52900_IFB_HHS0017509_PCS_137_Formal_IFB.docx

PCS 137 - SERVICES

Stephanie Muth, Executive Commissioner Invitation for Bids (IFB) for Irrigation System Maintenance & Service at Austin State Hospital (ASH) IFB No. HHS0017509 NIGP Class/Item No(s): 934-37: Irrigation Systems Installation, Maintenance and Repair Procurement Schedule - All Times are Central Time Reference Section 2 for further information

July 22, 2026. 10:30 AM

Table of Contents

Introduction and Purpose of IFB The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish as needed irrigation system maintenance and service at Austin State Hospital (ASH).

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

Authority HHSC is soliciting the services stated in this IFB under Texas Government Code TGC 2156.063 No Guarantee of Volume, Usage or Compensation HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

Negotiation, Exceptions or Assumptions Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

No assumptions should be included in a Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

IFB Components This IFB includes the following items:

· PCS 137 IFB (this document)

· Exhibit A – HHS Solicitation Affirmations

· Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

· Exhibit C – Pricing Sheet

· Exhibit D – Bidder Reference and Contractor Qualifications Form

· Exhibit E – HHS Online Bid Room Information

· Exhibit E-1- PCS Map

· Exhibit F – Form 4109 Application for Texas Identification Number

· Exhibit G – Irrigation System Component Standards

· Exhibit H - Seasonal Task Matrix

· Exhibit I – Legal Citations Index

· Exhibit J – Equipment Inventory Form Procurement Schedule The Procurement Schedule dates on the cover page of this IFB are subject to change. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

Withdrawal or Amendment of Response Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

HHSC Overview The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 523, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this IFB.

Definitions Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) Addendum – A written clarification or revision to this IFB issued by HHSC.

b) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, purchase orders, or Work Orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

d) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

e) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

f) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

g) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

h) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.gov/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

i) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

j) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

k) IFB - This document including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

l) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions used by state agencies to properly code services or products for a procurement.

m) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

n) Response – All information and materials submitted by a Bidder in response to this IFB. May also be referred to as Bid or Bid Response.

o) Respondent – A term interchangeable with Bidder.

p) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

q) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

r) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at: https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq.

s) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

t) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

u) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

General IFB Information Sole Point of Contact and Communications The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Isaiah Wilczynski, CTCD, CTCM Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

(512) 406-2668 Isaiah.Wilczynski1@hhs.texas.gov Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this IFB.

Exception to the Sole Point of Contact The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative.

Binding Offer Period By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS Solicitation Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

Costs Incurred Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

Changes, Modifications and Cancellation HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments, and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with Section 6.8.

HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with Section 6.8.

Ambiguity, Conflict, Discrepancy Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

IFB Questions or Clarifications HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with Section 6.8 (Notification of Addenda or Cancellation).

Submission of Questions or Clarifications All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body;

b) Section or Paragraph number from this IFB;

c) Page Number of this IFB;

d) Exhibit name, Section or Paragraph, page number from the Exhibit;

e) Language, Topic, Section Heading being questioned or requested for clarification;

f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

Notification of Addenda or Cancellation Addenda Notification All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda. No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Bidder must acknowledge receipt of any addenda by signing and returning SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM posted to the ESBD with your solicitation response in accordance with the submission options outlined in the solicitation.

Cancellation Notification HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this IFB.

Pre-Bid Meeting ADA Accommodations People who require ADA accommodations and wish to attend or participate in the pre-bid meetings and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 6.1 (Sole Point of Contact and Communications), at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by HHSC.

Attendance Log Attendees, in person, are required to sign an attendance log at the conference or on-site visit. HHSC will not be held responsible for an attendee’s failure to sign in on the attendance log.

For conference calls and webinars, participants will be added to the attendance log and should have the following information ready and properly announced or submitted:

a) Legal business entity name or name of individual which will be used if submitting a response to this IFB or subcontractor acting on behalf of the legal business entity;

b) Name and title of each representative on the call or webinar; and

c) E-mail address for the point of contact.

On-Site Visit HHSC will conduct two (2) mandatory on-site visits at the location specified below on the date and time identified in the Procurement Schedule (cover page of this IFB) or on the date and time established in subsequent Addenda.

The on-site visit will include a review of the IFB requirements as well as a walk-through of the facility.

Attendance at one site visit is mandatory. Failure to attend in person will result in the disqualification of a Bidder. Bidders not listed on the attendance log will not be permitted to submit a Response.

Location for On-Site Visit:

a) Austin State Hospital (ASH)

b) 4110 Guadalupe, Austin, TX 78751 Building 643.

c) Onsite Contact: Ruben Mendoza, Ruben.Mendoza@hhs.texas.gov, (512) 419-2371 Bidders must notify the on-site contact listed above regarding attendance.

Scope of Work (SOW) Scope of Services to be Performed The required services to be provided are as needed irrigation system maintenance and service at Austin State Hospital (ASH).

This Scope of Work defines the requirements for irrigation system inspection, maintenance, repair, seasonal adjustment, system protection, and warranty-preservation service for the building 801 irrigation system at Austin State Hospital (ASH).

The irrigation system was installed under HCP 32 8400 specifications and carries active manufacturer warranties from Hunter, Netafim, Rain Bird, Wilkins/Zurn/Febco, and Whittlesey. Every requirement in this SOW — from licensure and staffing to material specifications and reporting — exists to keep those warranties intact.

The State of Texas and Austin State Hospital require strict compliance with this Scope to protect warranty coverage, protect the Hospital’s investment, and prevent avoidable replacement costs caused by non-compliant service, unauthorized substitutions, incomplete inspections, or improper repairs.

Some work will be performed in patient-accessible areas. All work requires strict compliance with:

Austin State Hospital Contractor Safety & Risk Management Policy HHSC Procurement and Contract Management Handbook (current published edition; February 8, 2026, edition in effect as of the date of this SOW) Texas Occupations Code, Chapter 1903 (Landscape Irrigators) 30 TAC Chapter 30, Subchapter D (Landscape Irrigators, Irrigation Technicians, and Irrigation Inspectors) 30 TAC Chapter 30, Subchapter B (Backflow Prevention Assembly Testers) 30 TAC Chapter 344 (Landscape Irrigation; includes Subchapter D – Licensed Irrigator Seal) 30 TAC §290.44(h) (Cross-Connection Control and Backflow Prevention) Texas Occupations Code, Chapter 1301 (Plumbing License Law) National Electrical Code (NEC) as adopted by Texas – 16 TAC §73.100 Texas Health & Safety Code Chapter 552 (State Hospitals) and HHSC state hospital rules in 26 TAC (relocated from 25 TAC Chapter 417) HCP 32 8400 Project Specifications and all applicable Manufacturer Warranty Requirements All applicable local, state, and federal laws All Hospital Policies and Procedures, as well as future policies that may arise.

Standards Editions. Unless otherwise stated, every reference in this SOW to a Texas Occupations Code chapter, Texas Administrative Code chapter, federal regulation, NEC or NFPA standard, HHSC handbook, or other published standard or regulatory instrument shall be read to mean the current published edition in effect on the date services are performed. Where a referenced statute, rule, code, or handbook is revised during the contract term, the Contractor shall conform to the newly revised edition beginning on its effective date. The Contractor is responsible for monitoring revisions and incorporating them into its performance under this SOW at no additional cost to ASH.

Landscape maintenance, mowing, tree services, and ornamental bed care are expressly excluded from this SOW. The Landscape SOW for Building 801 prohibits mechanical core aeration and mechanical dethatching in all courtyards (Courtyards 1–11) due to buried subsurface drip irrigation. The Irrigation Contractor shall coordinate with the Landscape Contractor to protect the buried dripline during any courtyard work and shall notify the ASH Representative immediately if the Landscape Contractor conducts any work that disturbs or exposes buried irrigation components.

The ASH Grounds Supervisor, designee, or Plant Maintenance Director (referred to throughout this SOW as the “ASH Representative”) serves as the point of contact for day-to-day service coordination, field inspections, schedule approvals, and all approvals required under this SOW. Ruben Mendoza, Ruben.Mendoza@hhs.texas.gov, (512) 419-2371 will serve as the ASH Representative.

1. General Irrigation Maintenance — Complete System Responsibility

a. The Contractor is responsible for the complete Building 801 irrigation system. This responsibility covers every component of the system, whether specifically named in this SOW or not. If a component is part of or connected to the irrigation system infrastructure, it is the Contractor’s responsibility to inspect, maintain, adjust, repair, service, and keep it in good working order.

b. The Contractor shall procure all replacement parts, materials, and supplies required to perform services under this SOW. All parts and materials are billable to ASH at cost with no markup. Any unused or leftover parts and materials purchased for work under this SOW become the property of ASH and shall remain at the facility. The Contractor shall not remove unused materials from the ASH campus.

· Without limitation, the Contractor’s responsibility includes:

c. One (1) Hunter ACC2 two-wire decoder controllers (Model A2C-75D-M, Controller A and Controller B) centralized in the Maintenance Depot and all associated programming and firmware

d. The complete two-wire decoder communication path (~550 linear feet through 1-inch PVC conduit from the Maintenance Depot) and all Hunter ICD-100 single-station decoders

e. All 31 stations, including 25 drip irrigation channels and approximately 6 exterior tree bubbler zones

f. All zone valves, master valves, check valves, solenoid coils, and valve diaphragms; all Hunter PROS-06-PRS50 spray bodies with MSBN-50H stream bubbler nozzles (exterior tree zones only — 2 bubblers per tree)

g. All Netafim Techline TLCV/WR8-12 subsurface drip lines at 6-inch depth, pressure-compensating emitters, check valves, filters, flush valves, and flush caps

h. The Rain Bird RC2-120V Wi-Fi courtyard controllers located in electrical rooms (not patient-accessible) with individual point-of-connection (POC) assemblies per courtyard;

i. The Rain Bird WR2-RC rain/freeze sensor and all sensor wiring

j. All Wilkins 950 Double Check Assembly (DCA) backflow prevention devices at each courtyard POC, including ball valves, wye filters, and master valves

k. All mainline and lateral piping (PVC and poly), swing joints, quick-coupling valves, unions, couplings, clamps, adapters, sleeves, and fittings

l. All valve boxes, lids, and protective enclosures

m. All pressure regulators and flow sensors; all grounding components, surge protection devices, and electrical connections on the control-system side of the controllers

n. All Rain Bird drip system operation indicators

o. All soil, mulch, sod, or hardscape restoration required to return disturbed irrigation work areas to original condition or better. The omission of any specific component from this list does not exclude it from the Contractor’s responsibility.

p. All work shall be performed in accordance with HCP 32 8400, approved submittals, as-built conditions, manufacturer requirements, and Irrigation Association (IA) Best Management Practices (BMPs) for landscape irrigation.

q. At the start of services under this SOW, the Contractor shall conduct a comprehensive baseline system audit documenting all controllers, decoders, valves, stations, zones, emission devices, sensors, backflow assemblies, and every other system component. This baseline shall serve as the reference for all future reporting and performance measurement.

r. Only brand-specific components identified may be used for repairs and replacements. Substitutions require a formal written request approved by the ASH Representative or Design Professional. Any unauthorized substitution voids both project and manufacturer warranties, and the Contractor bears all costs to restore compliance. This substitution rule applies throughout this SOW and will not be restated in each subsection.

2. Controllers, Decoders, Stations, Sensors, and Electrical Control Components

a. The building 801 exterior irrigation system is managed by Hunter ACC2 two-wire decoder controllers (Model A2C-75D-M centralized in the Maintenance Depot.

b. The two-wire decoder communication path runs approximately 550 linear feet from the Maintenance Depot through 1-inch PVC conduit. Each station is commanded by an individual Hunter ICD-100 single-station decoder controlling a separate zone valve.

c. The 31 stations include 25 drip irrigation channels serving courtyard and exterior beds plus approximately 6 exterior tree bubbler zones. Interior courtyards are served by separate Rain Bird RC2-120V Wi-Fi controllers located in electrical rooms (not in courtyards or patient-accessible spaces), each with its own point-of-connection (POC) to domestic cold-water supply with a Wilkins 950 DCA, ball valve, wye filter, and master valve. Inspect all controllers, decoders, sensor inputs, rain/freeze sensor function, grounding components, surge protection devices, and two-wire control wiring at each service visit.

d. Maintain correct controller operation and programming accuracy. Verify that each station is properly addressed to its decoder and commands the intended zone. Verify decoder communication integrity, sensor signal strength, operating voltage, and system pressure. Maintain enclosure integrity, grounding continuity, and surge protection performance. Document decoder addresses and station-to-zone mappings in a system diagram as part of the baseline audit.

e. Adjust seasonal programming and schedule as site conditions and plant demand require. Seasonal adjustments include global runtime increases/decreases, adjustment of start times to avoid peak hospital operations, and modifications to account for weather-based ET (evapotranspiration) adjustments.

f. The Contractor shall program the irrigation system in accordance with the facility’s water management schedule as established by the ASH Representative. ASH is a State of Texas facility; watering schedules are set at the facility level based on plant demand, seasonal conditions, system capacity, and any applicable state water conservation standards. The Contractor shall not program watering schedules without approval from the ASH Representative and shall document all programming changes in the service report.

g. Repair, recalibrate, or replace defective control components immediately upon discovery during routine service, unless the ASH Representative approves another timeline in writing. All electrical work tied to controllers, decoder wiring, sensors, grounding, or surge protection shall comply with the National Electrical Code (NEC) and applicable Texas requirements under Texas Occupations Code Chapter 1305 (see Section 7.1).

h. Network Connectivity Verification. During the baseline audit and at each monthly service visit, the Contractor shall verify that all Rain Bird RC2-120V Wi-Fi courtyard controllers maintain active network connectivity and remote-access capability through the ASH facility network. Any loss of network connectivity to any controller shall be reported to the ASH Representative within two (2) hours of discovery. The Contractor shall document the connectivity status of each courtyard controller in each monthly service report. The ASH facility network and its security protocols are state-owned infrastructure; the Contractor is not responsible for network hardware, configuration, or security policy changes, but is responsible for promptly identifying and reporting any controller communication failure.

3. Valves, Zone Valves, Valve Boxes, Mainline, and Hydraulic Components

a. Inspect all control valves (solenoid-operated zone valves, check valves), solenoid coils, valve diaphragms, pressure regulators, filters, master shutoff valve, point-of-connection (POC) isolation, mainline pressure, laterals, swing joints, unions, couplings, clamps, adapters, sleeves, and related hydraulic components at each service visit.

b. Measure and document operating pressure at representative valves (typically 25–30 psi downstream of regulators on SDI zones).

c. Inspect all valve boxes and lids for leaks, water infiltration, debris, damage, accessibility, and safe condition. Valve boxes must remain accessible and clear for annual inspections, emergency access, and routine service. Keep valve boxes clean and free of standing water after each service.

d. Repair leaks, breaks, failed valves, failed solenoids, damaged fittings, unsafe valve boxes, and defective components immediately upon discovery, unless the ASH Representative approves another timeline in writing.

e. Backfill trenches correctly using approved soil (see Exhibit H), compact disturbed soil in layers, restore grade, and leave repaired areas in stable condition. Ensure no settlement or subsidence in repaired areas.

4. Subsurface Drip Irrigation (SDI): Dripline, Emitters, and Pressure-Compensating Components

a. Building 801 Courtyards 2, 3, 4, and 6 contain subsurface drip irrigation (SDI) under Zoysia Palisades turf, with pressure-compensating drip tape (Netafim Techline TLCV/WR8-12 at 6-inch depth) and inline emitters at specified spacing (12", 18", or 24" per approved submittals).

b. Courtyards 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, and 11 contain Netafim drip irrigation in mulch beds and around trees. All eleven interior courtyards are irrigated exclusively by Netafim subsurface drip, there are no bubblers, spray heads, or rotors inside any interior courtyard. Courtyard trees receive water solely from the subsurface drip system (per RFI #605: no permanent separate irrigation line for courtyard trees). Bubblers (Hunter PROS-06-PRS50 with MSBN-30H stream bubbler nozzles, 2 per tree) are installed only on exterior tree zones outside the building footprint.

c. At each service visit, inspect all subsurface dripline, inline emitters, pressure regulators, filters, and flush valves for leaks, clogging, breaks, sediment accumulation, and visible failure. Verify that emitters deliver uniform flow without pooling, dry spots, or pressure loss. Maintain correct soil moisture and prevent root intrusion into SDI tubing.

d. Monthly, flush dripline using approved manufacturer procedures (typically via flush caps or flush valves at line terminations). Inspect pressure-compensating emitters for wear, calcification, or debris. Verify that pressure regulators maintain target station pressure (typically 25–30 psi for SDI). Repair, recalibrate, or replace defective components immediately using approved manufacturer parts.

5. Backflow Prevention Assemblies and TCEQ-Required Annual Testing

a. Inspect all backflow prevention assemblies serving the building 801 system at each service visit. The exterior system uses backflow devices at each point of connection; interior courtyards each have a Wilkins 950 Double Check Assembly (DCA) at the POC to domestic cold water. Verify that all sensing lines and test cocks are clear, accessible, and functioning normally. Document the inspection date and condition on the service report.

b. Under 30 TAC §290.44(h) and TCEQ rules, all backflow prevention assemblies installed at the point of connection (POC) to potable or non-potable water supplies must be tested and certified annually by a Texas-licensed Backflow Prevention Assembly Tester (BPAT).

c. The Contractor shall coordinate the scheduling of annual BPAT testing or shall employ a licensed BPAT on staff. Documentation of annual BPAT testing shall be provided to the ASH Representative within thirty (30) days of each test date.

d. Any plumbing-related irrigation work tied to potable water supply connections or backflow devices shall be performed by a Texas-licensed irrigator or licensed plumber, as required by Texas Occupations Code Chapter 1301.

e. Protect exposed backflow assemblies during freeze conditions. Repair or replace damaged insulation or protective materials immediately when found.

6. Weekly Services

a. Inspect controllers, courtyard controllers, sensors, decoders, valves, dripline, emitters, bubblers, spray bodies, indicators, and valve boxes.

b. Repair visible leaks, broken components, failed indicators, clogged emitters, non-functioning bubblers, unsafe valve boxes, and other routine defects found during service.

c. Document all inspections, adjustments, repairs, and deficiencies.

7. Monthly Services

a. Perform a full wet-check (system walk-through with system running) to verify all controllers, valves, sensors, and emission devices are operating correctly.

b. Verify controller programming, sensor calibration, decoder communication, operating pressure (typically 25–30 psi for SDI zones), and flow.

c. Flush dripline and emitters as system condition requires or per manufacturer recommendations (typically monthly or quarterly).

d. Inspect all backflow prevention assemblies (Wilkins 950 DCA at courtyard POCs and any exterior backflow devices) for leaks and sensor-line integrity. Coordinate BPAT annual testing as required by 30 TAC §290.44(h).

e. Measure system pressure at multiple stations to detect pressure drop, leaks, or regulator failure.

f. Document all findings, adjustments, and recommendations in the monthly report per Section 8.

8. Seasonal Services

a. Spring:

· Flush dripline and bubbler zones. Inspect valve boxes. Reprogram controller settings for spring demand. Complete needed repairs.

b. Summer:

· Monitor seasonal demand. Adjust schedules and runtimes. Verify continued performance under summer stress. Repair damaged or stressed components.

c. Fall:

· Reduce programming for cooler conditions. Flush dripline, filters, and emitters. Repair seasonal wear damage.

d. Winter:

· Protect backflow assemblies and insulate exposed components where required. Repair or replace damaged or missing insulation. Adjust programming for winter conditions. Inspect for freeze-related damage and complete needed repairs.

9. Annual Services and Distribution Uniformity Testing

a. Once each contract year, perform a full-system inspection and distribution uniformity (DU) audit. Pressure-test mains, laterals, and valves. Inspect decoder wiring, grounding, and surge protection. Evaluate indicators, emitters, bubblers, spray bodies, controllers, valves, and related components for wear, failure, or non-performance. Repair or replace failed components found during the annual inspection.

b. Conduct a catch-can distribution uniformity test on a representative sample of SDI zones using Irrigation Association (IA) standard methodology (ASABE S526). Test results must document Low Quarter Distribution Uniformity (DULQ) for each zone audited. DULQ targets: ≥0.85 for drip zones (excellent); 0.70–0.85 is acceptable; below 0.70 requires corrective action (emitter replacement, pressure regulator adjustment, or dripline repair).

c. Provide a written annual system evaluation including catch-can test results, pressure readings, decoder communication status, and written recommendations.

10. Routine Repairs During Service

a. All damage and non-performance found during routine inspections shall be repaired immediately as part of regular service. Routine repairs are included in the base service price and are separate from the large-scale repair contingency.

11. Weather Response and Damage Response

a. The Contractor shall respond to irrigation-related damage caused by severe weather, freeze events, vandalism, patient interference, or other site conditions affecting system operation.

b. If an active leak, flooding condition, washout, exposed hazard, or irrigation-related safety issue is found in a patient-accessible area, the Contractor shall coordinate with the ASH Representative for the earliest approved response and shall correct the condition the same day when the issue falls within routine service scope.

c. If the condition exceeds routine service scope, the Contractor shall secure the area, stop or isolate the affected irrigation segment when possible, and document the condition for handling.

12. Utility Locate Requirement

a. Prior to any excavation, trenching, directional boring, or subsurface repair on the courtyards, and exterior mulch beds, (minor hand excavation excluded), the Contractor shall complete a public utility locate through Texas 811 (1-800-DIG-TESS / 811) in accordance with Texas Utilities Code Chapter 251.

b. The Contractor shall also request a private utility locate through the ASH Representative to identify underground oxygen lines, medical gas piping, electrical feeds, data fiber, and other campus-specific utilities that may not appear on public locate records. No excavation shall begin until both the public and private locates are complete and the locate markings are visible on the ground surface.

c. The Contractor is solely liable for any damage to public or private underground utilities caused by excavation or subsurface work performed without a completed locate, or by excavation that disregards locate markings.

d. Damage to unmarked utilities that were not identified through a properly completed 811 request and private locate request shall be the responsibility of the utility owner or ASH, as applicable. The Contractor shall document all locate ticket numbers and private locate confirmations in the service report for the corresponding work.

13. Interior Courtyard Services (Building 801)

a. The entire Austin State Hospital campus is a patient area; patients may be present in any exterior area at any time. Not all patient areas are Restricted Areas. Restricted Areas are specific locations (interior courtyards, secured patient zones) where additional access controls apply. For irrigation services, the Contractor may cordon off active work areas for safety and operational control.

b. All 11 interior courtyards at Building 801 are patient-accessible spaces.

c. ASH staff escort is required at all times while Contractor personnel are inside any interior courtyard. No courtyard work may proceed without an escort present. All tools, materials, and debris must leave the courtyard with the crew. Nothing may be left behind or staged for later pickup. ASH staff will provide a tool checklist.

14. Courtyard Service Schedule

a. Courtyard irrigation inspections, adjustments, and repairs are subject to the restricted-area access schedule communicated by the ASH Representative. Certain courtyards and patient-accessible areas may have limited access windows due to patient activity.

b. The ASH Representative shall determine the available access times and communicate them to the Contractor in advance. No courtyard irrigation work is permitted outside the communicated access windows without prior approval from the ASH Representative.

c. If a courtyard irrigation issue creates an active leak, flooding, a safety hazard, or system failure affecting patient areas, the Contractor shall coordinate with the ASH Representative for the earliest approved response.

d. Seasonal demand changes, freeze-related issues, and weather-related response within courtyards remain subject to the same weekday hours and escort requirement unless otherwise approved in writing.

15. Schedule Submission

a. Before the start of each service month, the Contractor shall submit a proposed service schedule showing planned inspection and maintenance dates for exterior areas and interior courtyards. The schedule must be approved by the ASH Representative before work begins. Changes to an approved schedule require advance notice and approval.

b. If an escort is not available for a scheduled courtyard, the Contractor shall coordinate with the ASH Representative to reschedule within the same service week when operationally possible. If rescheduling is not possible, that courtyard service shall be excluded from the service period and the corresponding line item shall not be included on the Contractor’s invoice.

16. Check-In, Check-Out, and Time Verification

a. All Contractor and Subcontractor personnel shall sign in at the ASH Plant Maintenance Department, building 643, before beginning any work on ASH grounds, and shall sign out at the same location at the end of each workday, including work performed outside of normal business hours, on weekends, or on holidays.

b. Sign-in shall include contractor name, contact person, scope and expected duration of work, and notice of any maintenance assistance required (utility shutdowns, distribution system information, confined entry permits, or after-hours support).

c. The building 643 sign-in and sign-out log is the authoritative record of contractor presence on ASH grounds. Each service report shall additionally include a time-in and time-out for actual work performed. ASH will use the building 643 log, service report, and invoice together as a three-way verification of billed hours prior to payment.

d. Any discrepancy shall be reconciled before the invoice is processed for payment.

Service Location(s) HHS, at its sole discretion, with a 30-day advance written notice, reserves the right to change, consolidate, delete or add service locations.

a) Location(s) for Services:

Austin State Hospital 4111 N. Lamar Blvd, Austin, TX 78756 The Map (PDF) of the HHS Regions may be accessed at: https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

b) Changes to service location(s) include but are not limited to new office space within facility, office closure, consolidation of multiple offices increasing or decreasing square footage, expansion of an office into multiple offices, and relocation of office.

Performance Schedule Contractor shall perform contracted services, including any minor adjustment call-back services, Monday through Friday between the hours of 7 a.m. and 4 p.m. (Central Time). Contractor shall not interfere with normal flow of HHS Agency business at the service location.

Contractor shall respond to all service calls within four (4) hours of HHS Agency request, unless the Response Deadline is extended by the HHS Agency Contract Manager.

Services Outside Regular Business Hours Any services performed outside of regular business hours (7 a.m. to 4 p.m. Central Time) must be requested and/or approved in writing by the HHS Agency Contract Manager and must be invoiced at the rate stated for Outside Regular Business Hours stated in Exhibit C – Pricing Sheet.

Services performed outside of the regular service hours without prior approval, will be at Contractor’s own risk and will be billed at the established Regular Business Hours service rate stated in Exhibit C – Pricing Sheet Emergencies: The HHS Agency reserves the right to declare any necessary work within the Scope of Services to be an emergency during regular service hours or outside regular service hours and will request emergency services in writing. Contractor shall respond on-site to a request for emergency services within one (1) hour of notification and continue work until the services requested are complete to the satisfaction of the HHS Agency.

State Holidays The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. HHS Agency does not require services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the Contractor. HHS Agency requires services to be performed for “Optional Holidays” or “Skeleton Crew Required” holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Authorized services performed by Contractor on a state holiday will be invoiced at the Contract rate for Outside Regular Hours.

Minimum Experience and Qualifications These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel.

Bidder shall submit documentation of experience and qualifications with Response, if requested in Exhibit C– Pricing Sheet.

a) The Bidder shall have relevant experience required for the performance of the services as outlined in this IFB. The minimum experience required is five (5) years.

b) The Bidder’s personnel to be assigned to perform the services must be fully trained and, at minimum, have one (1) year of relevant experience.

c) Vendors must submit proof of a current Texas Landscape Irrigator License (LI) to ASH prior to the bidding process. Licensure will be verified against TCEQ licensing records before vendors are authorized to participate. Vendors failing to provide proof in advance shall not be permitted to participate in the bid process.

d) Vendors must include proof of valid licensure within their bid submission package. Bids submitted without proof of licensure shall not be reviewed or considered. Vendors must identify their Licensed Irrigator of Record by name and TCEQ license number in the bid documents.

e) The Bidder must provide a minimum of three (3) verifiable references for current or previous commercial irrigation contracts of the same size and for similar or same services within the last five (5) years in Exhibit D – Bidder Reference Form and return with Response.

f) All Contractor and Subcontractor personnel assigned to this contract must be at least 18 years of age and must…