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RFP for HVAC Air Filter Changing Services Austin Texas

Solicitation ID: 303-1-00005

Status: Awarded

Contact Name: Mary Sacharnoski

Contact Number: 512-463-1879

Contact Email: Mary.Sacharnoski@tfc.texas.gov

Response Due Time: 3:00 PM

Agency/Texas SmartBuy Member Number: 303

Days Solicited: 21+ Days for Solicitation Notice

Solicitation Posting Date: 1/6/2021

Response Due Date: 2/11/2021

Last Modified: 5/10/2021 3:11 pm

Solicitation Description:

1)    SCOPE: Pursuant to Texas Government Code Section 2165.001, Custodianship of State Property, and Chapter 2156, Subchapter C, Competitive Sealed Proposals for Acquisition of Goods and Services, the Texas Facilities Commission is requesting responses to this Request for Proposal for air filter changing services at fifty six (56) state owned locations including buildings, garages, and school campuses located in Austin, TX. Contractor shall provide materials and labor in accordance with the attached Attachment A – Contract for Air Filter Changing Services. There are two groupings of buildings in this solicitation, and TFC anticipates awarding a contract for each of the two groupings included in the Attachment D – Building Filter Info and Pricing Sheet. A single vendor may be awarded both contracts.

a)      Buildings and garages may be added or deleted during the term of the Contract utilizing the same terms and conditions stated herein.  Statistics on building locations, annual quantities, schedule, filter sizes, equipment, and, frequency of change are detailed in Attachment D – Building Filter Info and Pricing Sheet.  Services shall meet acceptable performance and quality standards as set forth in the Contract. TFC reserves the option of purchasing either filters, labor, or both labor and filters from the Contractor.

b)     Prior to a filter change, Contractor must contact the TFC Contract Administrator to have equipment taken out of service by shutting down, or being turned off, at the equipment disconnect.  Once a change is complete, the equipment shall be put back into service by Contractor or by the TFC Plant Operations, if applicable. Contractor’s supervisors shall be trained and instructed on proper equipment shut down procedures by the Contract Administrator as defined in Section 1.02 of this Contract.  TFC will entertain recommendations or suggestions from the Contractor regarding changes to the frequency of filters being changed as it relates to the cleanliness of filters.

c)      All work shall be done under TFC escort unless pre-approved by TFC Contract Administrator on an individually approved basis.

d)     See Attachment A – Contract for Air Filter Changing Services for full scope and requirements.

2)    CONTRACT TERM: This service shall be for a period beginning on 04/01/2021 and shall expire on 08/31/2022.  The contract may be renewed for three (3) additional one (1) year periods, provided the renewal is executed prior to expiration of the current contract term.   Any renewals shall be in writing and at the same terms and conditions, plus any approved changes. 


      1. The Pre-Proposal Tele-Conference is scheduled for:

PPC : 01/13/2021, 1:00 PM

 Attendance of the pre-proposal tele-conferences is optional. Audio recording will be made available.

The solicitation process for this RFP will proceed according to the following schedule:



Issue RFP


Optional Pre-Proposal Tele-Conference


01/13/2021 1:00 PM

Deadline for Submission of Questions


Deadline for Submission of Proposals/RFP Opening

02/11/2021 3:00 PM

Notification for Interview


Interview Date


Commission Review


Expected Contract Start Date


Addendum: Addendum #1 1/14/2021
Addendum #2 RFP 303-1-00005 HVAC Air Filter Changing Services 1/26/2021

Class/Item Code(s): 91036-Heating, Air Conditioning, And Ventilation Maintenance And Repair Services (Including Installation)
03104-Air Conditioners: Controlled Environment (For Computer Rooms, Etc.), And Parts And Accessories Not Individually Itemized)


1ESBD_File_223717_RFP 303-1-00005 HVAC Air Filter Services.docxRFP 303-1-00005 HVAC Air Filter Changing Services , Austin Texas
2ESBD_File_223717_Attachment A - Services Contract Template.docxAttachment A - Contract Services Template
3ESBD_File_223717_Attachment C - HUB Subcontracting Plan.pdfAttachment C - HUB Subcontracting PLan
4ESBD_File_223717_IMG_2383.jpgCarbon Filter Photo_1
5ESBD_File_223717_IMG_2386.jpgCarbon Filter Photo_2
6ESBD_File_223717_IMG_2387.jpgCarbon Filter Photo_3
7ESBD_File_223717_IMG_2388.jpgCarbon Filter Photo_4
8ESBD_File_223717_IMG_2389.jpgCarbon Filter Photo_5
9ESBD_File_223717_IMG_2390.jpgCarbon Filter Photo_6
10ESBD_File_223717_IMG_2391.jpgCarbon Filter Photo _7
11ESBD_File_223717_Air Filter Roll.jpgAir Filter Roll Photo
12ESBD_File_223717_Addendum #1 RFP 303-1-00005 HVAC Air Filter Change.pdfAddendum #1
13ESBD_File_223717_Addendum 2, RFP 303-1-00005 HVAC Air Filter Changing Service.pdfAddendum #2
14ESBD_File_223717_Attachment D - Building Filter Info and Pricing Sheet_Addendum_2.xlsxAttachment D – Building Filter Info and Pricing Sheet_Addendum 2, provide revised sheet with corrected formulas
15ESBD_File_223717_IFB 303-9-01499-A Tabulation_1.xlsxIFB 303-9-01499-A Bid Tabulation

Contractor Name Mailing Address Value Per Contractor Contractor Hub Status Award Date Award Status
Air Relief Technologies, Inc., dba Tex-Air Filters 5757 East Rosedale St. Fort Worth Texas 76112 728622.40 NOT HUB CERTIFIED 5/7/2021 Full Award