25-058R - Citywide Heating, Ventilation, & Air Conditioning Equipment, Maintenance, Products, Services And Repairs

REQUEST FOR PROPOSALSCITYWIDE HEATING, VENTILATION, & AIR CONDITIONING EQUIPMENT, MAINTENANCE, PRODUCTS, SERVICES & REPAIRS25-058RElectronic Requests for Proposals (RFPs) shall be received by the e-procurement system up until August 19, 2025; No Later Than 3:00 P.M. (Local Time); unless specified otherwise and may not be withdrawn within (120) days after such date and time.All RFPs received will be publicly opened and acknowledged of receipt by the City’s e-procurement system electronically. The e-procurement system does not permit RFPs received after the assigned date and time. For the above reasons, it is recommended that the proposer(s) allow sufficient time to complete your online Submission and to resolve any issues that may arise.  INTRODUCTION:The City of Boynton Beach is seeking to engage qualified and experienced firms to submit proposals (RFP’s) to provide Citywide HVAC Equipment, Maintenance, Installation, Products, Services And Repairs for twenty-nine city buildings and facilities to provide comprehensive maintenance services, equipment repairs and replacement products within the City to promote healthy, safe, and more productive public use spaces while also enhancing energy and operating efficiency and lowering overall costs.The City has approximately 29 buildings with a variety of HVAC systems that need quarterly and annual preventative service and maintenance along with occasional repairs. The work includes all professional services, labor, equipment, materials, insurance, obtaining any applicable permits, necessary supervision, and incidentals to complete necessary work as specified herein. All proposed work shall be completed in accordance with the scope of work and all applicable federal, state, county, and local regulatory requirements.The Proposer(s) shall act as an independent contractor and not as an employee of the City.PRE-PROPOSAL CONFERENCE:A NON-MANDATORY Pre-Proposal Conference is scheduled for July 31, 2025, at 10:15 AM and will be held at City of Boynton Beach City Hall Room 115, 100 East Ocean Avenue, Boynton Beach, Florida 33435.  Please note that this Pre-Proposal Conference meeting will be recorded, however all parties interested in offering a proposal for this project should make every effort to attend this Meeting.The purpose of this meeting is to provide a forum for all concerned parties to discuss the proposed contract, answer questions on the solicitation document, review the qualifications requested, provide instructions for submitting proposals, and discuss other relevant issues.Sealed Bids must be received electronically via the City’s encrypted procurement management system, bids&tendersTM on or before the date and time referenced above. Any Proposal received after 3:00 PM on said date will not be accepted under any circumstances. Any uncertainty regarding the time a Proposal Bid is received will be resolved against the Bidder.If any discussions or questions at the pre-proposal meeting require, in the City’s opinion, official additions, deletions, or clarifications of the solicitation or any other document, the City will issue an addendum to this Request for Proposals, as the City determines is appropriate.No oral representation or discussion taking place at the pre-proposal meeting will be binding or may be relied upon by any person or entity. All questions prior to the pre-proposal meeting should be submitted in writing through the City’s e-procurement system by the deadline for questions.Questions related to this RFP are to be submitted to the Purchasing representative through the e-procurement system only by clicking on the “Submit a Question” button for this specific solicitation.LOBBYING / CONE OF SILENCE:  Consistent with the requirements of Chapter 2, Article VIII, Lobbyist Registration, of the Palm Beach County Code of Ordinances, Boynton Beach imposes a Cone of Silence. A cone of silence shall be imposed upon each competitive solicitation as of the deadline to submit the proposal, response and shall remain in effect until the City Commission awards or approves a contract, rejects all responses, or otherwise takes action that ends the solicitation process. While the cone of silence is in effect, no proposer or its agent shall directly or indirectly communicate with any member of the City Commission or their staff, the Manager, any employee of Boynton Beach authorized to act on behalf of Boynton Beach in relation to the award of a particular contract or member of the Selection Committee in reference to the solicitation, with the exception of the Purchasing Division Director or designee. (Section 2-355 of the Palm Beach County Code of Ordinances.) Failure to abide by this provision may serve as grounds for disqualification for award of contract to the proposer. Further, any contract that violates the cone of silence shall render the transaction voidable.The cone of silence shall not apply to oral communications at any public proceeding, including pre-proposal conferences, oral presentations before Selection Committees, contract negotiations during any public meeting, presentations made to the City Commission, and protest hearings. Further, the cone of silence shall not apply to contract negotiations between any employee and the intended awardee, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, or any written correspondence with Boynton Beach as may be permitted by competitive solicitation. Additionally, the cone of silence shall not apply to any purchases made in an amount less than the competitive solicitation threshold set forth in the Purchasing Manual.PUBLIC RECORDS DISCLOSURE:Pursuant to Florida Statutes §119.071, sealed Proposal responses received by the City in response to a Request for Proposal are exempt from public records disclosure requirements until thirty (30) days after the opening of the Proposals unless the City announces intent to award sooner. If the City rejects all Responses submitted in accordance with a Request for Proposal, and the City concurrently provides notice of its intent to reissue the competitive solicitation, the rejected Responses remain exempt from public disclosure until such time as the City provides notice of a decision or intended decision concerning the competitive solicitation or until the City withdraws the reissued competitive solicitation.  A Proposal response, or reply is not exempt for longer than twelve (12) months after the initial City notice rejecting all Proposals, or replies.CITY OF BOYNTON BEACH