Bay Haven Charter Academy - North Bay Haven Food Services - VRV Condenser Replacement - BHCA-FAC-2026
Bay Haven Charter AcademySchool · PANAMA CITY, FL- Due
- Oct 29, 2026
- Deadline passed
- Posted
- Oct 15, 2026
- Primary contact
- Dana Bohac
The 30-second brief
Bay Haven Charter Academy is soliciting sealed proposals from qualified, licensed HVAC contractors for work to restore the HVAC system serving the food service kitchen at North Bay Haven Charter Academy, located at 1 Buccaneer Drive, Panama City, Florida 32404. The project requires replacing the existing outdoor condensing unit (Daikin model REQ144PBTJ, serial number A000526) while retaining the existing 17 indoor ceiling cassette units, or providing a priced alternate complete-system replacement if needed. The scope includes inspecting the existing Daikin VRV / VRF system, refrigerant handling and recovery of R-410A refrigerant, pressure-testing with nitrogen, vacuum-testing, electrical connections, controls, commissioning, and disposal of replaced equipment. Proposals are due by 29 October 2026 at 1:00 PM Central Time and must be submitted via email to [email protected]. Questions must be submitted in writing by 22 October 2026 at 1:00 PM Central Time.
Inspect existing VRV system and verify equipment model numbers; replace existing outdoor condensing unit; recover and handle existing refrigerant R-410A; install replacement unit and reconnect refrigerant line sets; pressure-test with nitrogen, Perform leak testing, And evacuate system; verify system operation and document final operating status; remove and legally dispose of replaced equipment
Total evaluated price for a compliant base proposal 40%, Technical compliance and documented compatibility with existing 17 indoor units 25%, Scope completeness, commissioning plan, and warranty 15%, Schedule, equipment lead time, and time to restore service 10%, Relevant experience and references 10%
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Summary
Bay Haven Charter Academy is soliciting sealed proposals from qualified, licensed HVAC contractors for work to restore the HVAC system serving the food service kitchen at North Bay Haven Charter Academy, located at 1 Buccaneer Drive, Panama City, Florida 32404.
The project requires replacing the existing outdoor condensing unit (Daikin model REQ144PBTJ, serial number A000526) while retaining the existing 17 indoor ceiling cassette units, or providing a priced alternate complete-system replacement if needed. The scope includes inspecting the existing Daikin VRV / VRF system, refrigerant handling and recovery of R-410A refrigerant, pressure-testing with nitrogen, vacuum-testing, electrical connections, controls, commissioning, and disposal of replaced equipment. Proposals are due by 29 October 2026 at 1:00 PM Central Time and must be submitted via email to [email protected]. Questions must be submitted in writing by 22 October 2026 at 1:00 PM Central Time.
EVALUATION CRITERIA
Total evaluated price for a compliant base proposal 40%, Technical compliance and documented compatibility with existing 17 indoor units 25%, Scope completeness, commissioning plan, and warranty 15%, Schedule, equipment lead time, and time to restore service 10%, Relevant experience and references 10%
REQUIRED DELIVERABLES
7- Inspect existing VRV system and verify equipment model numbers
- Replace existing outdoor condensing unit
- Recover and handle existing refrigerant R-410A
- Install replacement unit and reconnect refrigerant line sets
- Pressure-test with nitrogen, Perform leak testing, And evacuate system
- Verify system operation and document final operating status
- Remove and legally dispose of replaced equipment
REQUIRED ATTACHMENTS
Base lump-sum price and itemized price schedule, Separate alternate price for complete system replacement, Equipment schedule with manufacturer/model and compatibility documentation, Detailed scope, assumptions, exclusions, and a list of any work not included, Estimated equipment lead time, earliest start date, installation duration, and completion schedule, Warranty terms for equipment and labor, Proof of applicable Florida HVAC contractor license and certificate of insurance, At least two relevant commercial VRF/VRV project references, Signed vendor certification in Section 10
- Submit to
- [email protected]
- Scope location
- Panama City, Florida
Questions about this RFP
How do I respond to this RFP from Bay Haven Charter Academy?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 29, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Dana Bohac.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Bay Haven Charter Academy in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Dana Bohac. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Inspect existing VRV system and verify equipment model numbers; replace existing outdoor condensing unit; recover and handle existing refrigerant R-410A; install replacement unit and reconnect refrigerant line sets; pressure-test with nitrogen, Perform leak testing, And evacuate system; verify syste. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Total evaluated price for a compliant base proposal 40%, Technical compliance and documented compatibility with existing 17 indoor units 25%, Scope completeness, commissioning plan, and warranty 15%,..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Bay Haven Charter Academy?
All active and historical solicitations from Bay Haven Charter Academy are tracked and searchable. As a school agency, Bay Haven Charter Academy regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Base lump-sum price and itemized price schedule, Separate alternate price for complete system replacement, Equipment schedule with manufacturer/model and compatibility documentation, Detailed scope, a. Review the full document from Bay Haven Charter Academy for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Panama City, Florida. Review the full solicitation for detailed scope requirements.