RFB ? ARCHER HVAC IMPROVEMENTS

RFB Archer HVAC Improvements
703 NE 1st Street Gainesville FL, 32601 352.372.2549 x Ext512
Request For Bid
ARCHER HVAC IMPROVEMENTS
REQUEST FOR BID 1

RFB Archer HVAC Improvements
OVERVIEW
The Alachua County Housing Authority (ACHA) is soliciting sealed
bids from licensed HVAC contractors to replace thirty (30) HVAC
systems and associated equipment in our Thistle Hills East and
Thistle Hills West neighborhoods in Archer Florida per the
attached Scope of Work.
RFQ INFORMATION AT A GLANCE
Ron Hall
Contact Person
352-372-2549 ext 512
Ron@acha-fl.com
RFB Documents https://acha-fl.com/procurement/
Pre-Bid Conference - Wednesday March 11, 2026 @1:00pm
walkthrough At 13519 SW 156th ter Archer Fl
Questions related to this RFB Submitted to Ron@acha-fl.com
Deadline Wednesday March 18, 2026
Wednesday March 25, 2026 @ 4:00pm*
Submission of Sealed Bid
Your bid with all required attachments
Deadline
must be delivered in person to:
Alachua County Housing Authority
703 NE 1st Street
Gainesville, FL, 32601
by the posted deadline.
*Your submission must be received and
time-stamped by ACHA no later than the
posted deadline. ACHA is not responsible
for delays in submission regardless of the
form of delivery.
Anticipated date of Approval by the Wednesday, April 1, 2026 @ 5:00 pm
ACHA Board of Commissioners meeting
1. Purpose
It is the intent of this Request for Bid to acquire one licensed HVAC
contractor with the organizational capacity to replace thirty (30)
HVAC units in the Thistle Hills East and Thistle Hills West
neighborhoods located in Archer Florida owned by the Alachua
County Housing Authority per the Scope of Work.
2. Scope of Work - See attached Scope of Work for complete details
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RFB Archer HVAC Improvements
2.1 Equipment Specifications. The specifications as noted in the
attached Scope of Work are for quality and design standards.
Offerors may submit a product substitution, however must
include documentation with their submission proving the
equivalence. ACHA will be the final determiner of acceptable
substitutions.
3. Terms and Conditions
3.1 The Awardee agrees to comply with the terms and conditions
as specified in HUD Forms as Attached:
3.1.1 Form HUD 5369-B Instructions to Offerors Non-
Construction
3.1.2 Form HUD-5369-C Certifications and Representations
of Offerors Non-Construction Contract
3.1.3 From HUD 5370-C Section II General Conditions for
Non-Construction Contracts (Maintenance Contracts
between $2,000 and $250,000)
3.1.4 Form HUD 52158 Maintenance Wage Rate
Determination
3.1.4.1 Please note that verification of wages will be
requested through employee interviews and/or
additional backup documentation
4. Special Conditions
4.1 Inspection ACHA: The Director of Maintenance will inspect all
work prior to payment for work completed to date of request.
4.2 Inspection Alachua County Florida: Permit inspections are
required to be completed in person. There will be no self-
certification of inspections. A satisfactory approval of
completed permit must accompany work completed to date of
request.
4.3 Change Orders: ACHA may make Change Orders adding or
deleting work as necessary if it is in the best interest of the
Authority to do so. Both parties shall make no modifications of
the terms of the contract except by written amendment or
change order. Contractor shall not perform extra work unless
authorized to do so in writing. Contractor needs to submit a bid
that takes into account all aspects of the request. Failure to
include costs for items that should have been in your bid will
may not be reimbursable. I.E. Do not low bid with the
expectation to secure a change order.
4.4 Invoicing/Payment: Pay requests are be sent to Ron Hall via
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email at Ron@acha-fl.com for work completed and inspected
to date. Along with the invoice, please include a summary of
units completed to date, completed staff hours with pay scale
and proof of completed permit(s) of work completed to date of
request.
4.5 ACHA understands that this procurement entails a very large
outlay of upfront costs to the awardee for equipment. ACHA
has a process that allows for payment on Materials Stored.
4.6 Sub-Contracting: Contractor agrees not to hire any sub-
contractor without prior approval and clearance. Any sub-
contractor associated with a potential award must follow and
adhere to the same requirements as the prime contractor. Sub-
contractors must be listed in your response along with the
same required forms as the prime contractor.
4.7 Insurance: Contractor agrees to provide proof of Insurance as
follows:
4.7.1 Automobile Liability Insurance on owned and non-owned motor
vehicles used in connection with this contract and shall contain a
limit of bodily injury of at least $500,000 per person and a total
limit per occurrence of at least $1,000,000 and Property Damage
Limit of $500,000 per accident.
4.7.2 Commercial General Liability Insurance with a combined single
limit for bodily injury of not less than $1,000,000 per occurrence
and $500,000 property damage per occurrence to protect the
Contractor and the Authority against claim for bodily injury or
death and damage to the property of others
4.7.3 Worker's Compensation Insurance shall be maintained in
accordance with Section 440.185(4), Florida Statutes. Statutory
requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer.
Contractors who fail to notify ACHA of increases in the number
of employees that changes their workers' compensation
requirements under the Florida Statutes during the course of the
contract shall be in noncompliance with the contract.
4.7.4 ACHA shall be named as "Additionally Insured" and "Certificate
Holder" on all policies.
4.8 Licensing: Contractor shall provide ACHA with a copy of its current Business
License, any licensing as required for the trade and FEIN#. When necessary,
contractor shall make all necessary applications for permits and/or licenses
which are required for the execution of the work.
4.9 Section 3 Economic Opportunities: The work to be performed under this
contract is subject to the requirements of Section 3 of the Housing and
Urban Development Act of 1968, as amended, 12 W.S.C. 170lu (Section 3).
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RFB Archer HVAC Improvements
The purpose of Section 3 is to ensure that employment and other economic
opportunities generated by HUD assistance or HUD-assisted projects
covered by Section 3 shall, to the greatest extent feasible, be directed to
low and very low-income persons, particularly persons who are recipients of
HUD assistance for housing.
4.9.1 The Contractor is responsible for making every effort to ensure
that employees from ACHA Section 3 residents have first right of
refusal when hiring new employees under this contract.
4.9.2 The parties to this contract agree to comply with HUD's
regulations in 234 CFR part 135, which implement Section 3. As
evidenced by the execution of this contract, the parties to this
contract certify that they are under no contractual or other
impediment that would prevent them from complying with the
part 135 regulations.
4.9.3 The contractor agrees to send to each labor organization or
representative of workers with which the contractor has a
collective bargaining agreement or other understanding, if any, a
notice advising the labor organization or workers' representative
of the contractor's commitments under this Section 3 clause, and
will post copies of the notice in conspicuous places at the work
site where both employees and applicants for training and
employment positions can see the notice. The notice shall
describe the Section 3 preference, shall set forth minimum
number and job titles subject to hire, availability of
apprenticeship and training positions, the qualifications for each;
and the name and location of the person(s) taking applications
for each of the positions; and the anticipated date the work shall
begin.
4.9.4 The contractor agrees to include this Section 3 clause in every
subcontract subject to compliance with regulations in 24 CFR
part 135, and agrees to take appropriate actions, as provided in
an applicable provision of the subcontract or in this Section 3
clause, upon a finding that the subcontractor is in violation of the
regulations in 24 CFR part 135. The contractor will not
subcontract with any subcontractor where the contractor has
notice or knowledge that the subcontractor has been found in
violation of the regulations in 24 CFPR part 135.
4.9.5 The contractor will certify that any vacant employment positions,
including training positions, that are filled: 1) after the contractor
is selected but before the contract is executed, and 2) with
persons other than those to whom the regulations of 24 CFR part
135 require employment opportunities to be directed, were not
filled to circumvent the contractor's obligations under 24 CFP
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part 135.
4.9.6 Noncompliance with HUD's regulations in 24 CFR part 135 may
result in sanctions, termination of this contract for default, and
debarment or suspension from future HUD assisted contracts.
4.9.7 With respect to work performed in connection with Section 3
covering housing assistance, section 7 (b) of the Indian Self-
Determination and Education Assistance Act (25 U.S.C. 450e) also
applies to the work to be preformed under this contract. Section
7(b) requires that to the greatest extent feasible (i) preference
and opportunities for training an employment shall e given to
Indians, and (ii) preference in the award of contracts and
subcontracts shall be given to Indian organizations and Indian-
owned Economic Enterprises. Parties to this contract that are
subject to the provisions of Section 3 and Section 7 (b) agree to
comply with Section 3 to the maximum extent feasible, but not
in derogation of compliance with Section 7(b).
4.10 Protection of Work, Property and Persons: The Contractor shall
adequately protect the work, adjacent property, and the public and shall be
responsible for any damage or injury caused by him or his authorized
agent's act or neglect.
4.11 E-Verify: Contractors shall register with and use the E-Verify system in
order to verify the work authorization status of all newly hired employees or
as required under the program. Contractor shall register for and utilize the
U.S. Department of Homeland Security's E-Verify System to verify the
employment eligibility of:
4.11.1All persons employed by a Contractor to perform employment duties
within Florida during the term of the contract; and
4.11.2 All persons (including sub-vendors/sub-consultants/sub-contractors)
assigned by Contractor to perform work pursuant to the contract with
the ACHA. The Contractor acknowledges and agrees that registration
and use of the U.S. Department of Homeland Security's E-Verify
System during the term of the contract is a condition of the contract
with the ACHA; and
4.11.3Should vendor become the successful Contractor awarded for the
above-named project, by entering into the contract, the Contractor
shall comply with the provisions of Section 448.095, Fla. Stat.,
"Employment Eligibility," as amended from time to time. This includes,
but is not limited to registration and utilization of the E-Verify System
to verify the work authorization status of all newly hired employees.
Contractor shall also require all subcontractors to provide an affidavit
attesting that the subcontractor does not employ, contract with, or
subcontract with, an unauthorized alien. The Contractor shall maintain
a copy of such affidavit for the duration of the contract.
5. Contract Specifications
5.1 Contract Termination
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RFB Archer HVAC Improvements
5.1.1 If, through any cause, the Contractor shall fail to fulfill in a timely
and proper manner its obligations under the Contract, or if the
Contractor shall violate any of the covenants, agreements, or
stipulations of the Contract, ACHA shall thereupon have the right
to terminate the Contract by giving written notice to the
Contractor of such termination and specifying the effective date
thereof, at least five days before the effective date of such
termination. In such event, all finished or unfinished documents,
data, studies, and reports prepared by the Contractor under the
Contract shall, at the option of ACHA, become its property and
the Contractor shall be entitled to receive just and equitable
compensation for any satisfactory work completed on such
documents.
5.1.2 Notwithstanding the above, the Contractor shall not be relieved
of liability to ACHA for damages sustained by the Authority by
virtue of any breach of the Contract by the Contractor, and ACHA
may withhold any payments to the Contractor for the purpose of
setoff until such time as the exact amount of damages due the
Authority from the Contractor is determined.
5.1.3 In a continued effort to provide decent safe and sanitary housing
for our residents, the Alachua County Housing Authority has
implemented a policy that it does not allow Registered Sex
Offenders and Predators to work on any public housing site. This
includes a restriction on contractors whom perform work under
an arrangement with the Authority. We ask that you help us
maintain our resident's safety by cooperating with this policy.
Should we find a contractor in violation of this policy; efforts will
be made to abate the situation first. Any subsequent violations
may result in cancelation of the contracted work
5.2 Termination of Convenience of Authority
5.2.1 ACHA may terminate the Contract at any time by a notice in
writing from the Authority to the Contractor. If the Contract is
terminated by ACHA as provided herein, the Contractor will be
paid an amount, which bears the same ratio to the total
compensation as the services actually and satisfactorily
performed bear to the total services of the Contractor covered
by the Contract, less payments of compensation previously
made.
6. Selection Criteria
6.1 It is the intent of the ACHA to offer a contract to the respondent that
provides the best price for the products and services requested,
documented organizational capacity including staff and equipment to
complete the job in a timely manner and additional criteria as noted below.
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RFB Archer HVAC Improvements
Price up to 75 points
Company profile including organizational capacity
up to 15 points
Submission of required documentation up to 5 points
Minority or Section 3 Contractor up to 5 points
Total available points 100
7. Attached Forms
Unit Listing with details
Scope of Work
Alachua County Department of Growth Management - Building
Division HVAC Replacement - Residential Permit Submittal
Requirements
Form HUD 5369-B Instructions to Offerors Non-Construction
Form HUD 5369-C Certifications and Representations of
Offerors Non-Construction Contracts
From HUD 5370-C Section II General Conditions for Non-
Construction Contracts (Maintenance Contracts between
$2,000 and $250,000)
Form HUD 52158 Maintenance Wage Rate Determination
Statement on E-Verify
Legally Required Statement Regarding Access to Records
8. Submittal Requirements to be submitted with your sealed bid and
used in scoring Bid's
8.1 Bid for the complete job along with a break out of per unit
pricing
8.1.1 Break out pricing per unit will be used in periodic
estimate of partial payments
8.2 Business license and any other license necessary to show
qualifications
8.3 Company profile and a description of organizational capacity
including staffing and your ability to complete the job in a
timely manner.
8.4 Proof of General Liability and Workman's Compensation
Insurance
8.5 Proof of registration with E-Verify
8.6 Form HUD 5369-C Certifications and Representations of
Offerors Non-Construction Contracts
8.7 Proof of Minority or Section 3 contractor if claiming status
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Unit Listing
Square
foot of Year
Neighborhood Street Address City Bed bath unit built
Thistle Hills East 13519 SW 156th Ter Archer 4 1.5 1225 1967
Thistle Hills East 13537 SW 156th Ter Archer 3 1 1052 1967
Thistle Hills East 13555 SW 156th Ter Archer 4 1.5 1225 1967
Thistle Hills East 13573 SW 156th Ter Archer 3 1 1052 1967
Thistle Hills East 13591 SW 156th Ter Archer 3 1 1052 1967
Thistle Hills East 13607 SW 156th Ter Archer 5 1.5 1468 1967
Thistle Hills East 13615 SW 156th Ter Archer 4 1.5 1225 1967
Thistle Hills East 13627 SW 156th Ter Archer 2 1 824 1967
Thistle Hills East 13645 SW 156th Ter Archer 2 1 824 1967
Thistle Hills East 13636 SW 156th Ter Archer 2 1 824 1967
Thistle Hills East 13600 SW 156th Ter Archer 2 1 824 1967
Thistle Hills East 13578 SW 156th Ter Archer 3 1 1052 1967
Thistle Hills East 13596 SW 156th Ter Archer 4 1.5 1225 1967
Thistle Hills East 13544 SW 156th Ter Archer 3 1 1052 1967
Thistle Hills East 13540 SW 156th Ter Archer 4 1.5 1225 1967
Thistle Hills West 17094 SW 141st Pl Archer 4 1.5 1225 1967
Thistle Hills West 17082 SW 141st Pl Archer 3 1 1052 1967
Thistle Hills West 17068 SW 141st Pl Archer 3 1 1052 1967
Thistle Hills West 17056 SW 141st Pl Archer 4 1.5 1225 1967
Thistle Hills West 17046 SW 141st Pl Archer 4 1.5 1225 1967
Thistle Hills West 17036 SW 141st Pl Archer 5 1.5 1468 1967
Thistle Hills West 17030 SW 141st Pl Archer 4 1.5 1225 1967
Thistle Hills West 17026 SW 141st Pl Archer 3 1 1052 1967
Thistle Hills West 17012 SW 141st Pl Archer 2 1 824 1967
Thistle Hills West 17029 SW 141st Pl Archer 4 1.5 1225 1967
Thistle Hills West 17047 SW 141st Pl Archer 3 1 1052 1967
Thistle Hills West 14192 SW 170th St Archer 4 1.5 1225 1967
Thistle Hills West 17067 SW 141st St Archer 5 1.5 1468 1967
Thistle Hills West 17085 SW 141st St Archer 3 1 1052 1967
Thistle Hills West 14239 SW 170th St Archer 2 1 824 1967
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RFB Archer HVAC Improvements
Scope of Work
Bellow is the comprehensive Scope of Work (SOW) for the Thistle Hills East and Thistle Hills
West A/C and duct work replacement project. This SOW incorporates standard Florida Building
Codes (FBC) requirements and specific mandates for the new R454B refrigerant transition.
Pre-Installation & site prep:
1- Surface protection: Technician must use drop cloth or floor runners to protect all
interior flooring along the path of travel
2- Access Management: Gain secure access to attic and mechanical rooms. Any
structural or cosmetic removal required for access must be restored to original.
Removal & Disposal:
1- Refrigerant Recovery: Safety recover and document all existing refrigerant
according to EPA Section 608 standard.
2- System Decommissioning: Disconnect and remove all existing outdoor condensers,
indoor air handlers, and associated low/high voltage wiring
3- Asset Documentation: Provide a written record of all removed equipment's model
and serial number to ACHA prior to disposal.
4- Debris Removal: The contractor is responsible for the legal disposal of all old
equipment, hazardous materials, and project-related debris.
Installation Specification
1- Outdoor unit: Install new condenser on a level code-compliant pad independent of
the building structure. Secure the unit to the pad using approved tie-down method
(Hurricane clips or bolts).
2- Indoor unit: Install new air handler on a return box/plenum. Ensure minimum 3-inch
clearance along the sides, back, and top withing compartment.
3- Lines and connections: Install a new, correctly sized copper lines set (suction and
liquid lines).
4- Electrical: Provide a new service disconnect located withing 6 feet and in sight of the
outdoor unit.
5- System integration: Install new non programable digital thermostat. Run a new low
voltage control wiring between the thermostat, indoor unit and outdoor unit.
Duct work & Air Distribution:
Supply & Return System
1- Replace all existing supply ducts, registers, and return grills
2- Install a new return duct directly to the air handler to ensure proper static pressure.
Code Compliance:
1- All ductwork must be sealed with mastic or approval foil tape to meet leakage
standards (typically 6 cfm per 100 sq ft)
2- Attics or not unconditioned space ducts must have a minimum insulation value or R-
8.
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