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
- Primary contact
- Bethany Owen
The 30-second brief
The City of Winter Haven is seeking qualified contractors to provide comprehensive heating, ventilation, air conditioning (HVAC), and refrigeration services for equipment located throughout various municipal facilities. The scope includes scheduled quarterly and annual preventive maintenance services, annual system inspections, diagnostic services, repairs, equipment replacement, and 24/7 on-call and emergency services for approximately 350 HVAC and refrigeration assets. Bidders must have a valid Florida HVAC and refrigeration contractor license for a minimum of five years and demonstrate prior experience maintaining large multi-facility organizations with at least 100 units. The initial contract term is two years with options for up to two additional one-year renewals. Submissions are due by 2:00 pm on August 28, 2026, with questions due by August 21, 2026.
Lowest Preventive Maintenance pricing, compliance with specifications, contractor qualifications, experience and references, availability of qualified personnel, response times, past performance
Hear what Winter Haven plans next before it's posted.
Get alerts freeFree account · 30-second setup · No credit card
Summary
The City of Winter Haven is seeking qualified contractors to provide comprehensive heating, ventilation, air conditioning (HVAC), and refrigeration services for equipment located throughout various municipal facilities.
The scope includes scheduled quarterly and annual preventive maintenance services, annual system inspections, diagnostic services, repairs, equipment replacement, and 24/7 on-call and emergency services for approximately 350 HVAC and refrigeration assets. Bidders must have a valid Florida HVAC and refrigeration contractor license for a minimum of five years and demonstrate prior experience maintaining large multi-facility organizations with at least 100 units. The initial contract term is two years with options for up to two additional one-year renewals. Submissions are due by 2:00 pm on August 28, 2026, with questions due by August 21, 2026.
EVALUATION CRITERIA
7- Lowest Preventive Maintenance pricing
- Compliance with specifications
- Contractor qualifications
- Experience and references
- Availability of qualified personnel
- Response times
- Past performance
REQUIRED ATTACHMENTS
9- W-9
- Affidavits
- License
- Sample work ticket
- Quarterly inspection checklist
- Annual inspection checklist
- Equipment data listing
- References
- Certificate of Insurance
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. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/winterhavenfl. For questions, contact Bethany Owen.
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.
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 Bethany Owen. Questions and answers are typically shared with all prospective bidders.
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.
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: "Lowest Preventive Maintenance pricing, compliance with specifications, contractor qualifications, experience and references, availability of qualified personnel, response times, past performance" 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, Affidavits, License, Sample work ticket, quarterly inspection checklist, annual inspection checklist, equipment data listing, References, Certificate of Insurance. 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.