HVAC Services

What the solicitation documents require

We read the solicitation documents for this bid (1 document, 19 pages). Each item shows the file and page it came from. Check the original documents and any addenda before you bid.

Due date and time

• Sealed bids are due by 2:00 P.M. Central Time on October 27, 2026. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 1)

How to submit

• Deliver sealed to City Secretary, c/o Purchasing Department, 1212 Avenue M, Huntsville, Texas 77320. Mark envelope "Solicitation Packet 27-04". (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 1)
• Hand delivered or mailed offers must be sealed and clearly marked with Bid NO. 27-04 Heating, Ventilation, and Air Conditioning (HVAC) Services. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 1)

Questions deadline

• Questions are due to the Procurement Manager on October 16, 2026. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 2)

Insurance

• Commercial General Liability: $1,000,000 per occurrence and $2,000,000 general aggregate, including products/completed operations at $1,000,000 per occurrence. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 16)
• Commercial Automobile Liability: $300,000 per occurrence for bodily injury and property damage, including owned, non-owned, and hired vehicles. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 16)
• Professional Liability: $1,000,000 per occurrence and $2,000,000 aggregate, covering negligence, errors, and omissions. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 16)
• Workers' Compensation meeting Texas statutory requirements, if applicable. Respondents with no employees may give a written exemption statement. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 16)
• A valid Certificate of Insurance naming the City as Additional Insured must be received within 10 calendar days of contract award. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 16)

Licenses and certifications

• A copy of the Class "A" license is required. Specify the brands/equipment your company is qualified to work on. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 5)

Contract term

• Initial term runs from the effective date until September 30, 2027, with four one-year renewal options (Option Year 4 ends September 30, 2031). (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 3)

Pricing format

• If a unit price and total do not agree, the unit price governs and the total is corrected to match. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 4)
• The City may increase or decrease quantities as needed without any adjustment to the unit price. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 9)

Forms to return

• Return the signed Certification of Offer, with initials acknowledging addenda (mark N/A if none issued). (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 1)
• Boycott Israel form. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 10)
• Conflict of Interest Questionnaire. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 12)
• Certificate of Interested Parties (Form 1295). (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 14)

Scope highlights

• Citywide HVAC services for City-owned facilities: preventive maintenance, inspections, diagnostics, repairs, replacement, installation and emergency service. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 3)
• Emergency maximum response time is two (2) hours. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 3)
• Provide qualified technicians as directed by building maintenance representatives. Get approval for a helper or more than one technician. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 3)
• Technicians check in with a building maintenance representative on arrival. Travel time is not reimbursable. The City representative logs start and finish times on the service ticket. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 3)
• Work to correct diagnosed problems needs prior approval from the building maintenance representative. Vendor works until each job is complete. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 3)
• Work requiring a separate license must be performed under the applicable license required by local or state law. (ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf, p. 3)

Documents we read

• ESBD_566665_1791498765000_Bid NO. 27-04 HVAC Services.pdf 19 pages