Villages Community Development Districts - HVAC Maintenance and Repair Services - RFP #26P-012 (2026)
Village Community Development DistrictsSpecial District · The Villages, FL- Due
- May 19, 2026
- Deadline passed
- Posted
- Apr 15, 2026
- Contract term
- 5 years
- Primary contact
- Herschel Wiley
- (352) 753-4022 ext 4014
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THE 30-SECOND BRIEF
The Village Community Development Districts seek qualified contractors with a minimum of five years of experience to provide comprehensive HVAC maintenance, service, and repair for all District facilities. The scope includes monthly, quarterly, bi-annual, and annual preventative maintenance, chiller maintenance, ice machine and exhaust fan service, filter replacements using MERV 8 or higher filters, and emergency repair services with a 2-hour response time. The initial contract term runs through September 30, 2031, with a one 3-year renewal option. Submissions are due by May 19, 2026, at 3:00 PM, with a mandatory pre-proposal conference on April 23, 2026. Contractors must possess a Florida State Class A Air Conditioning Contractor License or Mechanical Contractor License and provide required commercial general liability, auto, and worker's compensation insurance. Evaluation criteria include machinery, equipment and manpower, qualifications, experience of the organization, quality of references, pricing, and proposal thoroughness.
Monthly, Quarterly, Bi-annual, And annual HVAC maintenance; chiller maintenance; ice machine and exhaust fan maintenance; emergency repair services
Machinery, Equipment and Manpower (20%), Qualifications and Proponents Manpower (20%), Experience of the Organization (25%), Quality of References (10%), Price with Respect to Average Proposal (15%), Thoroughness of Proposal (10%)
SUMMARY
The Village Community Development Districts seek qualified contractors with a minimum of five years of experience to provide comprehensive HVAC maintenance, service, and repair for all District facilities.
The scope includes monthly, quarterly, bi-annual, and annual preventative maintenance, chiller maintenance, ice machine and exhaust fan service, filter replacements using MERV 8 or higher filters, and emergency repair services with a 2-hour response time. The initial contract term runs through September 30, 2031, with a one 3-year renewal option. Submissions are due by May 19, 2026, at 3:00 PM, with a mandatory pre-proposal conference on April 23, 2026. Contractors must possess a Florida State Class A Air Conditioning Contractor License or Mechanical Contractor License and provide required commercial general liability, auto, and worker's compensation insurance. Evaluation criteria include machinery, equipment and manpower, qualifications, experience of the organization, quality of references, pricing, and proposal thoroughness.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
4- Monthly, Quarterly, Bi-annual, And annual HVAC maintenance
- Chiller maintenance
- Ice machine and exhaust fan maintenance
- Emergency repair services
REQUIRED ATTACHMENTS
Proposal Cover Page, Excel Proposal Forms, Respondent's Statement of Experience, Equipment and Personnel & References, W-9, Disclosure of Sub-contractors, Sub-consultants and Suppliers, Exceptions or Deviations to Specifications, Respondent's Certification, Respondent Certification Regarding Scrutinized Companies' List, Drug Free Workplace Certificate, Anti-Collusion Form, Insurance Requirements, Informational Certificate of Insurance (COI) or Insurance Letter, Statement of Terms and Conditions, Wildlife Habitat Management Plan, Copy of Florida State Class A Air Conditioning Contractor License or Florida Mechanical Contractor License, Human Trafficking Affidavit
- Submit to
- 3571 Kiessel Road, The Villages, FL 32163
- Duration
- 60 months
- Scope location
- The Villages, FL
Questions about this RFP
How do I respond to this RFP from Village Community Development Districts?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 19, 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: 3571 Kiessel Road, The Villages, FL 32163. For questions, contact Herschel Wiley.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Village Community Development Districts 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 Herschel Wiley at (352) 753-4022 ext 4014. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Monthly, Quarterly, Bi-annual, And annual HVAC maintenance; chiller maintenance; ice machine and exhaust fan maintenance; emergency repair services. Proposals should clearly address how each deliverable will be met.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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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: "Machinery, Equipment and Manpower (20%), Qualifications and Proponents Manpower (20%), Experience of the Organization (25%), Quality of References (10%), Price with Respect to Average Proposal (15%),..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Village Community Development Districts?
All active and historical solicitations from Village Community Development Districts are tracked and searchable. As a special district agency, Village Community Development Districts 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 5 years. Contract terms may include renewal options.
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: Proposal Cover Page, Excel Proposal Forms, Respondent's Statement of Experience, Equipment and Personnel & References, W-9, Disclosure of Sub-contractors, Sub-consultants and Suppliers, Exceptions or. Review the full document from Village Community Development Districts for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: The Villages, FL. Review the full solicitation for detailed scope requirements.