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IFB for Air Filter Changing Services

Solicitation ID: 303-9-01499-A

Status: Awarded

Response Due Time: 3:00 PM

Agency/Texas SmartBuy Member Number: 303

Days Solicited: 14+ Days for Entire Solicitation Package

Solicitation Posting Date: 2/5/2020

Response Due Date: 2/21/2020

Last Modified: 2/27/2020 4:59 pm

Solicitation Description:

SCOPE: In accordance with the provisions of Texas Government Code 2156.063, Solicitation of Bids and 2165.001, Custodianship of State Property, the Texas Facilities Commission (TFC) is seeking bids for air filter changing services at TFC managed facilities located in Austin, TX.  Contractor shall provide materials and labor in accordance with the attached Attachment A – Statement of Work.


This Invitation for Bids (IFB) consists of the following documents:


1.     Attachment A – Statement of Work

2.     Attachment B – Compensation and Fees and Filter Information

3.     Attachment C – Criminal Background Checks and Application Guidelines

4.     Attachment D – HUB Subcontracting Plan


CONTRACT TERM: This service shall be for a period of about 6 months beginning on PO Issue date and shall expire on August 31, 2020.  The PO may be extended up to two 90-day extension terms with mutual consent.  Any extensions shall be in writing and at the same terms and conditions, plus any approved changes.


This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the Services Contract shall apply.


STATEMENT OF WORK: Excerpted from Attachment A – Statement of Work. See Attachment A – Statement of Work for full service requirements.

·         Performance Requirements:

o    All filters installed must be pleated filters with a Minimum Efficiency Reporting Value (MERV) rating of eight (8) or higher.

o    Provide standard and custom sized filters, as applicable.

o    Label each filter with an “Installed Date” to indicate the date filter was installed. The Installed Date shall be written on the filter with a permanent marker in a location that will be visible to a TFC inspector without having to remove the filter from service.

o    Remove and dispose of all debris from floors and furniture when installing filters in the ceiling, hallway, or any tenant occupied space.

o    Provide appropriate off-site disposal of used filters on the same day of filter change.

o    Report any observed equipment deficiencies to the TFC Contract Administrator the same day observed.

o    Contractor responsible for clean-up of work area.

o    Contractor is responsible for ensuring all required tools, filters, and products are onboard truck prior to arriving at jobsite.

o    Washable filters shall be removed, rinsed of dirt and debris, and reinstalled.

o    Carbon box filters shall be emptied and carbon disposed and Contractor shall refill with fresh carbon and reinstall.

o    Auto roll filters shall be changed as requested.

·         Working Hours:  Contractor shall perform the services set forth in this Contract between the hours of 4:00 p.m. – 12:00 a.m., Monday through Friday with the following exceptions:

o    the Wheless Lane Lab – between the hours of 8:00 a.m. – 5:00 p.m., Monday through Friday by, appointment to be set up with the TFC Contract Administrator;

o    the Texas School for the Blind and Visually Impaired Campus Buildings – between the hours of 8:00 a.m. – 5:00 p.m., Monday through Friday;

o    the Texas School for the Deaf Campus Buildings – between the hours of 8:00 a.m. – 5:00 p.m., Monday through Friday; and,

o    any other exceptions having prior approval of the TFC Contract Administrator.

VENDOR MINIMUM QUALIFICATIONS: Vendor shall have a minimum of 5 year’s verifiable experience in the installation of air filters in commercial office buildings. Vendor shall have enough staff so as to adequately meet all of TFC’s schedules concerning the replacement of air filters as outlined in the contract.

SCHEDULE OF EVENTS:  TFC reserves the right to change the dates shown below.


EVENT                                                                               DATE              

Issue IFB                                                                      February 5, 2020

Deadline for Submission of Questions                            February 14, 2020

Deadline for Submission of Bids                                    February 21, 2020, 3:00 PM

Class/Item Code(s): 03145-Filters, Air Conditioning/Furnace (Disposable Types)
91036-Heating, Air Conditioning, And Ventilation Maintenance And Repair Services (Including Installation)


1ESBD_File_184633_IFB 303-9-01499-A.pdfInvitation for Bid
2ESBD_File_184633_Attachment A - Statement of Work.pdfAttachment A - Statement of Work
3ESBD_File_184633_Attachment C - Criminal Background Checks and Application Guidelines.pdfAttachment C - Criminal Background Checks and Application Guidelines
4ESBD_File_184633_Attachment D - HUB Subcontracting Plan.pdfHUB Subcontracting Plan
5ESBD_File_184633_Attachment B - Compensation and Fees and Filter Information - Addendum 1.xlsxAttachment B - Compensation and Fees and Filter Information Addendum 1 - Added Worksheet Building List
6ESBD_File_184633_Addendum 1.pdfAddendum 1

Contractor Name Mailing Address Value Per Contractor Contractor Hub Status Award Date Award Status
Tex-Air Filters 2209A Rutland Dr., Suite 150, Austin, TX 78758 122790.00 NOT HUB CERTIFIED 2/27/2020 Full Award