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For instructions on submitting bid responses, please review the posting entity’s solicitation and attached bid documents.

HVAC Maintenance and Repair Services

Solicitation ID: 303-2-00018

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: 6/25/2021

Response Due Date: 7/23/2021

Last Modified: 10/25/2021 10:51 am

Solicitation Description:

1)    SCOPE: Pursuant to Texas Government Code Section 2165.001, Custodianship of State Property, and Section 2156.121, Use of Competitive Sealed Proposals, the Texas Facilities Commission is requesting responses to this Request for Proposal for various HVAC and Mechanical Trade Services for facilities managed by the Texas Facilities Commission throughout Texas. It is the intention of TFC to award multiple contracts for various HVAC related trades from this solicitation.  Respondents do not need to provide all the services listed or service the entire state. If awarded, services will be on an as-needed basis.  There is no guarantee of assigned or volume of work. 

a)      HVAC Related Maintenance, Service, Installation and Repairs include, but are not limited to:

i)       HVAC and HVAC Maintenance

(1)   Cooling Tower Service and Repairs (Evapco, Marley, BAC)

(2)   Chill Water/Hot Water Piping and related equipment repair

ii)     Insulation Services/Pipe and Duct

iii)   A/C Compressor Repair and Replacement

iv)    UV Lights/New Install and Replacement

v)      Air Compressor Repairs

vi)    Temporary AC Rental/Lease of Portable AC Units

vii)  Pump Repairs and Replacement, (Split Case, Inline)

viii)   Variable Refrigerant Flow (VRF) Maintenance and Repair

b)     All work shall be in strict accordance with applicable Owner's Project Requirements, International Mechanical Codes, Uniform Mechanical Codes, and State & Local Codes.

c)      All work shall comply with OSHA and ADA requirements.

2)    CONTRACT TERM: This contract shall be for a period beginning on the date the contract, as defined below, is executed by both parties, and shall expire on August 31, 2023.  The contract may be renewed for one (1) additional two (2) year period, 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)    SCHEDULE OF EVENTS: TFC reserves the right to change the dates in the Schedule of Events set forth below upon written notification to prospective Respondents through a posting of an addendum on the ESBD.

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



Issue RFP


Mandatory Pre-Proposal Tele-Conferences

Online ZOOM meetings

(Respondents are required to attend only one of the scheduled meetings)

PPC 1, 07/07/2021, 10:00 AM

PPC 2, 07/08/2021, 10:00 AM

Deadline for Submission of Questions

07/13/2021, 12:00 Noon

Deadline for Submission of Proposals/RFP Opening

07/23/2021, 3:00 PM

Award by Commission

08/19/2021 9:00 AM

Addendum: Addendum 1, RFP 303-2-00018 RFP 303-2-00018 HVAC Maintenance and Services_Addendum 1 7/12/2021
Addendum #2 7/16/2021

Class/Item Code(s): 91004-Air Duct Cleaning Services
91036-Heating, Air Conditioning, And Ventilation Maintenance And Repair Services (Including Installation)
91038-Insulation And Asbestos Installation, Maintenance, Repair And Removal Services (Includes Spray-On Insulation)
91450-Heating, Ventilating And Air Conditioning (Hvac)
93608-Air Compressors And Accessories, Maintenance And Repair
93662-Pumps And Pump Accessories Maintenance And Repair
93663-Pumps, Vertical, Maintenance And Repair
93667-Refrigeration Equipment Maintenance And Repair
98111-Air Compressors And Accessories Rental Or Lease
98112-Air Conditioning Equipment And Accessories Rental Or Lease


1ESBD_File_244902_RFP 303-2-00018 HVAC Maint and Repair Requirements_final.docxRFP 303-2-00018 HVAC Maintenance and Repair Services
2ESBD_File_244902_Attachment A - Services Contract template.docxAttachment A - Services Contract Template
3ESBD_File_244902_Attachment C - HUB Subcontracting Plan.pdfAttachment C - HUB Subcontracting Plan
4ESBD_File_244902_Addendum #1, RFP 303-2-00018.pdfAddendum #1, RFP 303-2-00008
5ESBD_File_244902_RFP 303-2-00018 HVAC Maint and Repair Services_Addendum 1.docxRFP 303-2-00018 HVAC Maintenance and Repair Services_Addendum 1
6ESBD_File_244902_Addendum #2, RFP 303-2-00018 HVAC.pdfAddendum #2, RFP 303-2-00018
7ESBD_File_244902_2021 TFC OPR Update Document_052721.pdfTFC Owner's Project Manual

Contractor Name Mailing Address Value Per Contractor Contractor Hub Status Award Date Award Status
Cool Services 1804 Bench Mark Dr., Austin TX 78728 800000.00 HUB CERTIFIED 10/21/2021 Full Award
Mechanical and Process Ssytems 1804 Central Commerce St. Round Rock, TX 78644 800000.00 HUB CERTIFIED 10/21/2021 Full Award
Entech Sales and Service LLC 199 Trademark Dr. Buda, TX 78610 800000.00 NOT HUB CERTIFIED 10/21/2021 Full Award
Beard Integrated Systems 2713 Meister Place, Round Rock TX 78644 800000.00 NOT HUB CERTIFIED 10/21/2021 Full Award
SI Mechanical PO Box 1589 Buda, TX 78610 400000.00 NOT HUB CERTIFIED 10/21/2021 Full Award
Dynamic Systems Inc. 3901 S. Lamar Blvd. Ste 300, Austin TX 78704 400000.00 NOT HUB CERTIFIED 10/21/2021 Full Award