2026-010 HVAC-County Buildings.pdf

RFP HVAC County Buildings 2026-010 pg. 1 Initial_______

Please cut out and affix to the outside of your response package

KAUFMAN COUNTY

SEALED BID/PROPOSAL/RESPONSE

RFP No. 2026-010 Annual Contract: HVAC Services

County Buildings

DUE DATE:

2:00 p.m., Thursday, September 10th, 2026

Kaufman County Annex Building

Purchasing Department

100 N. Washington St.

Kaufman TX, 75142

Vendor Name

RFP HVAC County Buildings 2026-010 pg. 2 Initial_______

Table of Contents:

Bid Instructions

Project Timetable

Standard Terms & Conditions –

RESPONDENT’S ACCEPTANCE – MANDATORY SIGNATURE PAGE

Safety Record Questionnaire – MANDATORY SIGNATURE PAGE ........................................................... 15-16

References

Compliance with Federal and State Laws – MANDATORY SIGNATURE PAGE

Respondent Signature Form – MANDATORY SIGNATURE PAGE

EXHIBIT A – Bonding Requirements

Technical Specifications ..................................................................................................................................... 22-28

Evaluation Criteria

Check List- MANDATORY SIGNATURE PAGE

RFP HVAC County Buildings 2026-010 pg. 3 Initial_______

PRE-PROPOSAL CONFERENCE AND SITE VISIT

All Respondents are invited to attend the Pre-Proposal Conference:

DATE: Thursday, September 3rd, 2:00 P.M.

TIME: 2:00 P.M. CST

LOCATION: KAUFMAN COUNTY ANNEX

2nd FLOOR CONFERENCE ROOM

KAUFMAN, TX 75142

Attendance is not mandatory. However, prospective bidders are HIGHLY ENCOURAGED to attend the pre-proposal conference. Prospective bidders are responsible for understanding the scope and general conditions of the work. Pre-proposal conferences are available to support that understanding, but attendance is not required.

Note: There is no opportunity for remote attendance of this meeting.

Kaufman County encourages downloading and printing documents prior to meeting.

RFP HVAC County Buildings 2026-010 pg. 4 Initial_______

COUNTY OF KAUFMAN | PURCHASING DEPARTMENT

100 N. Washington St. | Kaufman, Texas 75142

469-376-4548 | purchasing@kaufmancounty.net

I. Bid Instructions

Respondents are prohibited from contacting or communicating in any means with any consultant, employee, manager, or elected official of Kaufman County concerning this solicitation except for questions directed through the Kaufman County Purchasing Agent by email purchasing@kaufmancounty.net. Failure to comply with this guideline could result in disqualification from the solicitation process.

All submittals must be returned to Kaufman County Purchasing Department in a sealed envelope and clearly addressed to the Purchasing Department, including the solicitation name and number on the outside of the package.

SOLICITATION NAME: Annual Contract: HVAC Services-County Buildings

SOLICITATION NUMBER: RFP 2026-010

DUE DATE/TIME: 2:00 p.m., Thursday September 10th, 2026

MAIL OR DELIVER TO: Kaufman County Purchasing Department

Attn: Purchasing Department

Kaufman County Courthouse – Annex

Kaufman, Texas 75142

A pre-proposal conference will be held Thursday, September 3rd, 2026, at 2:00 p.m. in the Courthouse-Annex

Conference room.

All documents relating to this solicitation will be posted under the solicitation number located on Kaufman

County's BidNet Direct Page and available for download by respondents and other interested parties. It is the respondent’s sole responsibility to review this site and retrieve all related documents prior to the solicitation due date.

Accuracy for all mathematical and number entries is the sole responsibility of the respondent. Kaufman County will not be responsible for errors made by the respondent.

Project Timetable:

Release Solicitation August 20th, 2026

Pre-proposal conference 2:00 pm, Thursday, September 3rd, 2026

Question Deadline 2:00 pm, Thursday, September 3rd, 2026

Solicitation due date and time 2:00 pm, Thursday, September 10th, 2026

II. Standard Terms and Conditions mailto:purchasing@kaufmancounty.net https://www.bidnetdirect.com/texas/kaufmancounty/solicitations/open-bids?selectedContent=BUYER https://www.bidnetdirect.com/texas/kaufmancounty/solicitations/open-bids?selectedContent=BUYER

RFP HVAC County Buildings 2026-010 pg. 5 Initial_______

By returning this solicitation response for RFP 2026-010: Annual Contract: HVAC Services-County

Buildings, in its entirety, Respondent certifies and agrees to the following:

1. This solicitation embodies the complete agreement of the parties hereto, superseding all oral or written previous and contemporary agreements between the parties and relating to matters herein, and except as otherwise provided herein cannot be modified without written agreement of the parties. A contract will be executed after determination of the award.

2. Responses may be withdrawn prior to the official opening. Alterations made before the time of official opening must be initialed by Respondent guaranteeing authenticity. Submittals may not be amended, altered or withdrawn after the official opening, except upon the explicit recommendation of the Purchasing

Agent and the formal approval of the Commissioners Court.

3. Alternate bids will not be considered unless authorized. If there is any question as to the specifications or any part thereof, Respondent may submit to the Purchasing Agent a request for clarification. Such requests must be received a minimum of five (5) business days prior to scheduled opening date. All questions and/or clarifications must be submitted by email to purchasing@kaufmancounty.net.

4. Non-performance or non-compliance of the Standard Terms & Conditions, or non-performance or non-compliance with the Specifications shall be basis for termination by Kaufman County of the bid or final executed contract. Termination in whole, or in part, by the County may be made solely at the County’s option and without prejudice to any other remedy to which Kaufman County may be entitled by law or in equity, or elsewhere under this solicitation or the agreement, by giving thirty (30) days written notice to the Respondent with the understanding that all work being performed under this agreement shall cease upon the date specified in such notice. Kaufman County shall not pay for work, equipment, services, or supplies which are unsatisfactory. The Respondent may be given reasonable opportunity prior to termination to correct any deficiency. This, however, shall in no way be construed as negating the basis for termination for non-performance or non-compliance.

5. Respondents shall make all inquiries necessary to be thoroughly informed as to the specifications and all other requirements proposed in the solicitation. Any apparent omission or silence of detail in the description concerning any point in the specifications shall be interpreted based on best commercial practices, and best commercial practices shall prevail.

6. The Respondent shall affirmatively demonstrate qualifications by meeting or exceeding the following minimum requirements:

a) Have adequate financial resources, or the ability to obtain such resources as required.

b) Be able to comply with any required or proposed delivery schedule.

c) Have a satisfactory record of performance.

d) Have a satisfactory record of integrity and ethics.

e) Be otherwise qualified and eligible to receive the award.

7. Only the Commissioners Court of Kaufman County, Texas, acting as a body may enter into any type of agreement or contract on behalf of Kaufman County. Department heads, other elected or appointed officials, are not authorized to enter into any type of agreement or contract on behalf of Kaufman County, or to agree to any type of supplemental agreements or contracts for goods or services. Contracts are subject to be reviewed by the County’s attorney prior to signature by the authorized County official.

mailto:purchasing@kaufmancounty.net

RFP HVAC County Buildings 2026-010 pg. 6 Initial_______

8. The Respondent shall be considered an independent contractor and not an agent, servant, employee, or representative of the County in the performance of the work. No term or provision, hereof, or act of the

Respondent shall be construed as changing that status.

9. The Respondent shall defend, indemnify, and shall hold harmless the County and all its officers, agents, employees, from and against all suits, actions, or claims of the character, name, and description brought for or on account of any injuries or damages (including but not restricted to death) received or sustained by any person(s) or property on account of, arising out of, or in connection with the performance of the work, including without limiting the generality of the foregoing, any negligent act or omission of the

Respondent on the execution or performance of the Contract.

10. The Respondent agrees, during the performance of the work, to comply with all applicable codes and ordinance of the appropriate city, Kaufman County, or State of Texas as they may apply, as these laws may now read or as they may hereafter be changed or amended.

11. The Respondent shall obtain from the appropriate City, Kaufman County, or State of Texas the necessary permit(s) required by the ordinances of the City, County, or State for performance of the work.

12. The Respondent shall not sell, assign, transfer, or convey the agreement in whole or in part, without the prior written consent of the County.

13. The parties herein agree that the agreement shall be enforceable in Kaufman County, Texas, and if legal action is necessary to enforce it, exclusive venue shall lie in Kaufman County, Texas.

14. The agreement shall be governed by, and construed in accordance with, the Laws of the State of Texas and all applicable Federal laws.

15. Funding Clause – Payments required to be made by Kaufman County under the terms of the agreement shall be contingent upon and subject to the initial and continuing appropriation of funding for the agreement by and through the Commissioners Court of Kaufman County, Texas. In the event appropriations for funding for the agreement are not approved by and through the Commissioners’ Court, the contract shall terminate. Kaufman County shall submit written notice to Respondent thirty (30) days prior to such termination. Upon notice of termination, as provided in this paragraph, the Respondent may submit a final invoice to the County and coordinate with the Purchasing Agent to remove all property belonging to said Respondent as soon as possible. Payment for final invoice will be subject to verification and approval by the Purchasing Agent. Thereupon, Kaufman County will be released from its obligation and make further payments.

16. Kaufman County is exempt from federal excise and sales taxes, ad valorem taxes, and personal property taxes; therefore, tax must not be included in proposals tendered. Proposals offered must be complete and all inclusive. Kaufman County will not pay additional taxes, surcharges or other fees not included in bid prices.

17. In case any one or more of the provisions contained in the solicitation shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and the agreement shall be considered as if such had never been contained herein.

18. Certificate of Insurance / Additional or alternate bonds – Respondent must provide a certificate of insurance or a statement of Respondent’s insurance carrier certifying that the required coverage shall be obtained by Respondent within ten (10) days of formal award of the Contract. In the case where a

RFP HVAC County Buildings 2026-010 pg. 7 Initial_______ certification letter from an insurance carrier is attached to the bid in lieu of an insurance certificate, any formal award of a contract shall be contingent upon required coverage being put into force prior to any performance required by subject agreement. Additional or alternate bonds may be required in accordance with Texas statutes as outlined in the specifications. See EXHIBIT A –Bonding Requirements.

19. Kaufman County reserves the right to terminate an agreement / contract at any time, without cause, upon thirty (30) days written notice to Respondent. Upon termination, Kaufman County shall pay Respondent for those costs directly attributable to work done or supplies obtained in preparation for completion or compliance with the Contract, except no payment shall be made for costs recoverable by Respondent in the normal course of doing business or which can be mitigated through the sale of supplies or materials obtained for use under this Contract. It is further agreed by Respondent that Kaufman County shall not be liable for loss or reduction of any anticipated profit.

20. Respondents must agree to provide the following information as part of this response:

• Form of business (if corporation, limited partnership, or limited liability company, indicate the state of creation)

• Name of contact person (single point of contact with the Respondent)

• List of all criminal charges, civil lawsuits, or dispute resolutions to which Respondent is a part in the past five (5) years and the nature of the issue. Indicate if and how it was resolved.

• List of all criminal charges, civil lawsuits, or alternative dispute resolutions to which Respondent becomes a party for the period beginning with the submission of the proposal until the rejection of award of the bid / proposal.

• Financial statements may be requested by Kaufman County during the evaluation process, if needed.

21. Kaufman County reserves the right to accept or reject any or all responses, with or without cause, to waive technicalities, or to accept the response which, in its sole judgment, best serves the interest of the County, or to award a contract to the next most qualified Respondent if a successful Respondent does not execute a contract within ten (10) business days after approval of the selection by the Kaufman County

Commissioners Court. Kaufman County reserves the right to award multiple contracts as necessary and in the best interest of the County.

22. Kaufman County reserves the right to request clarification of information submitted and to request additional information of one or more Respondents.

23. Costs of preparation for a response to this solicitation are solely those of the Respondent. Kaufman County assumes no responsibility for any such costs incurred by the Respondent. The Respondent also agrees that Kaufman County assumes no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

24. The awarding Respondent shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for at least two (2) years after completion of the contract resulting from this solicitation. Kaufman County shall have access to all records, documents and information collected and/or maintained by others during the administration of this agreement.

25. Respondent understands and agrees that in returning a response that it is neither an “offer” nor an

“acceptance” until such time a formal contract is authorized /awarded by the Kaufman County

Commissioners Court; if any.

RFP HVAC County Buildings 2026-010 pg. 8 Initial_______

26. Responses must be submitted with the forms provided and will not be considered if submitted by facsimile, email, or any other means of rapid dispatch, nor if submitted to any other person or department other than specifically instructed.

27. Gratuities – Kaufman County may, by written notice to the Respondent, cancel this contract without liability if it is determined by Kaufman County that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by the Respondent, or any agent or representative, to any officer or employee of Kaufman County with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. In the event this contract is cancelled by Kaufman County pursuant to this provision, Kaufman County shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Respondent in providing such gratuities.

28. Termination – The performance of work under this order may be terminated in whole or in part by the

Buyer in accordance with this provision. Termination of work hereunder shall be affected by the delivery to the Respondent of a “Notice of Termination” specifying the extent to which performance of work under the order is terminated and the date upon which such termination becomes effective. Such right of termination is in addition to and not in lieu of rights of Buyer.

29. Force Majeure – If, by reason of Force Majeure; either party hereto shall be rendered unable to wholly or in part to carry out its obligations under this Agreement then such party shall give sixty (60) day notice and full particulars of such Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemies, orders of any kind of government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquake, fires, hurricanes, storms, floods, washouts, droughts, arrests, restraint of government and people, civil disturbances, explosions, breakage or accidents to machinery, pipelines or canals or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party have the difficulty, and that the above requirement that any

Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty.

30. Assignment Delegation – No right or interest in this contract shall be assigned or delegation of any obligation made by Respondent without the written permission of Kaufman County. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

31. Waivers – No claim or right arising out of a breach of this contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

32. Modification – Contract can be modified or rescinded only by a written and signed agreement by both of the parties duly authorized agents.

RFP HVAC County Buildings 2026-010 pg. 9 Initial_______

33. Applicable Laws – This agreement shall be governed by the Uniform Commercial Code. Wherever the term “Uniform Commercial Code” is used, it shall be construed as meaning the Uniform Commercial

Code as adopted in the State of Texas as effective and in force on the date of this agreement.

34. Advertising – Respondent shall not advertise or publish, without Kaufman County’s prior consent, the fact that Buyer has entered this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state, or local government.

35. Right to Assurance – Whenever one party to this contract in good faith has reason to question the other party’s intent to perform, he may demand that the other party give written assurance of his intent to perform. In the event a demand is made, and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the contract.

36. Venue – Both parties agree that venue for any litigation arising from this contract shall be in Kaufman, Kaufman County, Texas.

37. No negotiations, decisions, or actions shall be executed by the Respondent as a result of any discussions with any public service official, employee, and/or consultant. Only those transactions provided in written form may be considered binding.

38. The contents of each response, including specifications, shall remain valid for a minimum of sixty (60) calendar days form the Solicitation due date.

39. All documents submitted as part of the Respondent’s offering will be deemed confidential during the evaluation process.

40. Subcontracting – The Respondent must function as the single point of responsibility for the Agency. No response shall be comprised of separate pricing from multiple subcontractors. Work performed for the

Contractor by a Subcontractor shall be pursuant to a written contract between the Contractor and

Subcontractor. The Contractor shall be fully responsible to the County for all acts and omissions of the

Subcontractors just as the Contractor is responsible for the Contractor’s own acts and omissions. Nothing in the Contract shall create for the benefit of any such Subcontractor any contractual relationship between the County and any such Subcontractor, nor shall it create any obligation on the part of the County to pay or to see to the payment of any moneys due any such Subcontractor except as may otherwise be required by law. The Contractor shall pay each Subcontractor its appropriate share of payments made to the

Contractor not later than ten (10) calendar days after receipt of payment from the County. The terms of the subcontract may not conflict with the terms of the Contract, and shall contain provisions that:

a.) Require that all Deliverables to be provided by the Subcontractor be provided in strict accordance with the provisions, specifications and terms of the Contract;

b.) prohibit the Subcontractor from further subcontracting any portion of the Contract without the prior written consent of the County and the Contractor. The County may require, as a condition to such further subcontracting, that the Subcontractor post a payment bond in form, substance and amount acceptable to the County;

c.) require Subcontractors to submit all invoices and applications for payments, including any claims for additional payments, damages or otherwise, to the Contractor in sufficient time to enable the

Contractor to include same with its invoice or application for payment to the County in accordance with the terms of the Contract;

d.) require that all Subcontractors obtain and maintain, throughout the term of their contract, insurance in the type and amounts specified for the Contractor, with the County being a named insured as its interest shall appear; and

RFP HVAC County Buildings 2026-010 pg. 10 Initial_______ require that the Subcontractor indemnify and hold the County harmless to the same extent as the

Contractor is required to indemnify the County.

41. Investigation of Conditions – Before submitting a response, vendors should carefully examine the specifications and fully inform themselves to the conditions of the equipment and limitations.

42. Ethics – The Respondent and/or representatives shall not offer nor accept gifts or anything of value, nor enter any business arrangement with any employee, official or agent of Kaufman County.

43. Design, Strength, Quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

44. All hardware or any other item offered in this bid must be new and unused, unless otherwise specified, in first-class condition and of current manufacture.

45. Descriptions – Whenever an article or material is defined or used in the solicitation by describing a proprietary product or by using the name of a manufacturer, model number, or make, the term “or equal” if not inserted, shall be implied. Any reference to specified articles or material shall be understood as descriptive, NOT restrictive, and used to indicate type and quality level desired for comparison purposes unless otherwise noted. Responses must be submitted on units of quantity specified, extended, and totaled.

In the event of discrepancies in extension, the unit prices shall govern.

46. Addendum – Any interpretations, corrections, or changes to this solicitation will be made by addendum, unless otherwise stated. Issuing authority of addendum shall be the Commissioners Court of Kaufman

County, Texas. Addendums will be made available online. Respondents shall acknowledge receipt of all addenda and include receipt and response to addenda with submission.

47. Patents / Copyrights – The successful Respondent agrees to protect Kaufman County from claims involving infringements of patents and/or copyrights.

48. Invoicing / Billing – Invoices will be submitted to the Kaufman County Auditor’s Office. All billings must have appropriate supporting documentation before such billings are approved. Billing shall cover goods and services not previously invoiced. Vendor shall reimburse Kaufman County for any monies paid to Contractor for goods or services not provided of when goods/services provided do not meet the contract agreement or solicitation requirements. Payments made by the county shall not preclude the right of the County from thereafter disputing any items involved or billed under the contract agreement or solicitation and shall not be construed as acceptance of any part of the goods or services. Contractor understands and agrees that any funds paid under this contract are contingent upon satisfactory delivery of the Services as described in this contract and subject to routine processing. No payment, on any basis, will be made for unsatisfactory work.

Contractor agrees to submit complete, fully documented and accurate itemized statement of invoices with appropriate / applicable attachments and documentation, as required by the County for all goods, services, and work performed following acceptance of goods, services, or work by the County.

At minimum, the original invoices submitted against the solicitation must reference all the following information:

a) Contractor / Vendor Name

b) Contractor / Vendor Address

c) Contractor / Vendor Contact Information

RFP HVAC County Buildings 2026-010 pg. 11 Initial_______

d) Contractor / Vendor Telephone Number and Email

e) Contractor / Vendor Remittance to Address

f) Invoice Date

g) Invoice Number (uniquely numbered, no duplicates)

h) Valid Kaufman County Purchase Order Number must appear on all itemized invoices and packing slips

i) Solicitation Number

j) Date of Services of Date of Purchase

k) Description of Services and Goods

l) Cost of Services and Goods

Invoices and support documentation are to be sent to:

ORIGINAL INVOICE: Kaufman County Auditor’s Office

Attn: Accounts Payable

100 N. Washington

Kaufman, Texas 75142 accountspayable@kaufmancounty.net

COPY OF INVOICE(s) SHALL BE SENT TO: Requesting User Department name and address indicated on the Purchase Order

All invoices must reference a Kaufman County Purchase Order Number

Payment will be made upon receipt and acceptance by the County of completed services, goods and/or products ordered and receipt of a valid invoice, in accordance with the Texas Government Code, Chapter

2251. The County will incur no penalty for late payment if payment is made within thirty (30) or fewer days from the statement if there is an uncontested billing. Any payment not made within thirty (30) days of its due date shall bear interest in accordance with Chapter 2251 of the Texas Government Code.

Invoices received without all the required supporting documentation and information will not be processed and will be returned to the Contractor unpaid for correction.

49. Packing slips or other suitable shipping documents shall accompany each special-order shipment and shall include:

a) Name and address of successful vendor;

b) Name and address of receiving department and/or location;

c) Kaufman County Purchase Order number; and

d) Description of material shipped, including item numbers, quantity, number of containers, and package number, if any.

50. Unless otherwise indicated, items will be new, unused, and in first class condition in containers suitable for damage-free shipment and storage.

51. Equipment / Good / Services supplied under this contract shall be subject to the County’s approval.

Item(s) found defective or not meeting specifications shall be picked up and replaced by the successful vendor within one (1) week after notification at no expense to the County. If item(s) is not picked up within one (1) week after notification, the item(s) will become a donation to the County for disposition.

52. Warranty – Respondent shall warrant that all equipment / goods / services shall conform to the proposed specifications and/or all warranties stated in the Uniform Commercial Code and be free from all defects in material, workmanship, and title.

mailto:accountspayable@kaufmancounty.net

RFP HVAC County Buildings 2026-010 pg. 12 Initial_______

53. Remedies – The Respondent and Kaufman County agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

54. Silence of Specification – The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices may prevail. All interpretations of these specifications shall be made based on this statement.

55. Proposals will be evaluated using the criteria and weighting identified in Section III, Evaluation Criteria.

Kaufman County reserves the right to consider, among other factors, the respondent’s pricing, qualifications, experience, references, past performance, ability to perform, responsiveness to the solicitation requirements, and the best value to the County.

Kaufman County reserves the right to select evaluation methods deemed most appropriate. Each bid will be evaluated on a case-by-case basis, regardless of any previous evaluation method.

Kaufman County reserves the right to award the respondent whose proposal is determined to provide the best value to the County based on the evaluation criteria identified herein. Lowest price alone will not be the sole determining factor.

56. Contract Award – Kaufman County reserves the right to reject all responses and to waive any minor informality or irregularity in a vendor’s response if deemed in the best interest of the County. Award of contract (if any) resulting from this solicitation will be made only by written authorization from Kaufman

County Commissioners Court, which will be followed by the issuing of a Purchase Order or a letter noting the award. The purchase order or letter of award, together with the signed solicitation documents may be construed as a contractual agreement.

57. Conflict of Interest Questionnaire (CIQ) Form – Effective January 1, 2006, Chapter 176 of the Texas

Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form (CIQ), the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of Kaufman County no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See

Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. By submitting a response to this request, the vendor represents that it is following the requirements of Chapter

176 of the Texas Local Government Code. Original, completed forms should be included, if applicable, in your response.

58. Certificate of Interested Parties Form 1295 – In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a government entity or state agency may not enter certain contracts with a business entity unless the business entity submits a disclosure of interested parties form to the governmental entity or state agency at the time the business entity submits the signed contract to the government entity or state agency. The form discloses any interested parties who have a controlling interest (10% or more ownership) in the business entity and those who actively participate in facilitating the contract or negotiating the terms of the contract (broker, intermediary, advisor, and/or attorney), if any. The disclosure requirement applies to a contract entered on or after January 1, 2016.

The “Certificate of Interested Parties” form must be completed on the Texas Ethics Commission website, printed, signed, and submitted to the County by the authorized agent of the Business Entity with

RFP HVAC County Buildings 2026-010 pg. 13 Initial_______ acknowledgment that disclosure is made under oath and under penalty of perjury prior to final contract execution. To obtain additional information on HB 1295, to learn more about Texas Ethics Commission process to create a new account or to complete an electronic version of Form 1295 for submission with a signed contract, please go to the following website: 1295 Filing Info. Instructional videos for business entities on how to file online can be found at Form 1295 How to Login - Business.

The identification number (section 3 of form 1295) is this solicitation number.

59. Nondiscrimination Authorities – The Respondent, for itself, its assignees, and successors in interest agrees to comply with the following nondiscrimination statues and authorities; including but not limited to: Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq., 78 stat. 252), and 49 CFR Part 21.

The respondent will not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements or materials and leases of equipment. The

Respondent will not participate directly or indirectly in the discrimination prohibited by the Acts and the

Regulations, including employment practices.

60. TEXAS PUBLIC INFORMATION ACT – All responses submitted to Kaufman County become the property of Kaufman County and are subject to the Public Information Act (Texas Government Code

Chapter 552). The interested firms/individuals should familiarize themselves with the provisions of the

Act. In no event shall Kaufman County, or any of its agents, representatives, consultants, directors, officers, or employees, be liable to a firm/individual for the disclosure of all or any portion of a response submitted pursuant to the solicitation. If a firm/individual has special concerns about information that it desires to make available to Kaufman County, but which it believes constitutes a trade secret, proprietary information, or other information excepted from disclosure, such firm/individual should specifically and conspicuously designate (i.e., mark confidential) each page of that information, which the Respondent believes, should not be disclosed outside Kaufman County. Disclosure of requested information will be subject to the Texas Public Information Act.

61. Purchasing Agent as Contract Administrator – The Purchasing Agent will serve as sole liaison between the Kaufman County Commissioners Court, the affected Kaufman County Departments, and the successful vendor. Unless directly outlined in this specification the vendor shall consider only the

Purchasing Agent authorized to communicate, by any means, information or suggestions throughout the solicitation process. The Purchasing Agent has been designated the responsibility to ensure compliance with contract requirements, such as but not limited to, acceptance, inspection, and delivery. The County will not pay for work, equipment or supplies, which deems unsatisfactory. Vendors will be given a reasonable opportunity to correct deficiencies before termination. This, however, shall in no way be construed as negating the basis for termination for non-performance.

https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/filinginfo/videos/Form1295/FirstLogin-Business/Form1295Login-Business.html

RFP HVAC County Buildings 2026-010 pg. 14 Initial_______

RESPONDENT’S ACCEPTANCE – By submitting a response to this solicitation, the respondent certifies that it has fully read and understands the terms, conditions, and statements and has knowledge of the scope and quality of the services to be furnished and intends to adhere to the provisions described herein. Respondent understands and agrees that this solicitation is issued predicated on anticipated requirements for Kaufman County and that

Kaufman County has made no representation, written or oral, that any such requirements be furnished under a contract arising from this solicitation. Respondent acknowledges and understands that the Commissioners Court of Kaufman County reserves the right to refuse to award a contract for any or all services covered in this solicitation. Furthermore, Respondent recognizes and understands that any cost borne by the Respondent which arises from Respondent’s performance hereunder shall be at the sole risk and responsibility of the Respondent.

Signature

Printed Name Date

This page MUST be signed and returned with solicitation response

RFP HVAC County Buildings 2026-010 pg. 15 Initial_______

Safety Record Questionnaire

The Kaufman County Commissioners’ Court desires to avail itself of the benefits of Section 262.0275 of the Local Government Code and thereby consider the safety records of potential contractors prior to awarding bids on County contracts. Pursuant to Section 262.0275 of the Local Government Code, Kaufman County has adopted the following written definition and criteria for accurately determining the safety record of a bidder prior to awarding bids on County contracts.

The definition and criteria for determining the safety record of a bidder for this consideration shall be:

If the bidder in response to the questions in this Questionnaire reveals more than two (2) cases in which final orders have been entered by the Occupational Safety and Health Review Commission (OSHRC) against the bidder for serious violations of OSHA regulations within the past three (3) years, County will, at its discretion, determine whether to disqualify the bidder.

If the bidder in response to the questions in this Questionnaire reveals more than one (1) case in which bidder has received a citation from an environmental protection agency for violations within the past five (5) years, County will, at its discretion, determine whether to disqualify the bidder. Environmental Protection Agencies include the U.S. Army Corps of Engineer (USACOE), the U.S. Fish and Wildlife Service (USFWS), the Environmental Protection Agency (EPA), the Texas Commission on Environmental Quality (TCEQ), and its past associated agency: the Texas Natural Resource Conservation Commission (TNRCC), the Texas Department of Health, the Texas Parks and Wildlife Department (TPWD), the Structural Pest Control Board (SPCB), agencies of local governments responsible for enforcing environmental protection laws or regulations, and similar regulatory agencies of other states of the United States. Citations include notice of violation, notice of enforcement, suspension/revocations of state or federal licenses or registrations, fines assessed pending criminal complaints, indictments, or convictions, administrative orders, draft orders, final orders, judicial final judgements.

Notice of Violations and Notice of Enforcement received from TCEQ shall include those classified as major violations and moderate violations under TCEQ’S regulations for documentation of Compliance History, 30TAC, Chapter 60.2 (c) (1) and (2).

If the bidder in response to the questions in this Questionnaire reveals that the bidder has been convicted of a criminal offense within the past ten (10) years which resulted in serious bodily harm or death, County will determine whether to disqualify the bidder.

To obtain proper information from bidders so that Kaufman County may consider the safety records of potential contractors prior to awarding bids on County contracts, Kaufman County requires that bidders answer the following three (3) questions and submit them with their bids:

QUESTION ONE: Has the bidder, or the firm, corporation, partnership, or institution represented by the bidder, or anyone acting for such firm, corporation, partnership, or institution, received citations for violations of OSHA within the past three (3) years?

_____ YES _____ NO

RFP HVAC County Buildings 2026-010 pg. 16 Initial_______

If the bidder has indicated YES for question number one above, the bidder must provide to Kaufman County, with its bid submission, the following information with respect to each such citation – date of offense, location of establishment inspected, category of offense, final disposition of offense, if any, and penalty assessed.

QUESTION TWO: Has the bidder, or the firm, corporation, partnership, or institution represented by the bidder, or anyone acting for such firm, corporation, partnership, or institution received citations for violations of environmental protection laws or regulations within the past five (5) years? Citations include notice of violation, notice of enforcement, suspension / revocations or state or federal licenses, or registrations, fines assessed pending criminal complaints, indictments, convictions, administrative orders, draft orders, final orders, judicial final judgments. Notice of Violations and Notice of Enforcement received from TCEQ shall include those classified as major violations and moderate violations under TCEQ’s regulations for documentation of Compliance History, 30TAC, Chapter 60.2 (c)(1) and (2).

_____ YES _____ NO

If bidder indicates YES for question number two above, the bidder must provide to Kaufman County, with its bid submission, the following with respect to each such conviction – date of offense, location where offense occurred, type of offense, final disposition of offense, if any, and penalty assessed.

QUESTION THREE: Has the bidder, or the firm, corporation, partnership, or institution represented by bidder, or anyone acting for such firm, corporation, partnership, or institution, ever been convicted, within the past ten (10) years of a criminal offense which resulted in serious bodily injury or death?

_____ YES _____ NO

If the bidder has indicated YES for question number three above, the bidder must provide to Kaufman County, with its bid submission, the following information with respect to each such conviction – date of offense, location where offense occurred, type of offense, final disposition of offense, if any, and penalty assessed.

QUESTIONS FOUR: Has the bidder ever been late in submitting a 30-day or final report of a cleanup to the Texas Commission on Environmental Quality (TCEQ), Environmental Protection Agency (EPA), or any other local, state, or federal governmental entity or organization?

_____ YES _____ NO

If the bidder has indicated YES for question number four above, the bidder must provide the number of times they have been late and the length of time they were past due on the report.

ACKNOWLEDGEMENT

THE STATE OF TEXAS

COUNTY OF KAUFMAN

I certify that I have made no willful misrepresentations in this Questionnaire nor have I withheld information in my statements and answers to questions. I am aware that the information given by me in this questionnaire will be investigated, with my full permission, and that any misrepresentations or omissions may cause my bid to be rejected.

Signature:___________________________________________________________________

Title:_______________________________________________________________________

RFP HVAC County Buildings 2026-010 pg. 17 Initial_______

RFP 2026-010: ANNUAL CONTRACT FOR HVAC SERVICES- COUNTY BUILDINGS

References

Please list three (3) references, other than Kaufman County, who can verify your performance as a Vendor. Performance includes, but is notlimited to, sales and/or service, delivery, invoicing, and other items as may be required to Kaufman

County to determine Vendor’s ability to provide the intended goods or service of the bid. Kaufman County prefers references to be from Government customers and work completed within the past 5 years. References must be able to verify the quality-of-service Vendor’s company provides and that the Bidder has completed a project of similar size and scope of work in this response. Inaccurate, obsolete or negative responses from the listed references could result in rejection of your bid.

Failure to supply required references will deem the bid as non-responsive and it will not be considered for award.

Bidder involvement with reference checks is not permitted. Only Kaufman County or its designee will conduct reference checks. Any deviation to this will result in rejection of your response. Kaufman County reserves the right to verify bidder qualifications and past performance through references not listed by the bidder, including independent sources.

REFERENCE ONE

Government / Company Name: ___________________________________________________________________

Address: ______________________________________________________________________________________

Contact Person and Title: ________________________________________________________________________

Telephone Number: _____________________________________________________________________________

Email Address: _________________________________________________________________________________

Scope of Work: ________________________________________________________________________________

Contract Period:

REFERENCE TWO

Contact Person and Title: ________________________________________________________________________

Telephone Number: _____________________________________________________________________________

Email Address: _________________________________________________________________________________

Scope of Work: ________________________________________________________________________________

Contract Period: ________________________________________________________________________________

REFERENCE THREE

Contact Person and Title: ________________________________________________________________________

Telephone Number: _____________________________________________________________________________

Email Address: _________________________________________________________________________________

Scope of Work: __________________________________________________________________________ Contract Period: ________________________________________________________________________________

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COMPLIANCE WITH FEDERAL AND STATE LAWS

CERTIFICATION OF ELIGIBILITY: By submitting a response to this solicitation, the Respondent certifies that at the time of submission, they are not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event of placement on the list between the time of solicitation submission and time of award, the

Respondent will notify the Kaufman County Purchasing Agent. Failure to do so may result in terminating the contract for default.

RELATING TO STATE CONTRACTS WITH AND INVESTMENTS IN COMPANIES THAT

BOYCOTT ISRAEL AND INVESTMENTS IN COMPANIES THAT DO BUSINESS WITH IRAN,

SUDAN, OR ANY KNOWN FOREIGN TERRORIST ORGANIZATION: Effective September 1, 2017, Respondent verifies that they do not boycott Israel and will not boycott Israel during the term of this contract.

The term “boycott Israel” is defined by Government Code Section 808.001, effective September 1, 2017.

Respondent further verifies that they are not engaged in business with any foreign terrorist organization. The term “foreign terrorist organization” means an organization designed as a foreign terrorist organization by the

United State Secretary of State as authorized by 8 U.S.C. Section 1189.

DISCLOSURE OF INTERESTED PARTIES: The law states that a governmental entity may not enter certain contracts with a non-exempt business entity unless the business entity submits a disclosure of interested parties to the government entity. By submitting a response to this solicitation, the Respondent agrees to comply with HB

1295, Government Code 2252.908. Respondent agrees to provide Kaufman County Purchasing Agent, and/or requesting department, the “Certificate of Interested Parties”, Form 1295 as required, within ten (10) business days from notification of pending award, renewal, amended, or extended contract.

Signature

Printed Name Date

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RESPONDENT SIGNATURE FORM

The undersigned, on behalf of and as the authorized representative of Respondent, agrees this solicitation becomes the property of Kaufman County after the official opening.

The undersigned affirms the Respondent has familiarized itself with the local conditions under which the work is to be performed; satisfied with the conditions of delivery, handling and storage of equipment and all other matters that may be incidental to the work, before submitting a response.

The undersigned agree, on behalf of Respondent, that if this response is accepted, to furnish all items/ services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the Specifications.

The period for acceptance of this response will be ninety (90) calendar days.

The undersigned affirms that they are duly authorized to execute this contract, that this solicitation has not been prepared in collusion with any other…