Interoffice Memorandum
DATE: September 16, 2025
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, FNIGP, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Kendall Haynes, Assistant Manager, Facilities Management Division
PHONE: 407-836-6539
SUBJECT: Award of Invitation for Bids Y25-770-EB, Orange County Fleet Management Gas Heater Replacement and Building Management System Upgrade
ACTION REQUESTED:
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Approval to award Invitation for Bids Y25-770-EB, Orange County Fleet Management Gas Heater Replacement and Building Management System Upgrade, to the sole responsive and responsible bidder, Air Mechanical & Service Corporation Inc., in the total negotiated contract award amount of $1,056,814. ([Administrative Services Department Facilities Management Division] Procurement Division)
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PROCUREMENT:
The project consists of replacing the existing 31-year-old gas fired heating system with new gas infrared heaters that will provide proper and more efficient space temperature control in the building and will provide a new Building Management System capable of remote monitoring and controls for the Fleet Management maintenance and administration buildings. This project is located in District 6.
FUNDING:
Funding is available in account numbers 5530-043-2051-3810
APPROVALS:
The Facilities Management Division concurs with this recommendation.
REMARKS:
One bid was received in response to this Invitation for Bids (IFB) and was evaluated for responsiveness, responsibility and price reasonableness. Air Mechanical & Service Corporation Inc. (AMSCO) has the necessary manpower and equipment to perform this contract. Furthermore, a price negotiation and scope review meeting was conducted with the sole bidder resulting in an overall price reduction of $213,840. The negotiated price is considered reasonable based on engineer’s estimate and current market conditions. The references provided were satisfactory for this type of work and AMSCO has been determined to be responsible. Therefore, the award is recommended to AMSCO.
To ensure an open and competitive solicitation process, the IFB was posted to the County’s e-procurement platform. Through the posting, a total of 1,160 subscribed vendors were notified of this IFB. A query of potential bidders that downloaded the solicitation, but did not submit a bid, resulted in the following:
• Space Ray: Manufactures equipment but does not do installations.
• SR Plumbing: Don’t have a general contractor’s license required by IFB.
• Comp Environmental: IFB has restrictions on manufacturers and authorized partners being able to bid.
• Precision Automation: Is participating as a subcontractor.
• Peg FL: Has too much work currently to consider this project.
• SSA: Is a manufacturer representative.
• Prime Construction: High volume of work - not quite in their area of expertise.
• Frank Gay Services: Did not respond to the inquiry.
• Blalock Plumbing LLC: Did not respond to the inquiry.
• Alya HVAC Services, LLC: Did not respond to the inquiry.
• Ackerman Plumbing: Did not respond to the inquiry.
• Core Engineering & Construction: Did not respond to the inquiry.
The bid tabulation is as follows:
BIDDER: NEGOTIATED BID TOTAL:
Air Mechanical & Service Corporation $1,056,814