City of Winter Haven ITB-26-55 HVAC and Refrigeration Services Re-Bid - 2026
City of Winter HavenCity · Winter Haven, FL- Due
- Aug 28, 2026
- Deadline passed
- Posted
- Jul 29, 2026
- Contract term
- 2 years
The 30-second brief
The City of Winter Haven is seeking bids from qualified contractors to provide comprehensive HVAC and refrigeration preventive maintenance, diagnostic services, on-call and emergency repair services, and equipment replacement for approximately 350 HVAC and refrigeration assets located throughout various municipal facilities. Covered systems include air conditioning units, heating systems, refrigeration equipment, water fountains, and ice machines. The initial term of the contract shall be two years, with options to renew for up to two additional one-year terms for a maximum total contract term of four years. The submission deadline is August 28, 2026, at 2:00 pm, with questions due by August 21, 2026. Bidders must be licensed HVAC and refrigeration contractors in the State of Florida for a minimum of five years and provide references for similar large multi-facility contracts covering at least 100 units.
Quarterly and annual preventive maintenance services, Annual system inspections, Diagnostic services, Repair recommendations, Repair or replacement of HVAC and refrigeration equipment and components, On-call and emergency repair services
Compliance with all bid requirements and specifications, contractor qualifications, experience, and references, availability of qualified personnel and service capabilities, ability to meet required response times, past performance on similar contracts, pricing for preventive maintenance, labor rates, materials markups, and other proposed costs
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Summary
The City of Winter Haven is seeking bids from qualified contractors to provide comprehensive HVAC and refrigeration preventive maintenance, diagnostic services, on-call and emergency repair services, and equipment replacement for approximately 350 HVAC and refrigeration assets located throughout various municipal facilities.
Covered systems include air conditioning units, heating systems, refrigeration equipment, water fountains, and ice machines. The initial term of the contract shall be two years, with options to renew for up to two additional one-year terms for a maximum total contract term of four years. The submission deadline is August 28, 2026, at 2:00 pm, with questions due by August 21, 2026. Bidders must be licensed HVAC and refrigeration contractors in the State of Florida for a minimum of five years and provide references for similar large multi-facility contracts covering at least 100 units.
EVALUATION CRITERIA
11- Compliance with all bid requirements and specifications
- Contractor qualifications
- Experience
- References
- Availability of qualified personnel and service capabilities
- Ability to meet required response times
- Past performance on similar contracts
- Pricing for preventive maintenance
- Labor rates
- Materials markups
- Other proposed costs
REQUIRED DELIVERABLES
6- Quarterly and annual preventive maintenance services
- Annual system inspections
- Diagnostic services
- Repair recommendations
- Repair or replacement of HVAC and refrigeration equipment and components
- On-call and emergency repair services
REQUIRED ATTACHMENTS
4- W-9
- AFFIDAVIT form
- Sample inspection and maintenance checklist
- Warranty Offered Form
REQUIRED STAFFING
4- Submit to
- https://procurement.opengov.com/portal/winterhavenfl
- Duration
- 48 months
- Scope location
- Winter Haven, FL
Questions about this BID
How do I respond to this Bid from City of Winter Haven?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is August 28, 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: https://procurement.opengov.com/portal/winterhavenfl.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including City of Winter Haven 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 Bid 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.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Conventional A/C and Refrigeration Technician 20 ton and under, Conventional A/C and Refrigeration Technician over 20 ton, Chiller Technician, Apprentice/Laborer. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Quarterly and annual preventive maintenance services, Annual system inspections, Diagnostic services, Repair recommendations, Repair or replacement of HVAC and refrigeration equipment and components, On-call and emergency repair services. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Compliance with all bid requirements and specifications, contractor qualifications, experience, and references, availability of qualified personnel and service capabilities, ability to meet required r..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Winter Haven?
All active and historical solicitations from City of Winter Haven are tracked and searchable. As a city agency, City of Winter Haven regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 2 years. Contract terms may include renewal options.
What documents are required to bid on this Bid?
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: W-9, AFFIDAVIT form, sample inspection and maintenance checklist, Warranty Offered Form. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Winter Haven for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Winter Haven, FL. Review the full solicitation for detailed scope requirements.