IFQ-26-43 Rotary Park 4-Ton Heat Pump Split System Replacement

A 4-ton heat pump split system replacement is required at Rotary Park before summer camp begins on June 1st. The existing system will be removed and replaced with a comparable Carrier unit. All work must be completed between the hours of 7:00 AM and 3:30 PM.

Background

The City requires and welcomes only licensed vendors who can pass a background check to bid.

Project Details

• Reference ID: IFQ-26-43
• Department: Parks, Recreation, and Culture
• Department Head: Julie Adams (Department Director)

Important Dates

• Questions Due: 2026-05-27T18:00:00.000Z

Evaluation Criteria

• Scope of Work —

  The City of Winter Haven, Florida is seeking qualified contractors to provide and install a new 4-ton heat pump split system at Rotary Park. The existing HVAC system is outdated and requires replacement to maintain efficient and reliable heating and cooling for the facility. The selected contractor shall be responsible for the complete removal of the existing system, installation of a new comparable Carrier 4-ton heat pump split system, and all associated labor, materials, and connections necessary to ensure the system is fully operational and compliant with applicable codes and industry standards. The City will retain ownership of the removed equipment. All work must be completed between the hours of 7:00 AM and 3:30 PM and prior to the start of summer camp in June 2026. A mandatory site visit is required to be able to bid on this project. Please contact Tank Artz at rartz@mywinterhaven.com or 863-412-0497 to schedule site visit.

• Detailed Specifications —
  1. System Requirements
     1. The new heat pump split system must be a 4-ton capacity unit.
     2. The system must be energy-efficient, meeting or exceeding the latest Energy Star standards.
     3. The system must include both the outdoor condenser unit and the indoor air handler unit.
     4. The system must be compatible with the existing ductwork and electrical infrastructure at Rotary Park.
  2. Standards and Compliance
     1. All equipment and installation must comply with the latest edition of the Florida Building Code.
     2. All electrical work must comply with the National Electrical Code (NEC).
     3. All refrigerant handling must comply with EPA regulations.
     4. All work must comply with OSHA safety standards.

  Must be a new Carrier or approved equal 4-ton heat pump split system that meets or exceeds these specifications. Please provide manufacturer, model numbers and product specification sheets for all equipment proposed. No substitutions or changes to proposed equipment or specifications without prior written approval from the City.  Contractor shall provide all labor, supervision, equipment, materials, tools, transportation, lifts, rigging, permits, and incidentals necessary for a complete and operational installation. 

• Service Requirements —
  1. Site Assessment

     The contractor must conduct a thorough site assessment prior to installation to verify the compatibility of the new system with the existing infrastructure and to identify any potential issues that may need to be addressed. This can be done by scheduling a site visit with the Facilities department. Vendors are strongly encouraged to visit the site prior to submitting a quote to verify field conditions, measurements, electrical compatibility and installation requirements.

  2. Removal of Existing System

     The contractor is responsible for the safe removal of the existing heat pump split system, including all refrigerants, in accordance with local, state, and federal regulations. The City will retain ownership of all removed equipment.  Contractor shall recover and handle all refrigerants in accordance with EPA regulations and shall provide documentation upon request.

  3. Installation of New System
     1. Install the new outdoor condenser unit on a suitable pad or mounting bracket.
     2. Install the new indoor air handler unit in the existing location or as otherwise specified during the site assessment.
     3. Connect the new system to the existing ductwork and electrical infrastructure.
     4. Charge the system with the appropriate amount of refrigerant.
     5. Perform a complete system start-up and operational check to ensure proper functionality.
  4. Testing and Commissioning

     The contractor must perform all necessary testing and commissioning to ensure the system operates correctly and efficiently. This includes verifying proper refrigerant charge, airflow, and temperature control.

  5. Training and Documentation

     The contractor must provide training to City of Winter Haven personnel on the operation and maintenance of the new system. Additionally, the contractor must provide all relevant documentation, including user manuals, warranty information, and maintenance schedules.

• Delivery Requirements —
  1. Delivery Schedule

     The contractor must coordinate with the City of Winter Haven to establish a delivery and installation schedule that minimizes disruption to Rotary Park operations. All work must be completed at the beginning of June 2026.  Time is of the essence for this project. 

  2. Delivery Location

     All equipment and materials must be delivered to Rotary Park, located at [ 350 6th St NE, Winter Haven, FL 33881 ], Winter Haven, FL.

  3. Inspection and Acceptance

     Upon delivery and installation, the City of Winter Haven will conduct a final inspection to ensure all work meets the specified requirements. The contractor must address any deficiencies identified during the inspection before final acceptance.

• Additional Requirements —
  1. Warranty

     The contractor must provide a minimum one-year warranty on all parts and labor. Additionally, the heat pump split system must include a manufacturer’s warranty of at least five years on the compressor and three years on all other parts.

  2. Insurance

     The contractor must maintain adequate insurance coverage, including general liability, workers' compensation, and automobile liability, throughout the duration of the project. Proof of insurance must be provided prior to the commencement of work.

  3. Permits and Licenses

     Contractor shall obtain and pay for all required permits, inspections, and approvals associated with the project. Final payment will not be made until all inspections are complete and approved by the applicable authority having jurisdiction.

  4. Clean-Up

     The contractor must ensure that the work site is kept clean and free of debris throughout the project. Upon completion, the contractor must perform a thorough clean-up of the site, removing all waste materials and leaving the area in a neat and orderly condition.

  5. Additional Work  

  No additional work or charges will be authorized without prior written approval from the City through an executed change order or purchase order amendment.   Contractor shall include all minor electrical modifications necessary for a complete and operational installation. Any major electrical upgrades identified during site assessment shall be reported to the City for review prior to proceeding. 

  By submitting a proposal, the contractor acknowledges that they have read and understood the scope of work and agree to comply with all requirements and specifications outlined herein.

• Contractor Licensing —

  Contractor must possess a valid State of Florida Certified or Registered Class A or Class B Air Conditioning Contractor License at the time of bid submission and throughout the duration of the project. Proof of licensing shall be provided with the bid response.

• Instructions —
  1. The City’s representative, under whose direction the work will be performed, shall be consulted as to the manner of starting the work to cause a minimum of interference. The work shall be carried on in such a manner that there will be no interruption to, or interference with, the proper execution of City business. All persons employed shall, while on premises, comply with all building regulations.
  2. All invoices submitted for payment must include all proper backup and receipts or they will not be processed.
  3. Payments will be made monthly upon presentation of an invoice. Invoices will not be paid in advance of services. Payment shall be rendered only for service satisfactorily provided. All invoices should include the Purchase Order number, if one is assigned; the area/building being worked on and the representative for the area/building and should be mailed to: 

  City of Winter Haven Accounts Payable

  P.O. Box 2277

  Winter Haven, FL 33883

  Emailed to: Finance-AP@mywinterhaven.com

   

  Award will be made to the lowest responsive and responsible bidder meeting all specifications and requirements.

• Additional Information —

  The City reserves the right to reject any or all bids, to waive any informalities or irregularities in the bids received, and to accept the bid(s) that are determined to be in the best interest of the City. The City further reserves the right to award by item, group of items, or in total, to split awards among multiple vendors, and to make modifications to quantities or specifications prior to award. The City also reserves the right to request clarification of bid information and to make award to the lowest responsive and responsible bidder(s) as determined by the City.

Submission Requirements

• Delivery/Completion can be made in ______ from receipt of order. (required) —

  Example: 10 days

• Procurement Affidavit (required) —

  Please download the affidavit below, complete, and upload.

• Please provide your W9. (required)
• Please provide a minimum of 3 references within 5 years. (required)
• Are you able to provide proof of insurance per our Terms & Agreement prior to commencing work? (required)
• Please provide a summary of this request: (required)
• Does this involve custodial services? (required)
• Is a Pre-Bid/Proposal needed? (required)
• Is the Pre-Bid/Proposal Mandatory or Non-Mandatory? (required)
• Is a site visit needed? (required)
• Is your site visit Mandatory or Non-Mandatory? (required)
• Is this a one-time purchase? (required)
• Will you need an annual contract? (required)
• Please state the number of renewals desired? (required)
• Escalator clause at renewal? (required) —

  CPI or stated %

• What is your desired start date? (required) —

  Example: April 5, 2026

• What is your desired end date? (required)
• Do you anticipate your project cost to be OVER $30,000? (required)
• Have you received quotes? (required)
• Please indicate if you have attached qutoes: (required)
• Is a specific brand/model desired? (required)
• Would a sole source apply? (required)
• Location of Project or Delivery Address of Product? (required)
• Do you have a completion deadline? (required)
• Do you want to Award to Multiple Vendors (required)
• Budget or project cost? (required) —

  Example: $150,000

• Please indicate who should be invited to this bid and include their email address: (required)
• Do we have a current contract you could use? (required)
• Have you checked if this is available through State Contract or Co-Ops? (required)
• Have we previously bid this out or is there a similar project? (required)
• Please provide information: (required)
• Have you informed your vendor this will go out to bid and they must bid on it to be considered? (required)

Questions & Answers