposer C: Vague response, minimal equipment info → 6 points

• Service Coverage & Support Capacity (25 pts) —

  The Service Coverage rating evaluation score shall be assigned as follows:

  Location	Rating
  Maintains staffed operational coverage within 0-20 miles	25
  Maintains staffed operational coverage within 20-40 miles	20
  Maintains staffed operational coverage within Florida	5

Submission Requirements

• Mandatory Forms
• Proposal Upload (required)
• Proposer's General Information Worksheet (required) —

  It is understood and agreed that the following information is to be used by the City to determine the qualifications of prospective Contractor to perform the work required. The Contractor waives any claim against the City that might arise with respect to any decision concerning the qualifications of the Contractor.

  The undersigned attests to the truth and accuracy of all statements made on this questionnaire. Also, the undersigned hereby authorizes any public official, Engineer, Surety, bank, material or equipment manufacturer, or distributor, or any person, firm or corporation to furnish the City any pertinent information requested by the City deemed necessary to verify the information on this questionnaire.

  Please download the below documents, complete, and upload.

• E-Verify Form (required) —

  Please download the below documents, complete, and upload.

• Non-Collusion Affidavit (required) —

  Please download the below documents, complete, and upload.

• Supplier Location Certification —

  Please download the below documents, complete, and upload.

• Copy of W-9 (required)
• Copy of Certificate of Insurance (required)
• Copy of your license(s) and certification(s) relevant to this type of work. (required)
• Electronic Confirmation
• Cone of Silence and Communication Document (required) —

  To ensure fair consideration is given for all Proposers, it must be clearly understood that upon release of the proposal and during the proposal process, firms and their employees of related companies as well as paid or unpaid personnel acting on their behalf shall not contact or participate in any type of contact with City employees, department heads or elected officials, up to and including the Mayor and City Council. The “Cone of Silence” is in effect for this solicitation from the date the solicitation is advertised on the OpenGov Portal, until the time an award decision has been approved by City Council and fully executed by all parties. Information about the Cone of Silence can be found under the City Code of Ordinances, Section 35.13. Contact with anyone other than the Issuing Officer may result in the vendor being disqualified. All contact must be coordinated through the Issuing Officer, for the procurement of these services.

• Drug Free Workplace (required) —

  The undersigned Contractor in accordance with section 287.087, Florida Statutes, hereby certifies that they comply fully with the below requirements.

  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, any 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 proposal 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 proposal, 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 Florida Statutes 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.

• Contractor's Code of Ethics (required) —

  The City of Port St Lucie (“City), through its Procurement Management Division (“Procurement  Management Division”) is committed to a procurement process that fosters fair and open competition, is  conducted under the highest ethical standards and enjoys the complete confidence of the public. To achieve  these purposes, Procurement Management Division requires each vendor who seeks to do business with  the City to subscribe to this Contractor’s Code of Ethics.  

  ♦ A Contractor’s bid or proposal will be competitive, consistent and appropriate to the bid documents. 

  ♦ A Contractor will not discuss or consult with other Vendors intending to bid on the same Contract or similar City Contract for the purpose of limiting competition. A Vendor will not make any attempt to induce any individual or entity to submit or not submit a bid or proposal. 

  ♦ Contractor will not disclose the terms of its bids or proposal, directly or indirectly, to any other competing Vendor prior to the bid or proposal closing date. 

  ♦ Contractor will completely perform any Contract awarded to it at the contracted price pursuant to the terms set forth in the Contract. 

  ♦ Contractor will submit timely, accurate and appropriate invoices for goods and/or services actually performed under the Contract. 

  ♦ Contractor will not offer or give any gift, item or service of value, directly or indirectly, to a City employee, City official, employee family member or other vendor contracted by the City. 

  ♦ Contractor will not cause, influence or attempt to cause or influence, any City employee or City Official, which might tend to impair his/her objectivity or independence of judgment; or to use, or attempt to use, his/her official position to secure any unwarranted privileges or advantages for that Vendor or for any other person. 

  ♦ Contractor will disclose to the City any direct or indirect personal interests a City employee or City official holds as it relates to a Vendor contracted by the City. 

  ♦ Contractor must comply with all applicable laws, codes or regulations of the countries, states and localities in which they operate. This includes, but is not limited to, laws and regulations relating to environmental, occupational health and safety, and labor practices. In addition, Contractor must require their suppliers (including temporary labor agencies) to do the same. Contractor must conform their practices to any published standards for their industry. Compliance with  laws, regulations and practices include, but are not limited to, the following:  

  o Obtaining and maintaining all required environmental permits. Further, Contractor will endeavor to minimize natural resource consumption through conservation, recycling and substitution methods. 

  o Providing workers with a safe working environment, which includes identifying and evaluating workplace risks and establishing processes for which employee can report health and safety incidents, as well as providing adequate safety training. 

  o Providing workers with an environment free of discrimination, harassment and abuse, which includes establishing a written antidiscrimination and anti-bullying/harassment policy, as well as clearly noticed policies pertaining to forced labor, child labor, wage and hours, and freedom of association.

  DISCLAIMER: This Code of Ethics is intended as a reference and procedural guide to Contractors. The  information it contains should not be interpreted to supersede any law or regulation, nor does it supersede the  applicable Contractor Contract. In the case of any discrepancies between it and the law, regulation(s) and/or  contractor contract, the law, regulatory provision(s) and/or vendor contract shall prevail. 

• Affidavit of Nongovernment Entity Anti-Human Trafficking Laws (required) —

  In accordance with section 787.06(13), Florida Statutes, the representative of the nongovernmental entity bidder (“Entity”), attests under penalty of perjury that the Entity does not use coercion for labor or services as defined in section 787.06.

• Vendor Scrutinized Companies List Certification (required) —

  Sections 287.135 and 215.473, Florida Statutes, prohibit Florida municipalities from contracting with companies, for goods or services over $1,000,000 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or to engage in any Business operations with Cuba or Syria. Sections 287.135 and 215.4725 also prohibit Florida municipalities from contracting with companies, for goods or services in any amount that are on the list of Scrutinized Companies that Boycott Israel.

  The list of "Scrutinized Companies" is created pursuant to Section 215.473, Florida Statutes. A copy of the current list of "Scrutinized Companies" can be found at the following link:

  https://www.sbafla.com/media/mqodaonn/2024_12_17_-israel-scrutinized-companies-list-for-web.pdf

  As the person authorized to sign on behalf of the Respondent Vendor, I hereby certify that the company identified above in the section entitled "Respondent Vendor Name" is not listed on either the Scrutinized Companies with Activities in Sudan List; or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; is not participating in a boycott of Israel; and does not have any business operations with Cuba or Syria. I understand that pursuant to Sections 287.135 and 215.473, Florida Statutes, the submission of a false certification may subject the Respondent Vendor to civil penalties, attorney's fees, and/or costs.

  I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the company referenced above are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) for any contract for goods or services in any amount of monies, it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

• I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. (required)
• General description of the services to be performed by proposer? (required) —

  Example: Real Estate Brokerage Services 

• What is the renewal term? (required)
• What type of award is this? (required)
• What insurance terms should be included? (required) —

  Please select all applicable from the following:

• Is a bid bond required for this RFP? (required) —

  Example: Trash Collection and Emergency Debris Monitoring

• What is the bid bond amount? (required)
• Are payment and performance bonds required? (required) —

  Example: Construction (F.S. 255.05) OR Other Bid Base Selection Process. 

• Is a security deposit required? (required) —

  Example: Mowing Services

• Will there be a pricing table? (required)
• Pricing (required)
• Is this project federally funded? (required)

Questions & Answers