HVAC Equipment & Services at the Pinellas Heights Senior Apartments

Pinellas County Housing Authority
11479 Ulmerton Road
Largo, FL 33778
INVITATION FOR BIDS
IFB # 26-002
FOR
HVAC EQUIPMENT & SERVICES AT THE
PINELLAS HEIGHTS SENIOR APARTMENTS
April 13, 2026

PROJECT NAME: HVAC Equipment & Services at the
Pinellas Heights Senior Apartments (PHSA)
11411 Ulmerton Road, Largo, FL 33778
OWNER: Pinellas County Housing Authority
11479 Ulmerton Road, Largo, FL 33778-1602
ESTIMATED COST: $250,000
PROJECT DESCRIPTION: PCHA - Phase 1 ~ Work scope Summary (See Approved Plans)
The scope of work will consist of two primary components:
1. Installation of ventilation in multiple common areas, including stairwells and elevator
hoist ways, along with exhaust ventilation in non-functional units and corridors.
2. Replacement and retrofit of the existing Daiken system, specifically one stack serving
sixteen (16) units.
DAVIS BACON PROJECT
This project is funded in whole or in part by the U.S. Department of Housing and Urban
Development (HUD) and subject to the Davis-Bacon Act and must comply with federal labor
standards, as well as additional HUD-specific requirements. Key provisions include:
* Prevailing wage requirements
* Certified Payroll (Form HUD-4010 / WH-347)
* Section 3 Compliance (Economic Opportunities)
* Labor Standards Provisions (HUD-4010)
* On-Site Posting Requirements
* Employee Interviews & Monitoring
* Apprentices and Trainees requirements (if applicable)
BONDING: A Bid Bond (5% of bid amount) is required with a bid submission, and a
Performance and Payment Bond are required for this Project with the execution of the
agreement.
BID DUE DATE: Bids are due from qualified bidders no later than May 28, 2026, by 2:00
PM via email to Mr. Minh Le at mle@pinellashousing.com Bids received after bid due
date/time will automatically be disqualified. No bidder may withdraw their bid for a period of
ninety (90) days after the Bid Due Date.
Page 2 ~ IFB 26-002

DURATION: Estimate maximum two (2) months to complete project after starting date.
LIQUIDATED DAMAGES: $100 per day ~ details in Section E.
PROPOSAL FORM: Bids and Schedule of Values must be submitted on the proposal forms
as furnished in the Bid Documents and must be signed by a legal officer of the company
with company name, address, date, etc.; failure to do so may result in bid being considered
non-responsive.
All Bidders shall also be able to document, upon request, their certification as approved
contractors by the manufacturers for all primary products, materials, warranties or
procedures specified prior to the Bid Date.
PREBID MEETING: A non-mandatory pre-bid conference will be held at the Project Site
located at 11411 Ulmerton Road, Largo, FL 33778, on Wednesday, April 22, 2026, at
11:00 AM to observe the actual conditions of the site. Contractors or their representatives
are encouraged to be in attendance. Please RSVP to mle@pinellashousing.com
The Owner reserves the right to waive minor formalities in any bid and to accept any bid
which they consider to be in their best interest and to reject any part of, or any and all bids.
The Owner also reserves the right to limit the bidders to such Contractors that can submit
evidence of their respective experience and ability to construct the work. Bids shall be
awarded to the lowest responsive and responsible Bidders provided that the Bids are
reasonable, and it is in the best interest of the Owner to accept it.
IMPORTANT NOTICE: PCHA reserves the right to request additional information and/or
submission of documents concerning any and/or all bids submitted. A request for additional
information will be emailed to bidder within 48 hours of the deadline established by PCHA
for submission of additional information. Bidders are strongly encouraged to be prepared
to respond.
Bids shall be prepared in accordance with instructions contained within the IFB and shall
remain valid for 90 days. PCHA reserves the right to reject any or all Bids if such action is
in the best interest of the Housing Authority and to waive any and/or all informalities and
minor irregularities. PCHA reserves the right to cancel this solicitation for any reason it
deems is in the best interest of the agency.
This solicitation and all related documents (Addendum, Notice of Decisions, etc.) are
posted on the PCHA's website:
https://pinellashousing.com/departments/procurement/open_solicitations_and_bid_results.php
and the Housing Agency Marketplace https://ha.internationaleprocurement.com/
Page 3 ~ IFB 26-002

INVITATION FOR BIDS (IFB) #26-002
HVAC Equipment & Services at Pinellas Heights Senior Apartments
SCHEDULE OF EVENTS
April 13, 2026 Issue Invitation for Bid


April 22, 2026 Pre-Bid Conference @ 11:00 a.m.
A Pre-Bid Conference will be held at the Pinellas Heights Senior Apartments located at
11411 Ulmerton Road, Largo, FL 33778 at 11:00 a.m. EST, on April 22, 2026. Although
not mandatory, it is strongly recommended that all interested Bidders attend.
April 30, 2026 Deadline for questions by 2:00 p.m. EST

May 01, 2026 Response to questions

May 28, 2026 Bids are due by 2:00 p.m. EST via email

to mle@pinellashousing.com
June 4, 2026 Post Notice of Intended Decision on

PCHA website
August 19, 202 Board of Commissioners approval of

lowest bid and award of contract
August 20,2026 Post Notice of Decision on PCHA website

PCHA reserves the right to request additional information concerning any and/or all Bids
submitted. If you are hearing- or speech-impaired, call the TDD number-(800) 955-8770, or
TTY number-(800) 955-8771, for further assistance.
PCHA RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS IF SUCH ACTION IS IN
THE BEST INTEREST OF THE HOUSING AUTHORITY AND TO WAIVE ANY AND/OR ALL
INFORMALITIES AND MINOR IRREGULARITIES. PCHA RESERVES THE RIGHT TO
CANCEL THIS SOLICITATION FOR ANY REASON IT DEEMS IS IN THE BEST INTEREST
OF THE AGENCY.
Page 4 ~ IFB 26-002

TABLE OF CONTENTS
INTRODUCTION NOTICE OF INTENT TO RECEIVE BIDS 6
SECTION A TYPE OF CONTRACT 6
SECTION B SCOPE OF WORK 6
SECTION C DUE DATE OF BID 6
SECTION D INSTRUCTIONS TO BIDDERS 7
SECTION E BID SECURITY & LIQUIDATED DAMAGES 7
SECTION F MANDATORY CLAUSES 8
SECTION G INSURANCE 9
SECTION H SUBMISSION REQUIREMENTS 13
SECTION I LIST OF ATTACHMENTS 14
EXHIBITS
Exhibit A: Scope of Work (SOW)
Exhibit B: Approved Energy Calculations
Exhibit C: Approved Plans
Exhibit D: Statement of Bidder's Qualifications
Exhibit E: Bid bond and Performance bond sample
Exhibit F: Bid form and Schedule of Values
Exhibit G: Form HUD 5369, Instructions to Bidders for Contracts, Public and
Indian Housing Programs
Exhibit H: Form HUD 5369-A, Representations, Certifications, and Other
Statements of Bidders, Public and Indian Housing Programs
Exhibit I: Form HUD 5370, General Conditions for Construction Contracts-Public
Housing Programs
Exhibit J: Certification of Acceptance, HUD Form 5370, General Conditions for
Construction Contracts-Public Housing Programs
Exhibit K: Non-Collusive Affidavit of Contractor/Subcontractor
Exhibit L: Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes,
on Public Entity Crimes
Exhibit M: Contract Provisions-2 CFR 200.326 (bonding requirements)
Exhibit N: Certification of Authorization to Execute Bid/Contract on Behalf of
Company
Exhibit O: Certification Regarding Debarment, Suspension and other
Responsibility Matters
Exhibit P: Certification Regarding Lobbying
Exhibit Q: Conflict of Interest Certification
Exhibit R: Sample Contract
Page 5 ~ IFB 26-002

INVITATION FOR BIDS # 26-002
HVAC Equipment & Services at Pinellas Heights Senior Apartments
NOTICE OF INTENT TO RECEIVE BIDS
The Pinellas County Housing Authority (PCHA) formally requests competitive bids
from qualified, responsible, licensed contractors interested in providing heating,
ventilation, and air conditioning (HVAC) equipment and services at the Pinellas
Heights Senior Apartments.
SECTION A
A-1 Type of Contract
PCHA contemplates the award of a firm fixed price contract resulting from this
solicitation.
SECTION B
B-1 Overview of Project
Pinellas Heights Senior Apartments (PHSA) is a 62+ affordable housing community
located at 11411 Ulmerton Road, Largo, FL 3778. The existing HVAC systems are
approximately 12 years old and require replacement due to frequent operational
issues involving most components of the VRV system.
B-2 Scope of Work
The work shall consist of furnishing all materials, labor, tools, equipment, supervision
and all items and services required to replace existing HVAC equipment as indicated
in the Contract Documents as further described in the scope of work located in Exhibit
A.
SECTION C
C-1 Due Date of Bid
Bids are due as stated by the date and time listed in the Schedule of Events on page
4 of this document.
Any questions regarding this IFB must be submitted in writing and shall be directed
to Mr. Minh Le, by email at mle@pinellashousing.com. Questions and answers will
be compiled and be posted on PCHA's website:
https://pinellashousing.com/departments/procurement/open_solicitations_and_bid_results.php .
Page 6 ~ IFB 26-002

C-2 Contract Award
A contract shall be awarded in accordance with the terms of PCHA's Procurement
Policy. The Executive Director shall make a final recommendation to the Board of
Commissioners. The Board of Commissioners will make the final selection of the firm
to be awarded the contract. A contract will be awarded to the Bidder whose bid best
meets the needs and requirements of PCHA for the best value. Failure to meet the
threshold requirements may result in rejection of the bid. PCHA reserves the right to
reject any and all bids, to award one or more contracts or no contract in its best
interest.
SECTION D
D-1 Instructions to Bidders
See Section H.
SECTION E
E-1 Bid Security
A. Each Bid shall be accompanied by a Bid Bond in the amount of five percent
(5%) of the Base Bid amount. By submitting a Bid Bond, the Bidder pledges
that, if their Bid Proposal is accepted by the Owner, they will enter into a
contract with the Owner on the terms stated in their Proposal and further, that
he will furnish a Performance Bond in the form acceptable by the Owner,
covering the faithful performance of the Contract and the payment of all
obligations arising thereunder. Should the Bidder refuse to enter into such
Contract or fail to furnish such bonds, the amount of the Bid Security shall be
forfeited to the Owner as liquidated damages, not as a penalty.
B. Bid Bond shall be submitted from a surety company, certified check, or a
cashier's check made payable to the Owner.
C. The Bid Security shall be submitted with the understanding that it shall
guarantee that the Bidder will not withdraw his Bid for a period of (90) calendar
days after the scheduled closing time for the receipt of Bids; that if his Bid is
accepted, he will enter into a written contract with the Owner on the Form of
Agreement included as a part of the Contract Documents, and that the required
Performance Bond will be given; and that in the event of the withdrawal of said
Bid within said period, or failure to enter into said Agreement and give said
Bond within (10) calendar days after he has received a Notice of Intent to Award
of his Bid, the Bidder shall be liable to the Owner for the full amount of the Bid
Security as representing the damage to the Owner on the account of the default
of the Bidder in any particular thereof, and shall not be construed as a penalty.
Page 7 ~ IFB 26-002

D. Bid Bond checks shall be returned to Bidders after the Owner and the accepted
Bidder have executed the Agreement and Performance Bond has been
approved by the Owner. If the required Agreement and Performance Bond
have not been executed within sixty (60) calendar days after the date of the
opening of the Bids, then the Bid Bond or check of any Bidder will be returned
upon request, provided he has not been notified of the acceptance of his Bid
prior to the date of such request.
E. The Intent to Award a Bid does not constitute a contract. The Owner reserves
the right to modify, amend or rescind their actions until the contract is properly
executed by both parties.
E-2 Acceptance of Bids
PCHA reserves the right to accept or reject any or all Bids, to take exception to these
IFB specifications or to waive any irregularities and/or informalities. Bidder may be
excluded from further consideration for failure to comply fully with the specifications of
this IFB. PCHA also reserves the right to reject the Bid of any Bidder who has
previously failed to perform properly, or to complete on time, contract(s) of a similar
nature; who is not in a position to perform the contract, or who habitually and without
just cause neglected the payment of bills or otherwise disregarded its obligations to
subcontractors, providers of materials, or employees.
E-3 Confidential Material
Any material submitted by a Bidder that is to be considered as confidential must be
clearly marked as such. In accordance with Florida Statutes, Chapter 119 regarding
Public Records, all bids are subject to public inspection.
E-4 Financial Statements
The Bidder may be requested to submit current financial statements. Furthermore,
the Bidder shall disclose any past or current litigation to which it is a party and the
amount in controversy or potential liability.
E-5 Withdrawal of Bids
Bid may be withdrawn on a written request dispatched via email to
mle@pinellashousing.com . Negligence on the part of the Bidder in preparing its Bid
confers no right of withdrawal or modification of its bid after the due date and time
specified herein.
Page 8 ~ IFB 26-002

E-6 Incurring Costs
PCHA is not liable for any costs incurred by any Bidder prior to issuance of a Notice
to Proceed. In general, no pre-contract costs will be paid to the successful Bidder.
All costs incurred in the preparation and presentation of Bid shall be wholly borne by
each Bidder. All supporting documentation and manuals submitted with each Bid will
become the property of PCHA unless otherwise indicated by the Bidder at the time of
submission.
E-7 Third Party Claims on Services or Software
If the proposed services include the use of products or services of another company,
PCHA will hold the Bidder responsible for the proposed services. In addition, the
Bidder shall hold PCHA harmless from any third-party legal claims involving the use
by PCHA of any software product or technique provided.
E-8 Ineligible Contractors
PCHA is prohibited from making any awards to contractors or accepting as
subcontractors any individuals or firms that are on the GSA List of Parties Excluded
from Federal Procurement and Non-procurement Programs.
E-9 Liquidated Damages
A. Bidder agrees to substantially complete the Work in accordance with the
negotiated contract documents within approximately two (2) months, Sundays
and Holidays included, such time to commence on the date of the Owner's
"Notice to Proceed," and to complete any portions of the Work designated for
earlier completion within the times established in the contract documents.
B. Bidder acknowledges that if Bidder fails to satisfy all requirements for
substantial completion of the Work or portions designated for earlier completion
as described in the contract documents within the required time period, Owner
shall be entitled to assess, as liquidated damages, but not as a penalty, one
hundred dollars ($100.00) for each calendar day thereafter until substantial
completion of the work or portions designated for earlier completion is
achieved.
SECTION F
F-1 Mandatory Clauses
See Exhibit I - Form HUD 5370, General Conditions for Construction Contracts-Public
Housing Programs (excluding Clause 40, Employment, Training, and Contracting
Opportunities for Low Income Persons, Section 3 of the Housing and Urban
Page 9 ~ IFB 26-002

Development Act of 1968 and Clause 46, Labor Standards-Davis-Bacon and Related
Acts) and Exhibit M - Contract Provisions required by 2 CFR 200.326.
SECTION G
G-1 Insurance
The successful Bidder shall be required to furnish original Certificates of Insurance
evidencing the required coverage to be in force on the date of the Contract, and
Renewal Certificates of Insurance, or a copy of the policy, if the coverage has an
expiration or renewal date occurring during the term of this Contract or extensions
thereof. The receipt of any certificates does not constitute agreement by PCHA that
the insurance requirements in the Contract have been fully met or that the insurance
policies indicated on the certificates comply with all Contract requirements. The
insurance policies shall provide for thirty (30) days prior written notice to be given to
PCHA in the event coverage is substantially changed, canceled, or non-renewed.
The Bidder shall require all subcontractors to carry the insurance required herein, or
the Bidder may provide the coverage for any or all subcontractors, and, if so, the
Certificate of Insurance or copy of the policy submitted shall so stipulate.
The Bidder and all subcontractors agree that insurers shall waive their rights of
Subrogation against the Pinellas County Housing Authority.
The Bidder expressly understands and agrees that any insurance or self insurance
programs maintained by the Pinellas County Housing Authority shall apply in excess
of and not contribute with insurance provided by the successful Bidder and
subcontractors under the Contract.
(a) The successful Bidder shall procure and maintain at its sole cost and expense
for the duration of this Contract, insurance against claims for injuries to persons
or damages to Properties which may arise from or in connection with the
performance of the work hereunder by Bidder, its agents, representatives,
volunteers, employees, or subcontractors. Bidder acknowledges that it has
familiarized itself with the extent and scope of work to be performed and
certifies that its insurance policies provide coverage for losses that might arise
from the types of hazards to be found herein.
1. Bidder's insurance coverage shall be primary and noncontributory with
respect to PCHA, its officials, employees, and volunteers.
2. To the extent that subcontractors may be used, Bidder shall include all
subcontractors as Additional Insured under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All
coverages for subcontractors shall be subject to all of the requirements
stated herein.
3. Certificates of insurance and endorsements shall be furnished to PCHA
and approved by PCHA before services are furnished. PCHA must be
named as an "Additional Insured".
Page 10 ~ IFB 26-002