2025-05 ITB HVAC Replacement, Repairs and Maintenance Services
| Location: | Florida |
|---|---|
| Posted: | Mar 25, 2025 |
| Due: | May 16, 2025 |
| Agency: | Key Biscayne village |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2025-05 ITB |
| Publication URL: | To access bid details, please log in. |
PUBLIC NOTICE
HVAC REPLACEMENT, REPAIRS AND MANINTENANCE SERVICES
PUBLIC NOTICE AND ADVERTISEMENT FOR BIDS
INVITATION TO BID ITB # 2025-05
Non-Mandatory Pre-Conference: April 17, 2025, AT 10:00 AM
Proposal Deadline: May 16, 2025, AT 11:30 AM
The Village of Key Biscayne (“Village”) has issued a Invitation to Bid (“ITB”) to interested, qualified and licensed contractors in the State of Florida, for the following services/project: HVAC REPLACEMENT, REPAIRS AND MAINTENANCE SERVICES. The Village of Key Biscayne encourages small and minority business, women’s business enterprises, and labor surplus area firms to submit proposals.
Proposals must be received by the deadline date, submitted to:
DEMANDSTAR:
Bid packages will be available on the Village’s website
www.keybiscayne.fl.gov
/procurementor may be available on Demandstar. For further information contact:
Procurement:
Any questions, comments, request for information or clarification must be submitted to
procurement@keybiscayne.fl.gov
and received no later than, April 22, 2025, 9:00 a.m. Bidders, their agents, and associates are encouraged not to contact or solicit any Village Council Member, Village employee, or official regarding this RFP/ITB/RFQ after the bid opening. Only that individual listed above as the contact person shall be contacted.
Dated: March 25, 2025
Download Bid Detail File
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VILLAGE OF KEY BISCAYNE
88 West McIntyre Street
Key Biscayne, Florida 33149
INVITATION TO BID
ITB # 2025-05
HVAC REPLACEMENT, REPAIRS AND MAINTENANCE SERVICES
ITB Release Date:
Non-Mandatory Pre-Bid Conference:
Written Questions Due:
Response to Questions:
Bids Due:
March 25, 2025
April 17, 2025 , 10:00 A.M.
April 22, 2025, 9:00 A.M.
April 25, 2025
May 16, 2025, 11:30 A.M.
Submit To:
Via DemandStar
https://www.demandstar.com
HVAC Replacement, Repairs and Maintenance Services ITB # 2025-05
PUBLIC NOTICE
HVAC REPLACEMENT, REPAIRS AND MANINTENANCE SERVICES
PUBLIC NOTICE AND ADVERTISEMENT FOR BIDS
INVITATION TO BID ITB # 2025-05
Non-Mandatory Pre-Conference:
Proposal Deadline:
April 17, 2025, AT 10:00 AM
May 16, 2025, AT 11:30 AM
The Village of Key Biscayne (“Village”) has issued a Invitation to Bid (“ITB”) to interested, qualified and
licensed contractors in the State of Florida, for the following services/project: HVAC REPLACEMENT,
REPAIRS AND MAINTENANCE SERVICES. The Village of Key Biscayne encourages small and minority
business, women’s business enterprises, and labor surplus area firms to submit proposals.
Proposals must be received by the deadline date, submitted to:
DEMANDSTAR:
https://www.demandstar.com
Bid packages will be available on the Village’s website www.keybiscayne.fl.gov/procurement or may
be available on Demandstar. For further information contact:
Procurement:
procurement@keybiscayne.fl.gov
Any questions, comments, request for information or clarification must be submitted to
procurement@keybiscayne.fl.gov and received no later than, April 22, 2025, 9:00 a.m. Bidders, their
agents, and associates are encouraged not to contact or solicit any Village Council Member, Village
employee, or official regarding this RFP/ITB/RFQ after the bid opening. Only that individual listed above
as the contact person shall be contacted.
Dated: March 25, 2025
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HVAC Replacement, Repairs and Maintenance Services ITB # 2025-05
TABLE OF CONTENTS
PUBLIC NOTICE
2
SECTION 1 – Information and Instruction for Bidders
4
SECTION 2 – General Requirements and Scope of Work
8
SECTION 3 – Bidders Submission Requirements
17
SECTION 4 – General Requirements
22
SECTION 5 – Forms, Affidavits, and Attachments
25
FORMS AND SUBMISSIONS
Attachment A – Draft Contract
59
EXHIBIT A – Scope of Work
71
EXHIBIT B – Bid Schedule
72
EXHIBIT C – Certificate of Insurance
75
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HVAC Replacement, Repairs and Maintenance Services ITB # 2025-05
SECTION 1. INFORMATION FOR THE BIDDERS
1.1 GENERAL INFORMATION/STATEMENT OF PURPOSE
The Village of Key Biscayne (the “Village”), a municipality located in Miami-Dade County, Florida, hereby
requests bids from a licensed contractor to provide professional HVAC system replacement, installation,
preventive maintenance, emergency services, and repair serices for the Village facilities as further defined
in Section 2 of this invitation to bid (“Services”). The selected contractor shall ensure the continuous and
efficient operation of HVAC systems, maintaining comfort, energy effiency, and reguluatory compliance.
The Village of Key Biscayne reserves the right to award one or more contracts at its sole discretion, which
may include separating construction services from maintenance services. This decision will be made in the
best interest of the Village to ensure efficiency, cost-effectiveness, and the highest quality of service.
Contractor shall provide all necessary labor, materials, and equipment for servicing the VIllage facilities as
specified herein in full accordance with the specifications, terms and conditions contained in Section 2 of
this Invitation to Bid (ITB).
1.2 INTRODUCTION/BACKGROUND
The Village of Key Biscayne (the “Village”) is located on an island approximately six (6) miles into Biscayne
Bay and connected to the mainland via the Rickenbacker Causeway. Crandon Boulevard, a four-lane road
with a median, bisects the Village. Shopping centers and single purpose commercial buildings line Crandon
Boulevard. Towards the west lies single family homes. The east side of Crandon Boulevard contains mid
to high rise multiple family buildings, one single family district, townhomes, and another single-family
area that is part of a planned unit development. The incorporated Village is flanked by two large parks:
Crandon Park to the north and Bill Baggs Cape Florida Recreation Area to the south. The latter receives
over a million visitors per year and is a major contributor to traffic congestion on the weekends and
holidays. The Village is the home to approximately 15,000 residents residing on 1.25 square miles.
The Village is committed to efficient government administration. A small core of the Village staff has been
serving its residents, businesses, and visitors exceptionally well through their dedication and with the help
of consultants, contractors, and service providers who also have been committed to providing quality
products at competitive prices. We expect to continue this tradition.
1.3 FEDERAL FUNDING – N/A
1.4 SUSPENSION/DEBARMENT
A prospective Bidder that is listed on the government-wide Excluded Parties List System in the System for
Award Management (www.SAM.gov ), or that is suspended or debarred by the State of Florida, cannot be
awarded a contract.
1.5 DISADVANTAGED BUSINESS & WORKER UTILIZATION
Bidders are encouraged to utilize small, women and minority-owned businesses as subcontractors
whenever possible. Lists of local certified businesses are available on Miami-Dade County’s website at
https://mdcsbd.gob2g.com/frontend/searchcertifieddirectory.asp In addition, Bidders may request
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HVAC Replacement, Repairs and Maintenance Services ITB # 2025-05
assistance from organizations such as the Small Business Administration and the Minority Business
Development Agency of the Department of Commerce.
Bidders who intend to hire additional workers for Village projects are encouraged to hire local workers.
CareerSource South Florida maintains a job clearinghouse that can assist in connecting contractors with
trained local construction workers.
1.6 VILLAGE RIGHTS
The Village reserves the right to award one or more contract(s) to the Respondent(s) in accordance with
what the Village deems in its best interest. Notwithstanding, the Village may, at its sole discretion, reject
all responses and cancel the solicitation, in which case no award will be made.
The Village reserves the right to accept or reject any or all Responses, based upon its deliberations and
opinions. In making such determination, the Village reserves the right to investigate the financial
capability, integrity, experience and quality of performance of each Consultant, including officers,
principals, senior management and supervisors as well as the staff identified in the ITB.
The Village also reserves the right to waive minor variations or irregularities in the Responses.
1.7 SCHEDULE OF EVENTS
The following schedule shall govern this ITB. The Village reserves the right to change the scheduled dates
and times at its sole discretion.
No. Event
Date
1 Advertisement/ Distribution of ITB
March 25, 2025
2
Non-Mandatory Pre-Bid Meeting – On Site
Key Biscayne BZP Conference Room Suite # 250 April 17, 2025 at 10:00 AM
88 West McIntyre Street,
Key Biscayne, Florida 33149
3 Closing Date for Bidder Questions
April 22, 2025 at 9:00 AM
4 Village's Answers to Questions by Bidders
April 25, 2025
5 Bid Due and Opening on Zoom
May 16, 2025 at 11:30 AM
6 Staff Member’s Review of Technical Submissions May 20, 2025
7 Reference Checks
May 20, 2025
8 Evaluator Review
May 28, 2025
9 Presentations
TBD
10 Final Selection/Rank
June 03, 2025
11 Award Recommendation
June 10, 2025 or later
12 Contract Negotiation
June 17, 2025 or later
1.8 REQUEST FOR INFORMATION (RFI)
Vendors may request additional information, clarification, or modifications in the form of a Request for
Information (“RFI”). Vendors seeking such information must email their RFIs to
procurement@keybiscayne.fl.gov in order to receive a response. The request must include the vendor’s
name, the ITB number, and ITB title. Any RFI must be submitted prior to the deadline for questions
indicated in the schedule of events in Section 1.4 to receive a response. Late or mis-delivered requests
may not receive a Village response.
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