Bid Invitation (38).pdf

27-009 Addendum 1

(Job Order Contract) HVAC

Issue Date: 8/11/2026

Questions Deadline: 8/19/2026 02:00 PM (MT)

Response Deadline: 9/2/2026 02:00 PM (MT)

Contact Information Contact: Mr. Freddy Rangel, Buyer Address: 4900 Woodrow Bean Dr.

El Paso, TX 79924 Phone: 1 (915) 230-3106 Email: aibarra@episd.org

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 1 of 35 pages

Event Information Number: 27-009 Addendum 1 Title: (Job Order Contract) HVAC Type: Competitive Sealed Proposal Issue Date: 8/11/2026 Question Deadline: 8/19/2026 02:00 PM (MT) Response Deadline: 9/2/2026 02:00 PM (MT) Notes: El Paso ISD is seeking proposals from qualified single-trade vendors to provide

HVAC conversion, replacement, repair, and maintenance services, including related plumbing, electrical, and building automation system support district-wide.

Ship To Information Contact: EPISD Procurement & School

Resources Address: 4900 Woodrow Bean Dr.

El Paso, TX 79924 Phone: (915) 230-3100 Email: bids@episd.org

Billing Information Contact: Accounts Payable Address: PO Box 20100

El Paso, TX 79998 Phone: (915) 230-2136 Email: accountspayable@episd.org

Bid Activities

Pre-Preposal Informational Conference 8/19/2026 10:00:00 AM (MT) A non-mandatory Pre-Proposal Informational Conference will be held at 10:00 AM (MT) on Wednesday , August 19, 2026 at the following location:

El Paso Independent School District Procurement & School Resources 4900 Woodrow Bean Dr.

El Paso, TX 79924

Bid Attachments

Required_Forms (1).pdf View Online

(REQUIRED FORMS) Complete and submit all included forms in the corresponding Response Attachments area.

EDGAR_Certifications.pdf View Online

(EDGAR CERTIFICATIONS) Complete and submit this form in the corresponding Response Attachments area.

CIP_Form_1295.pdf View Online

(CIP FORM 1295) Complete and submit this form in the corresponding Response Attachments area.

General_Terms_and_Conditions.pdf View Online

(REVIEW) Please review RFP General Terms and Conditions

RFP_Goods_and_Services_Requirements.pdf View Online

(REVIEW) Please review RFP Goods and Services Requirements

Deviations_Form.pdf View Online

(DEVIATIONS) Complete and submit this form in the corresponding Response Attachments area only if you are identifying deviations to the sample vendor agreement or any of the general terms and conditions. (See Bid Attributes)

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 2 of 35 pages https://episd.ionwave.net//VendorLanding.aspx?e=1GJNqTgWhaAIBoOQIqZX720IH3~Zvw38ZjoXVO40LMi7YybWV7pmQFHNjR81LqTM3t43wAYlLGaJNLCt-pHsug https://episd.ionwave.net//VendorLanding.aspx?e=ssU4u~R-~gWRmDEu9pGrqYjHe2WoNpQdarNjFUixAXxknylP1FBuG9muF2pNd88aXjgFL5D9dL-yx7aAs7E4jA https://episd.ionwave.net//VendorLanding.aspx?e=-qasrgA8qEIDZINABYgxQtG9CIGyHnF0V3vHao2UbXa-x64iFrTknViU~RJ-DO-nvxiTIy6SeOMS8uqeCl8cBA https://episd.ionwave.net//VendorLanding.aspx?e=d1Winhx9F9OewMT-vMNAXK6CuT3Mj9CXwbJngjQjzJUxpvNoIe2xPDKv5E-29naXxg3X53zGzvKgSxx1Cx4v4A https://episd.ionwave.net//VendorLanding.aspx?e=exTrcyWVShH0FnorHt3wJi-e-5XUVV6qFp2WNC0TxzGbNIGHrdF2hk9Kf5vqq7So-zE~gnwspOj0ao0MSuWRyg https://episd.ionwave.net//VendorLanding.aspx?e=1GUEdXfXxHQ9qjGbAClCJ0cLlu5LXo7n88z9q6o5mBCf1UyKZTw6UKF7Mq6y2maF3Um1DJNVOeLF-kik3Kb1wQ https://episd.ionwave.net//VendorLanding.aspx?e=gh4uxQZ24ghBFb~jr8ryFplfC5AmIGAF-YBWCPzFfrv21PI2Bb6ycROlpUiOnn17f2z1OOG83axxN2a5JXILSg

Vendor_Information.pdf View Online

(VENDOR INFORMATION) Complete and submit this form in the corresponding Response Attachments area.

2024_W9_Form.pdf View Online

(IRS W-9 FORM) Please complete W9

Requested Attachments

SECTION 1: Proposed Methodology (Attachment required)

Please see Bid Attribute #25.

SECTION 2: Vendor's Experience (Attachment required)

Please see Bid Attribute #25.

SECTION 3: CSP Procurement Section - Cost/Coefficient Estimate (Attachment required)

Please see Bid Attribute #25.

SECTION 4: Proposed Personnel (Attachment required)

Please see Bid Attribute #25.

SECTION 5: Past Experience with El Paso ISD and Other ISDs (Attachment required)

Please see Bid Attribute #25.

SECTION 6: Quality of Vendor's Services (Attachment required)

Please see Bid Attribute #25.

SECTION 7: Financial Stability and Bonding Capacity (Attachment required)

Please see Bid Attribute #25.

SECTION 8: Safety Manual - Safety Plan and Safety Record (Attachment required)

Please see Bid Attribute #25.

Subcontractor Listing (Attachment required)

Provide a listing of all the subcontractors you intend to use during the entire term of the contract.

Required Forms (Attachment required)

Upload only the completed "Required Forms" documents here. Notarize forms where applicable.

EDGAR Certification (Attachment required)

Upload only the completed "EDGAR Certification" documents here.

CIP Form 1295 Upload only the completed "CIP Form 1295" documents here. All sections of the form must be completed and signed.

Deviations (If Applicable) Upload only the completed "Deviations Form" document here.

Vendor Information (Attachment required)

Upload only the completed "Vendor Information" documents here.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 3 of 35 pages https://episd.ionwave.net//VendorLanding.aspx?e=gh4uxQZ24ghBFb~jr8ryFplfC5AmIGAF-YBWCPzFfrv21PI2Bb6ycROlpUiOnn17f2z1OOG83axxN2a5JXILSg https://episd.ionwave.net//VendorLanding.aspx?e=PApuYde~cx4HYv~r44hAhqzndvVEDtkCOzFc8Obd94XOFBbZsjTwvvn4oI4mDNOituPpS~uMu8t3cB3VytfBAg

IRS W-9 Form (Attachment required)

Upload the completed IRS W-9 form here.

Certificate of Insurance Please attach a copy of your certificate of insurance with the limits identified within the bid documentation.

Bid Attributes

1 INTRODUCTION

The El Paso Independent School District is the pioneer of public education in the Paso del Norte region. With a history that spans more than 140 years, El Paso ISD is proud of our position as the springboard for generations of students to realize their dreams. We are committed to continuing to invest in innovation and to empowering and inspiring our students so they can thrive socially, emotionally, and academically. We are El Paso’s district!

Our organization’s theory of action is anchored on our core values, mission, and vision. In partnership with our families and community, we seek to uphold the highest standards to provide inclusive and fair learning experiences that support the whole child. We accomplish this theory of action through whole child development, delivery of instructional excellence, fostering a transparent culture of excellence, and intentional equity designed to make EPISD a destination district.

The El Paso Independent School District has approximately 48,000 students, 71 schools, and 8,000 employees.

2 GENERAL INFORMATION - Background Information

This solicitation is being issued in accordance with the following procurement-related guidelines and regulations as required:

Texas Education Code, Section 44.031, Purchasing Contracts Texas Government Code, Title 10, Section 2269, Contracting and Delivery Procedures for Construction Projects

3 GENERAL INFORMATION - Solicitation Purpose

The El Paso Independent School District is seeking proposals from qualified single-trade Job Order Contractors to provide HVAC conversion, replacement, repair, and maintenance services, including related plumbing, electrical, and building automation system support district-wide. The Contractor shall provide removal of existing HVAC systems, installation of new and replacement equipment, and ongoing maintenance and repair services to ensure safe, efficient, and code-compliant operation of District facilities. The Contractor shall furnish all labor, materials, equipment, tools, supervision, transportation, testing, OEM and non-OEM parts, supplies, and incidentals required to complete the work in accordance with manufacturer specifications, applicable codes, and industry standards.

Provide and install duct smoke detectors for RTU’s/HVAC systems connected to fire alarm systems. Services shall include HVAC system conversion and replacement, rooftop units (RTUs), chillers, boilers, split and packaged systems, ductwork modifications, refrigerant handling, electrical connections related to HVAC systems, and integration with building automation systems (BAS). All work shall be coordinated with the District and performed in a manner that minimizes disruption to school operations while ensuring safety, reliability, and comfort across all facilities.

The District highly encourages local businesses to participate in this opportunity.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 4 of 35 pages

4 NOTICES - Public Disclosure Proposal Information

Potential offerors should be aware that once a proposal is opened, all information contained therein will be available to the public unless the information is excepted from disclosure under the Texas Government Code pertaining to Public Information.

The exception that allows the District to protect that information, if released, would give an advantage to a competitor or bidder. However, the exception does not apply after the bidding is complete and the contract has been awarded. Trade Secrets, commercial or financial background data, and privileged or confidential information may be excepted from public inspection. If any information in your offer qualifies for an exception because it falls into one of the categories, it should be marked "CONFIDENTIAL," and the basis of your claim of confidentiality should be stated. Data so identified will be maintained as a protected record. Offerors who claim that information in a proposal should be protected from public disclosure after the contract award may be asked to support such a claim if the District receives a Public Information Act Request for the information and requests a determination by the Attorney General.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 5 of 35 pages

5 NOTICES - Cone of Silence / Anti-Lobbying Policy

The District’s Cone of Silence/Anti-Lobbying Policy was adopted to ensure a fair and competitive proposing environment by preventing communication between District officials, employees, or representatives and parties involved in the proposing process that could create an unfair advantage to any party concerning the award of a District contract. This restriction extends to “thank you” letters, phone calls, emails, and any contact that results in the direct or indirect discussion of the solicitation and/or proposal submitted by the Vendor. This policy is intended to create a level playing field for all Vendors and ensure the integrity of the solicitation process. Any violation of this provision may disqualify the Vendor’s response from consideration.

The Cone of Silence shall begin upon the development of the scope of work through the issuance of a request for information (RFI), request for qualification (RFQ), request for proposal (RFP), bid, or other competitive solicitation as defined in state law and shall officially end upon execution of an award by the Board and/or the execution of a negotiated contract, whichever represents the final act in the procurement process.

Regardless of the above time period, it shall not be acceptable for potential vendors to participate in discussions that determine the scope of work, strategic direction, technical specifications, or evaluation criteria of such projects.

The Cone of Silence shall apply to acquiring goods or services using the procurement methods identified in state law and renewal periods for contracts previously awarded by the Board of Trustees with renewal options.

Campaign contributions, gifts, donations, and any other items of value shall be prohibited between the parties defined above for any known contract under consideration during the cone of silence period.

The Cone of Silence/Anti-Lobbying Policy prohibits any communication or lobbying activities during the Cone of Silence period by any person, including but not limited to proposers, lobbyists or consultants of proposers, service providers, or potential vendors, and any of the following:

1. Any Board member, Superintendent, senior staff member, principal, department head, director, manager, or other District employee who influences the evaluation or selection process.

2. District Staff and Consultants, including any employee of the District, any person retained by the District as a Consultant on the project, or any person having participated in the development, design, or review of documents related to the project.

3. Members of the District’s Evaluation Committee, whether District employees or outside experts appointed or selected by the District.

The Cone of Silence/Anti-Lobbying Policy does not apply to:

1. Communication with the District’s Legal Services and Procurement Services staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the subject of solicitation or engaging in contract negotiations during any scheduled meeting.

2. Questions of process and procedure, including oral communications with the Executive Director of Procurement & School Resources or procurement staff assigned as the point of contact for the solicitation, provided the communications are strictly limited to matters of process or procedure already contained in the solicitation document. A minimum of ten days will be provided for questions during solicitation unless otherwise stated in the Solicitation Schedule of Events.

3. Pre-Proposal/Pre-Proposal Conferences, including oral communications at pre-proposal or pre-proposal conferences, oral presentations before selection committees, contract negotiations, and public presentations made to the District’s Board of Trustees during a duly noticed public meeting.

4. Written communications to the Procurement staff member identified in the solicitation.

5. Conducting business on contracts previously executed and currently in force.

Vendor will comply with the Cone of Silence Policy (Required: Check if applicable)

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 6 of 35 pages

6 NOTICES - Questions and Request for Clarification

If a Vendor doubts the meaning of any part of this solicitation, questions or requests for clarification may be submitted electronically via the District's E-Bid system. Verbal questions and explanations are not permitted.

Interpretations, clarifications, and answers to questions shall be made only by written response to all Vendors via E- Bid message or other delivery form if prior arrangements are made. To meet the District’s schedule, it is extremely important that requests for clarification or additional information be submitted in writing no later than the date identified within this solicitation. Questions submitted after this date may not elicit a response.

7 NOTICES - Schedule of Events

The following Schedule of Events represents the District's estimated timetable that will followed in connection with this solicitation:

EVENTS DATE AND/OR TIME

Issuance of Solicitation 08.11.2026 Site Visits (If Applicable) TBD

Non Mandatory Pre-Proposal Informational Conference (Attendance Highly Recommended) 08.19.2026

Last Day for Proposers to Submit Written Questions (Must submit through Ionwave) 08.21.2026

Answers to Questions Provided (Posted through Ionwave) 08.24.2026

Deadline for Submission of Proposals 09.202.2026

(2:00 PM MT)

Evaluation of Proposals (Approximate) September

Interviews / Presentations (If Applicable) TBD

Negotiations (If Applicable) September / October

Contract Award Date (Approximate) October

NOTE - The District reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. If changes are necessary, the District will communicate any adjustments in the form of an addendum or other communication issued through the Ionwave platform.

8 NOTICES - Solicitation Term (Initial and Optional Terms)

The term of this solicitation will be for two (2) years (“initial term”) that will take effect upon the completion of the award process as determined by the District. The District shall have the option to extend the term of the solicitation for up to three (3) additional years ("optional terms") at its discretion. Renewal terms will be contingent upon satisfactory delivery of goods and/or services. Each renewal term shall be at the same contract price/discount established for the initial term unless otherwise approved by District.

All intent to terminate notifications for this agreement must be delivered via certified mail to the following:

El Paso Independent School District Procurement & School Resources Attn: Executive Director (CSP #27-007) (Job Order Contract) HVAC 4900 Woodrow Bean Dr.

El Paso, TX 79924

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 7 of 35 pages

9 NOTICES - Electronic Submittal

As permitted by law, Section 44.0313 of the Education Code, the District conducts non-construction solicitation transactions by electronic means (E-Bid System) to the extent possible. The E-Bid System is web-based, and the process requires vendor registration in order to use the system and provide an electronic response to this solicitation. The instructions for electronic filing can be accessed at:

https://www.episd.org/o/episd/page/new-e-bid-system-and-vendor-registration

If you need assistance with registering or accessing the information, you may contact the Procurement & School Resources Department at (915) 230-3100 for assistance.

Vendors are responsible for ensuring that their proposal has been properly submitted. Failure to comply with the requirements of this solicitation, including the specific form of the submission required, may be grounds for disqualification of the proposal as “non-responsive.” All proposals shall be submitted through the Ionwave platform or, in hard copy, by hand delivery, mail, or overnight carrier. The District will not accept proposals via facsimile or email.

NOTICES - Hard Copy Pickup and Submission

If the Vendor does not have the means to submit a response electronically, the District will accept hard copy responses; however, the Vendor must register on the Ionwave platform in order to receive communications during the process. If the Vendor has no access to a computer system, the Vendor may contact the Procurement & School Resources Department at (915) 230-3100 for assistance in registering or obtaining responses from the system.

Prospective Vendors may obtain a hard copy of this solicitation from the District’s Procurement & School Resources Department, located at 4900 Woodrow Bean Dr., El Paso, Texas 79924, between the hours of 9:00 a.m. and 4:00 p.m. Please contact the Procurement & School Resources Department at (915) 230-3100 in advance of your visit to ensure that the hours have not changed and someone will be available to assist you.

Hard copy responses must be submitted prior to the stated submission deadline. Responses shall be mailed or hand delivered to the following address in a sealed envelope or package:

El Paso Independent School District Procurement & School Resources Department 4900 Woodrow Bean Dr.

El Paso, TX 79924

The Vendor’s name, return address, the solicitation name and number, and the opening date and time must be clearly marked on the submitted package. The Procurement & School Resources Department may open any unlabeled submittal to identify it properly. Vendors are required to identify their packages to protect the integrity of their proposals and to fully avail themselves of the evaluation and selection process. Hard copy responses may be modified, provided such modifications are sealed and received at the District’s Procurement & School Resources Department prior to the stated solicitation submission deadline. Any proposal or modification received after the solicitation submission deadline shall not be accepted or considered.

NOTICES - Proposal Delivery Responsibility

Proposals received at the Procurement & School Resources Department after the specified date and time will not be accepted. Package delivery services such as FedEx, UPS, etc., deliver packages addressed to the Procurement & School Resources Department directly to the department. U.S. Postal Service deliveries, including Express Mail, are delivered directly to the department. The offeror accepts all responsibility for providing its proposal to the address stated in this solicitation within the specified time, or the proposal will be considered non-responsive and mailed back unopened. If the envelopes do not reflect a return address, they will be opened for the sole purpose of obtaining the return address.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 8 of 35 pages https://www.episd.org/o/episd/page/new-e-bid-system-and-vendor-registration

NOTICES - Descriptive Literature

Descriptive literature, where applicable, containing the complete scope of services or other information sufficient for the District to determine compliance with the specifications must accompany each proposal. If a Vendor wishes to furnish additional information, more sheets may be added.

The District is not responsible for locating or securing any information not identified in the offer and is reasonably available. The District will not be responsible for locating or securing information not included in the offer. In conducting its assessment, the District may use data provided by the Vendor and data obtained from other sources.

Still, while the District may elect to consider data obtained from other sources, the burden of providing thorough and complete information rests with the Vendor.

NOTICES - Proposal Documents, Supporting Literature, and Related Data

Related data, where applicable, will be made part of the proposal. All proposal documents, literature, and related data submitted as an offer become the property of the El Paso Independent School District.

NOTICES - Proposal Preparation Cost

This solicitation does not commit the El Paso Independent School District to pay any costs incurred in preparing and submitting the proposal or to contract for the services specified. This solicitation is not to be construed as a contract or a commitment of any kind, nor does it commit the District to pay for any costs incurred in the preparation of a formal presentation, or for any costs incurred prior to the execution of a formal contract.

NOTICES - Contract Performance

The Vendor shall be responsible for the completion of all work set out in any potential contract and task orders. All work is subject to inspection, evaluation, and acceptance by the District. The El Paso Independent School District may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract terms and conditions.

NOTICES - Notification of Proposal Award

All awards are made by the Board of Trustees or the Administration of the El Paso Independent School District in accordance with District policy. All agendas for meetings of the District’s Board of Trustees are posted on the District’s website and available to the public. Information may be accessed at:

https://www.episd.org/page/board-meeting-agendasmaterials-new

Additionally, notifications of awards are sent to both awarded and non-awarded respondents via the District’s Ionwave platform.

NOTICES - Acceptance or Rejection of Proposals

The District reserves the right to accept or reject any or all proposals, to waive all minor technicalities and formalities, and to accept the proposal determined to be the most advantageous to the District. Additionally, the District may accept a proposal subject to an exception if, in its sole judgment, the proposal meets or exceeds the District’s specifications. In evaluating responses, the District is not required to select the response based solely on the lowest pricing and will consider the criteria set out in the Texas Education Code, Section 44.031(b), and any other factors specifically set out in this solicitation.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 9 of 35 pages https://www.episd.org/page/board-meeting-agendasmaterials-new

NOTICES - Solicitation Protest Procedures

A protest may be submitted in writing during the solicitation process when the aggrieved vendor knows or should have known the factors giving rise to a protest or within five (5) business days after the bid due date.

A written formal protest must contain a minimum of the following:

The solicitation number and title of the solicitation.

Specific identification of the statutory or regulatory provision(s) that the procurement staff member or department allegedly violated.

A specific description of each act alleged to have violated the statutory or regulatory provision(s) identified above.

A statement of the relevant facts that includes timelines and involved parties.

Identify the issues that need to be resolved to support the protest.

Protest should be emailed to the procurement staff member responsible for the bid, with the subject line stating “Dispute/Protest and Bid/CSP/RFP name and number.”

The Executive Director of the Procurement & School Resources Department shall:

Contact the involved department and inform them of the vendor protest.

Gather information and prepare documentation for the Chief Financial Officer, outlining the solicitation, evaluation, and award of the solicitation.

Inform the involved department on the vendor protest's progress and/or outcome.

The Procurement & School Resources Department shall promptly issue a written decision if the protest is not resolved by mutual agreement. The decision shall consist of the following:

The reasons for the action taken will be determined and sent to the aggrieved vendor.

A copy of the decision shall be immediately forwarded to the vendor and any other party intervening.

All decisions will be based on “best value” for the District.

A decision shall be final and conclusive.

All vendor protest documentation shall be filed with Procurement & School Resources in the respective bid file.

NOTICES - Additional Goods and/or Services

During the Term of a Contract awarded under this solicitation, additional goods/services not included in the original solicitation list and resulting awarded contract may become necessary and benefit El Paso ISD. Vendor and El Paso ISD agree that the aggregate value of added purchases during each year of the Contract (if renewed) shall not exceed 25% (10% for federally funded purchases) of the estimated total value of the Contract. The total value of the Contract must be agreed upon, and the dollar value listed in the Contract and each renewal term of the Contract (if any). For purposes of this section, the total value of the Contract includes all contracts awarded because of the procurement solicitation to all vendors. For the initial Term of a Contract awarded under this solicitation, Vendor and El Paso ISD agree that the total value of the Contract shall be as stated on the award.

Additions of new products may be included in the awarded Contract list during the renewal of the Contract through an amendment to the Contract, and the total Contract value adjusted accordingly. For each renewal term of the Contract, the total actual value of the Contract in the preceding year and the additional new product(s) made during that Term will be the basis for determining the maximum dollar amount (not to exceed 25%) of the additional new product(s) that will be allowed during the next Contract renewal term. Material change means a modification that exceeds and/or alters the terms of the original contract between EPISD and the Vendor, exceeding 25% of the contract value.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 10 of 35 pages

SCOPE OF WORK - Background Information

The El Paso Independent School District is seeking proposals from qualified single-trade Job Order Contractors to provide HVAC conversion, replacement, repair, and maintenance services, including related plumbing, electrical, and building automation system support district-wide. The Contractor shall provide removal of existing HVAC systems, installation of new and replacement equipment, and ongoing maintenance and repair services to ensure safe, efficient, and code-compliant operation of District facilities. The Contractor shall furnish all labor, materials, equipment, tools, supervision, transportation, testing, OEM and non-OEM parts, supplies, and incidentals required to complete the work in accordance with manufacturer specifications, applicable codes, and industry standards.

Provide and install duct smoke detectors for RTU’s/HVAC systems connected to fire alarm systems. Services shall include HVAC system conversion and replacement, rooftop units (RTUs), chillers, boilers, split and packaged systems, ductwork modifications, refrigerant handling, electrical connections related to HVAC systems, and integration with building automation systems (BAS). All work shall be coordinated with the District and performed in a manner that minimizes disruption to school operations while ensuring safety, reliability, and comfort across all facilities.

Read and Understood (Required: Check if applicable)

SCOPE OF WORK - Objectives

The Contractor shall perform work, including, but not limited to:

Remove and replace HVAC systems, equipment, and components district-wide Install new HVAC systems including rooftop units (RTUs), chillers, boilers, split systems, and packaged systems Perform HVAC system conversions, upgrades, and retrofits for energy efficiency and performance improvement Repair and maintain existing HVAC systems and associated components Perform ductwork installation, modification, and repairs Provide refrigerant recovery, replacement, and system recharging services in compliance with regulations Coordinate and perform electrical and plumbing work associated with HVAC systems Integrate, upgrade, and maintain building automation systems (BAS) Improve system performance through testing, balancing, and diagnostics Disposal of removed equipment, materials, and construction debris Perform required testing, inspections and submit all results to El Paso ISD representatives, ensuring all personnel maintain applicable certifications and qualifications Provide and install duct smoke detectors for RTU’s/HVAC systems connected to fire alarm systems.

Read and Understood (Required: Check if applicable)

SCOPE OF WORK - General Requirements

Group I – HVAC System Replacement and Conversion

1. Remove and properly dispose of existing HVAC equipment, including rooftop units (RTUs), air handlers, chillers, boilers, split systems, and associated components.

2. Isolate and cap existing mechanical, electrical, and refrigerant connections as required for safe removal and replacement.

3. Provide site protection to prevent damage to roofs, ceilings, walls, and occupied spaces during removal and installation activities.

4. Provide and install duct smoke detectors for RTU’s/HVAC systems connected to fire alarm systems.

5. Install new HVAC equipment including RTUs, split systems, packaged units, chillers, boilers, and air handling units per manufacturer specifications.

6. Modify or replace structural supports, curbs, and mounting systems as required for new equipment installation.

7. Install refrigerant piping, insulation, and leak detection systems in accordance with applicable codes and manufacturer requirements.

8. Perform system startup, testing, balancing, and commissioning to ensure full operational performance.

9. Provide system conversion services to improve energy efficiency, capacity, and compatibility with existing infrastructure.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 11 of 35 pages

10. Coordinate required electrical upgrades including disconnects, breakers, wiring, and control interfaces.

11. Restore all affected areas to original or better condition following installation.

Group II – HVAC Repair and Maintenance Services

1. Diagnose and repair malfunctioning HVAC equipment including compressors, motors, fans, coils, valves, and controls.

2. Replace worn or damaged components including belts, filters, sensors, thermostats, and control boards.

3. Perform refrigerant recovery, leak repair, recharge, and system performance optimization.

4. Clean and service coils, ductwork, air handlers, and mechanical equipment to restore efficiency.

5. Provide and install duct smoke detectors for RTU’s/HVAC systems connected to fire alarm systems

6. Repair or replace insulation on refrigerant lines, duct systems, and mechanical piping.

7. Perform emergency repair services for system failures and critical facility needs.

8. Adjust and calibrate HVAC controls, sensors, and thermostats for optimal system performance.

9. Repair or replace electrical components related to HVAC operation, including relays, contactors, and control wiring.

10. Provide preventive maintenance services including inspections, lubrication, filter replacement, and system tuning.

11. Document all repair and maintenance activities and provide service reports to the District.

Group III – Building Automation System (BAS) Integration and Controls

1. Install, upgrade, or modify building automation system (BAS) components and controllers.

2. Integrate HVAC systems with existing or new BAS platforms for centralized monitoring and control.

3. Program and configure control sequences, scheduling, and energy management functions.

4. Install and calibrate sensors, thermostats, actuators, and control devices.

5. Troubleshoot and repair BAS communication issues, software errors, and hardware failures.

6. Provide system optimization to improve energy efficiency and occupant comfort.

7. Perform software updates, firmware upgrades, and system backups as required.

8. Train District personnel on BAS operation, monitoring, and basic troubleshooting.

9. Provide and install duct smoke detectors for RTU’s/HVAC systems connected to fire alarm systems.

Group IV – Testing, Balancing, and Permits

1. Perform HVAC system testing, adjusting, and balancing (TAB) to verify proper airflow and system performance.

2. Conduct duct pressure testing, leak detection, and airflow measurements.

3. Provide and install duct smoke detectors for RTU’s/HVAC systems connected to fire alarm systems

4. Verify temperature control, humidity levels, and ventilation performance.

5. Perform system startup and commissioning for all new and replaced equipment.

6. Provide detailed commissioning reports including performance data and corrective actions.

7. Verify compliance with manufacturer specifications, energy efficiency standards, and applicable codes.

8. Conduct final inspections with District representatives prior to acceptance.

9. Provide documentation of all test results, adjustments, and system settings.

Project Schedule Requirements

1. The Contractor shall provide a detailed project schedule including start dates, milestone activities, and completion dates for all HVAC conversion, replacement, repair, and maintenance work.

2. Key milestones shall include equipment removal, delivery of new systems, installation, electrical and controls work, start-up, testing, balancing, permitting, and final walkthroughs, and shall be submitted for District approval.

3. Schedule updates shall be provided weekly during active projects and shall identify completed work, upcoming activities, and any delays impacting project completion.

4. The Contractor shall coordinate all work with the District to minimize disruption to school operations and occupied facilities.

5. The Contractor shall notify the District immediately of any delays, material shortages, or field conditions that may affect the project schedule.

Deliverables

1. As-built drawings for all new and modified HVAC systems, including mechanical, electrical, and control

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 12 of 35 pages layouts.

2. Operation and maintenance manuals for all installed HVAC equipment, systems, and building automation components.

3. Test and balance reports, permit documentation, and system performance verification records.

4. Training for District personnel on HVAC operation, maintenance procedures, and building automation system

(BAS) use.

5. Manufacturer warranties, product data sheets, and equipment submittals for all installed systems.

Technical Requirements

1. All work shall comply with applicable mechanical, electrical, plumbing (MEP) codes, manufacturer specifications, and industry standards.

2. HVAC equipment shall meet or exceed energy efficiency standards and be compatible with existing District infrastructure unless otherwise approved.

3. Refrigerants shall be handled, recovered, and disposed of in accordance with environmental regulations.

4. Building automation systems shall be fully integrated and capable of remote monitoring, scheduling, and energy management functions.

5. All installations shall ensure proper airflow, temperature control, ventilation, and system balancing per design requirements.

Quality Control

1. The Contractor shall perform all work in accordance with approved specifications, manufacturer requirements, and applicable codes.

2. El Paso ISD representatives reserve the right to inspect all work at any stage of the project.

3. The Contractor shall correct all deficiencies identified by the District at no additional cost.

4. The Contractor shall maintain consistent quality control measures to ensure system performance, reliability, and long-term operation.

Closeout Requirements

1. The Contractor shall complete all punch list items and obtain final written acceptance from the District.

2. Final system testing, balancing, permits, and walkthroughs shall be completed prior to project closeout.

3. Closeout documents shall include as-built drawings, warranties, O&M manuals, test and balance reports, and commissioning records.

4. All training for District staff shall be completed prior to final acceptance.

Warranty Requirements

1. The Contractor shall provide warranties for all materials, equipment, and workmanship in accordance with manufacturer requirements and District standards.

2. All HVAC equipment and systems shall include a minimum one (1) year labor and workmanship warranty from the date of Substantial Completion.

3. Major equipment such as chillers, boilers, and rooftop units shall carry manufacturer warranties as provided, and shall be fully documented.

4. Warranty coverage shall include system performance, controls, installation integrity, and component operation.

5. All warranty documentation shall be submitted as part of the project closeout package.

6. Any substitutions or alternates must be approved in writing by the District and shall not reduce warranty coverage.

Safety Requirements

1. The Contractor shall comply with OSHA standards and all applicable federal, state, and local safety regulations.

2. All personnel shall wear appropriate personal protective equipment (PPE) at all times on-site.

3. The Contractor is responsible for site safety, including barricades, signage, and control of access to work areas.

4. All refrigerant handling shall be performed by properly certified technicians in accordance with applicable regulations.

Environmental / Site Requirements

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 13 of 35 pages

1. The Contractor shall properly dispose of all removed HVAC equipment, refrigerants, oils, insulation, and debris in accordance with environmental regulations.

2. The Contractor shall take all necessary measures to prevent contamination, leaks, or environmental damage during work activities.

3. Existing facilities, roofs, interiors, and equipment shall be protected from damage during installation and repair work.

4. The Contractor shall maintain a clean and orderly worksite and minimize disruption to District operations.

Read and Understood

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 14 of 35 pages

CSP JOC - General Information

1. This solicitation is an Indefinite Delivery / Indefinite Quantity (IDIQ) Competitive Sealed Proposal (CSP) procurement. The District will utilize the RSMeans pricing system obtained through The Gordian Group for JOC, in accordance with Texas Government Code Chapter 2269.

2. A Performance Bond and a Payment Bond may be required on a per task order basis for any work associated with this solicitation. If required, they will be requested accordance with Texas Government Code 2269.

3. Bidder shall carry and keep in full force for the duration of the Project, insurance coverage for builder's risk, workmen's compensation, comprehensive general liability, and automobile liability as required by the District.

4. The Bidder wil l assign a competent full-t ime superintendent, to the project or projects, and that superintendent shall be maintained on the project for the duration of the project, subject only to their continuous employment.

5. During this process all communication regarding this CSP with district employees, staff, consultants (Architects/Engineers), or Board members is strictly forbidden and may result in disqualification. (Other than the designated contact person listed in this CSP)

6. In accordance with Texas Government Code Section 2269, the Board of Trustees, as appropriate, has delegated its authority under this subchapter regarding an action authorized or required by this subchapter to be taken by a school district to the District's Superintendent. In procuring the construction services, the Board of Trustees has delegated the ranking, selection, or evaluation of bids.

7. In determining the award of contract and in accordance with Texas Government Code Section 2269, the district may consider: the price, the offeror's experience and reputation, the quality of the offeror's goods or services, the offeror's safety record, the offeror's proposed personnel, whether the offeror's financial capability is appropriate to the size and scope of the project or projects; and any other relevant factors specifically listed in the request for bids, proposals, or qualifications.

8. In accordance with Texas Government Code Section 2269, The district shall select the offeror that submits the proposal that offers the best value for the governmental entity based on:

the selection criteria in the competitive sealed proposal and the weighted value for those criteria in the competitive sealed proposal; and its ranking evaluation

9. In accordance with Texas Government Code Section 2269 the Board of Trustees has determined the method that provided the best value for the district is the Competitive Sealed Proposal method.

10. In accordance with Texas Government Code Section 2269 the district shall publish in the request for proposals or qualifications the criteria that will be used to evaluate the offerors, and the applicable weighted value for each criterion.

11. In accordance with Texas Government Code Section 2269, the district will receive, publicly open and read aloud the names of the offerors and their bids.

12. In accordance with Texas Government Code Section 2269, the district will evaluate and rank each proposal submitted no later than 45 days after the opening.

13. In accordance with Texas Government Code Section 2269, the district shall first attempt to negotiate a contract with the selected offeror. The district may discuss with the selected offeror options for a scope or time modification and any coefficient change associated with the modification. If the district is unable to negotiate a satisfactory contract with the selected offeror, the district shall, formally and in writing, end negotiations with that offeror and proceed to the next offeror in the order of the selection ranking until a contract is reached or all proposals are rejected.

14. In accordance with Texas Government Code Section 2269, any task order associated with this Job Order Contract that exceeds $500,000.00, requires approval by the District's Board of Trustees before proceeding with the job.

Read and Understood (Required: Check if applicable)

CSP JOC - Scope of Services

The goal for this CSP JOC is to achieve the selection of a group of JOC contractors ,which will assist the District toward executing and completing minor to moderate repairs, renovations, additions, and replacements at various facilities, as identified in the Scope of Work for this solicitation. Securing these services will enable the District to complete quality facility repairs in a timely manner and to manage project costs within established budgets.

Available Resources and Documents Recent facility assessments, work orders, drawings, and documents that can be provided to the successful JOC contractor prior to requesting pricing on a project, and shall be reviewed and used, as a baseline for assessment

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 15 of 35 pages purposes, but are not intended to limit the inclusion of additional assessment findings by the successful firm and approved by the District.

Proposed Coefficient The proposed coefficient shall be the contractors’ coefficient multiplier that is applied to the local city cost index and the total sum of line-item estimates for each individual Job Order. It will include all overhead items such as office, safety equipment, vehicles and fuel, computers, communication devices, printers, programs, insurance maintenance, final site cleanup, and all contingencies. It is based upon the contracts price coefficient applied to the city cost index and the line items in the RS Means unit price book.

Pricing Estimates Awarded JOC Contractors shall use RS Means estimating software. The Contractor shall furnish all necessary labor, materials, tools, supplies, equipment, transportation, supervision, management and shall perform all operations necessary and required for construction work. All work shall be performed in accordance with the requirements set forth in the resulting contract and service order agreement issued by the District. The contractor shall take all steps necessary to ascertain the nature and location of the Work and investigate all general and local conditions which can affect the Work, its cost, or performance time.

Scope of Services Scope will vary on a project-to-project basis upon the selection of the final JOC. The following are baseline services that may be modified depending on the project:

1. Work with District staff to develop baseline parameters and expectations Prior to initiating a service order agreement, the selected firm will meet with District representatives to discuss expectations and deliverables; define the scope of work and the project schedule for the selected location.

2. Conduct a comprehensive analysis of deficiency Conduct field visits with District representative(s) as needed Evaluate the condition of existing deficiency Collect and compile supporting documentation of deficient findings Define the scope of work to be executed to remediate the deficiency If architectural/engineering drawings are required to execute the scope of work, the District will hire the appropriate A/E team and will provide the necessary drawings/scope of work

3. Based on data from the assessment/walkthrough/drawings, development costs and schedule Propose remedy and anticipated duration to perform the work Provide costs for repair or perform the specified scope of work.

Cost shall include required permit and bond fees, and no more than a ten (10%)construction contingency.

Negotiations will cease if the District and selected Job Order Contractor cannot reach a pricing agreement for the particular project.

4. Provide warranties JOC Contractor shall provide warranty on parts and labor for the scope of work as part of the service agreement terms.

5. Term duration It is the District’s intention that the JOC services agreement will be for a maximum (5) five-year term: (2) two-year base term and shall be eligible for up to (3) three annual renewals based on past/current performance with the District, at the District’s discretion.

Note: Executed contract can be terminated, or services will be stopped based on performance with the District, at the District’s discretion.

Read and Understood (Required: Check if applicable)

CSP JOC - Submission Requirements

The following is a list of the information to be provided by each vendor. Failure to include all the information listed below may result in disqualification from the selection process. The following submission requirement is in accordance with Government Code Section 2269.056.

All proposal submission documents and requirements outlined below should be completed and uploaded in the Required Attachments section for this solicitation in the appropriately named section.

Deadline: 9/2/2026 02:00 PM (MT) 27-009 Addendum 1Page 16 of 35 pages

SECTION 1: Proposed Methodology

Describe the firm’s basic project and construction techniques and methods and intended approach to meet the requirements of this CSP. Describe how you provide leadership to faci l i tate teamwork and communications among all parties involved in the work. Describe how your particular expertise, experience, and/or techniques can be an advantage to the District in completing various scopes of work. The description may include the following, but not limited to a written description of action plans, graphs, proposed tasks, schedule of proposed activities, anticipated meetings, and project milestones for projects ranging from $0 - $5,000,000, project managers, as well as the number of years with the firm and the Company total number of employees.

SECTION 2: Vendor’s Experience

Identify and describe your demonstrated technical competence and management qualifications with providing minor to moderate repairs/renovations/additions/replacements services under Job Order Contracting programs, particularly those for K through 12 facilities ranging from $0 - $5,000,000.

Describe your past experience providing general maintenance, repair services, and renovation work under a JOC program within the last five (5) years. List (10-15) projects in order of priority, with the most complex project listed first. Provide the following information for each JOC project listed:

Program name, location, payment method (fixed price, cost + fee) and description.

General…