ESBD_452874_1757619738807_WSRCA RFB 320-15-2502 Commercial HVAC Preventive Maintenance Servces 9.11.25.docx

REQUEST FOR BID

FOR

COMMERCIAL HVAC PREVENTIVE MAINTANENCE SERVICES

FOR

RURAL CAPITAL AREA WORKFORCE DEVELOPMENT BOARD INC.

d.b.a.

WORKFORCE SOLUTIONS RURAL CAPITAL AREA

RFB #320-15-2502

Issue Date: Thursday, September 11, 2025

Response Deadline: Friday, September 26, 2025, 12:00 pm CST

RFB links:

ESBD Website https://www.txsmartbuy.gov/esbd?&page=1&agencyNumber=A1991 WSRCA website https://workforcesolutionsrca.com/procurement.

Workforce Solutions Rural Capital Area is an Equal Opportunity Employer/Program Auxiliary Aids and Services are available upon request to individuals with disabilities.

Relay TX: 711 or 1-800-735-2988 (Voice) or 1-800-735-2989 (TDD)

WSRCA - Public

TABLE OF CONTENTS

PART 1 - INTRODUCTION AND BACKGROUND

Rural Capital Area Workforce Development Board (RCAWDB), INC. d/b/a Workforce Solutions Rural Capital Area (hereinafter referred to interchangeably as the “Board,” “Workforce Solutions,” or “WSRCA” serves as the leadership and governing body for the area’s workforce system. The Board is charged with planning and oversight responsibilities for workforce programs and services in our nine-county region, Bastrop, Blanco, Burnet, Caldwell, Fayette, Hays, Lee, Llano, and Williamson Counties. Information on WSRCA services may be found at https://workforcesolutionsrca.com.

WSRCA is organized as a nonprofit corporation in the State of Texas, with tax-exempt status under IRS code 501(C) (3). WSRCA, a private, non-profit organization established in 1987, is part of the Texas Workforce Solutions Network, and one of twenty-eight boards in the State.

PART 2 - PROPOSAL INFORMATION

2.1 Purpose of Request For Bids

Workforce Solutions Rural Capital Area (WSRCA) is requesting bids from Texas HVAC Licensed and Experienced Commercial Businesses for Commercial HVAC Preventive Maintenance Services for 11 offices. WSRCA prefers one HVAC business to serve all 12 offices, however bids for one or more of the offices are welcome.

The Board’s offices are in Bastrop, Burnet, Cedar Park (2)– Board office, 2 suites and a second location, Giddings, LaGrange, Llano, Lockhart, Round Rock, San Marcos and Taylor.

2.2 Definitions

For this solicitation:

a) The words “Bidder,” “Offeror,” and “Proposer” are interchangeable and shall refer to an entity submitting a proposal in response to this RFB.

b) The words “Board,” “Workforce Solutions Rural Capital Area,” “WSRCA” and “RCA” are interchangeable and refer to the Workforce Solutions Rural Capital Area Board, the issuer of this RFB.

c) The term “Contractor” shall refer to entities awarded and entering a formal contract with WSRCA.

2.3 Procurement Standards

This REQUEST FOR BID (RFB) provides a uniform method for the procurement of specified services, providing for full and open competition. The services solicited under this RFB are provided under the Professional and Consulting Services Method outlined in Chapter 14 of the TWC Financial Manual for Grants and Contracts (FMGC).

The RFB contains the necessary background, requirements, technical specifications, information, and instructions for responding to the RFB.

An award will be made only to a proposer possessing the qualifications and demonstrated ability to perform successfully under the terms and conditions of a contract. This RFB is not to be construed to be a purchase agreement, contract or as a commitment of any kind. Nor does it commit WSRCA to pay for costs incurred in the preparation of a response or any other costs incurred prior to the execution of formal contract unless such costs are specifically authorized in writing by WSRCA.

2.4 Applicable Authorities

All contracts with WSRCA are subject to full compliance with applicable federal, state, and local laws, rules, regulations, and policies including, but not limited to the following:

· All applicable federal statues, regulations, policies, and guidance as presently in effect and may become effective during this Award.

2.5 Equal Opportunity/Non-Discrimination

As a condition of the award of financial assistance from the Department of Labor under Title I of WIOA, the grant applicant assures us that it will comply fully with the nondiscrimination and equal opportunity provisions of the following laws:

Section 188 of the Workforce Innovation and Opportunity Act of 2014 (WIOA), which prohibits discrimination against all individuals in the United States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and against beneficiaries on the basis of either citizenship/status as a lawfully admitted immigrant authorized to work in United States or participation in any WIOA Title I financially assisted program or activity.

· Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination on the bases of race, color, and national origin.

· Section 504 of the Rehabilitation Act of 1973, as amended, prohibits discrimination against qualified individuals with disabilities.

· The Age Discrimination Act of 1975, as amended, prohibits discrimination based on age.

· Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination of the basis of sex in education programs.

· The proposer also assures us that it will comply with 29 CFR Part 37 and all other regulations implementing the laws listed above. This assurance applies to the grant applicant's operation of the WIOA Title I financially 14 assisted program or activity, and to all agreements the grant applicant makes to carry out the WIOA Title financially assisted program or activity.

· In addition, the proposers’ assurance that it will fully comply with the nondiscrimination and equal opportunity provisions of the following:

· The Americans with Disabilities Act of 1990, as amended.

· The Non-Traditional Employment for Women Act of 1991, as amended.

2.6 Eligible Proposers

Proposers possessing the capacity and demonstrated ability to perform successfully under the terms and conditions of a contract with the Board may respond to this RFB.

Eligible proposers include those licensed in the State of Texas to provide HVAC services and experienced per the Scope of Work in this RFB. Minority, disadvantaged, veteran and/or women-owned businesses that are certified by the State as Historically Underutilized Businesses are encouraged to respond to this RFB.

Entities that are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency are not eligible to respond to this RFB or receive a contract.

2.7 Proposer Qualifications & Competencies

The Board is seeking proposals with the following qualifications:

a. Licensed HVAC in the State of Texas.

b. Demonstrated experience providing services in scope and size as listed in Part Four Scope of Work.

c. Capacity and demonstrated ability and experience to perform exceptionally under the terms and conditions of a contract with the Board are encouraged to respond.

2.8 Procurement Process

WSRCA will post the Request For Bids (RFB) 320-15-2502, all updates, and responses to questions, to the Texas Smart Buy Electronic State Business Daily (ESBD) https://www.txsmartbuy.gov/esbd?&page=1&agencyNumber=A1991 and the WSRCA website https://workforcesolutionsrca.com/procurement. It is the responsibility of each proposer to periodically check the websites for updates.

2.9 Point of Contact

The WSRCA point of contact for this solicitation is Nellie Reyes, Director of Procurement and Contract Administration. Proposals and questions will be submitted to Nellie Reyes at board.procurement@ruralcapital.net per the timeline listed in the procurement schedule below.

2.10 Procurement Schedule

The following schedule is subject to change at the discretion of WSRCA. Changes will be posted to the ESBD and WSRCA Websites.

2.11 Proposal Submission Due Date

Proposals are due Friday, September 26, 2025, 12:00 pm to Nellie Reyes, Director of Procurement at board.procurement@ruralcapital.net. The proposals must meet the format requirements described in Part 6, Proposal Preparation and Submission.

Proposals not meeting the submission requirements will not be eligible for evaluation.

Proposals received after the due date and time will NOT be accepted or considered under this procurement. No exceptions will be made to this requirement for any reason. The timely delivery of proposals is the sole responsibility of the proposer. WSRCA is not responsible for any failures and/or errors of omission. Disputes concerning late or non-delivered proposals cannot be appealed. Any proposals or amendments received after the specified deadline will not be considered and will be deemed as late and non-responsive. Any proposals or amendments received after the specified deadline will not be considered for review and will be deemed late and non-responsive.

2.12 Withdrawal of Proposals

A submitted proposal may be withdrawn at any time prior to the scheduled due date by sending a request to Nellie Reyes at board.procurement@ruralcapital.net. A withdrawn proposal will not be considered for review or award and will become the property of WSRCA.

2.13 Open Records and Texas Public Information Act

Proposers are hereby notified WSRCA strictly adheres to the Texas Public Information Act, Government Code, Chapter 552, to all statues, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information. Proposals submitted in response to the RFB are subject to the Texas Public Information Act, Government Code, Chapter 552, and may be disclosed to the public upon request. Therefore, any confidential, privileged, or proprietary information contained within a proposal must be clearly identified by the proposer in the proposal itself (each applicable page clearly marked). Such information will be kept confidential by WSRCA to the extent permitted by State law.

The Board may seek to protect from disclosure all information submitted in response to this RFB until a final agreement is awarded. Upon execution of a final agreement, the Board will consider all information documentation, and other materials requested to be submitted in response to this RFB to be of a non-confidential and non-propriety nature; therefore, subject to public disclosure under Chapter 552.001.

Proposers will be notified of a request for public information that applies to their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information protected from release is found in Sections 552.101, 552.110, 552.113 and 552.131 of the Government Code.

PART 3 - CONTRACT INFORMATION

3.1 Award

This is a competitive procurement utilizing the Request For Bids (RFB) method. The proposals most advantageous to WSRCA in terms of proposer’s qualifications and bids will be recommended for contract negotiations. An award will be given to an eligible business possessing the qualifications and demonstrated ability to perform successfully under the terms and conditions of a contract with WSRCA.

3.2 Contract Period

The Board intends to negotiate a contract with the successful bidder for an initial period of one (1) year, beginning on or after October 1, 2025, and ending September 30, 2026, with an option to renew annually for up to three additional terms based on performance, need, funding availability, and on the Contractor’s performance, compliance. WSRCA reserves the right to terminate any contract prior to, or extend the end date, at any time based on Contractor performance.

3.3 Funding

WSRCA reserves the right to negotiate fees and costs with any vendor who is qualified. Funding for the contract agreement is made possible from Federal and State workforce program allocations contracted to WSRCA through the Texas Workforce Commission. Any contract award resulting from this RFB will be subject to early termination in the event Federal and/or State funding from Texas Workforce Commission is terminated or reduced to aa level where continued funding of contracted services is no longer feasible. Such termination shall be without penalty. The selected contractor must be willing to accept this funding Clause and incorporate it into any resulting contract agreement.

3.4 Contract Re-Assignment

If a Contractor fails to perform as required or expected, WSRCA reserves the right to terminate the contract and assign the contract in whole or in part, to a similarly ranked proposal obtained through this procurement, subject to successful contract negotiations. WSRCA may choose an alternative means of reassigning the contract based on its best interests. The Contractor may not reassign any aspect of the contract.

PART 4 - SCOPE OF WORK

4.1 Deliverables

WSRCA is requesting the following comprehensive Commercial HVAC Preventive Maintenance Services for each of the eleven workforce offices to ensure HVAC units are running efficiently and to help prevent repair orders by identifying any potential issues upfront and addressing them through preventive maintenance.

Warranty and Post-Service Support – Maintenance Services As part of this procurement for HVAC maintenance services, vendors are required to provide detailed information regarding warranty and post-service support policies. Specifically, the proposal must address the following:

a. The warranty coverage provided for maintenance work performed, including labor and any replacement parts used during routine service.

b. Procedures for reporting and resolving any HVAC issues that arise after a scheduled maintenance visit has been completed.

I. Preventive Maintenance Services

a) Change air filters quarterly (4)

b) Change belts as needed

c) Provide belts and air filters

d) Audio and visual check during additional filter changes

e) Check evaporator and condensing unit coils and clean coils as necessary

f) Check/clean condensation lines

g) Change belts during spring

h) Check HVAC motor capacitors to ensure they are within their rating

i) Identify potential issues

II. Refrigerant Containment Service

a) Conduct a leak test and report needed repairs on any equipment found low on refrigerant in accordance with all federal, state, and local regulatory guidelines.

III. HVAC Unit Tune-Up (Bi-annually)

a) Check all electrical components, amp draw and voltage reading

b) Ensure electrical component connections are secure and without corrosion

c) Check and clear drain lines

d) Test controls of air conditioning unit including thermostat, relays and compressor

e) Thermostat Re-calibration - ensure correct settings for comfort and energy efficiency

f) Filter Replacement - change the air filter to maintain airflow and cooling efficiency

g) Clean outside condenser coil

h) Lubricate moving parts to prevent wear

i) Check refrigerant levels (Refrigerant Monitoring)

j) Check temperature split

k) Conduct visual inspection of duct work and unit

l) Inspect burner, flame sensor and heat exchanger

m) Inspect gas units for any leaks

n) Inspect Blower motor and inducer motor

IV. Service Documentation

a) Coordinate services with WSRCA Contacts

b) Obtain prior approval for all repairs

c) Provide documentation of services provided

d) Provide notice prior to scheduled visits

e) Provide calendar with scheduled visits for each location

f) Provide detailed estimates for all potential workorders

g) Submit invoices after each service, names of each office, date of service for each location and cost per office/ or quarterly rate

V. Supplemental Repair Services

a) List of any supplemental HVAC services available to WSRCA such as plumbing and electrical services and discounts for HVAC repair services.

VI. Warranty services coverage for labor, materials, equipment

a) The warranty coverage provided for maintenance work performed, including labor and any replacement parts used during routine service.

b) Procedures for reporting and resolving any HVAC issues that arise after a scheduled maintenance visit has been completed.

VII. HVAC Service Costs

a) Costs for the services requested above

b) Costs for request for HVAC repair services

VIII. Office Locations

a) Provide HVAC services for the offices listed in the chart.

PART 5 - PROPOSAL REVIEW AND EVALUATION PROCESS

5.1 Proposal Review and Evaluation

The selection of award of a contract resulting from this RFB will be made only to a responsible contractor who has demonstrated competence and qualifications, including but not limited to a satisfactory record of past performance; integrity and business ethics; and ability to meet the requirements and expectations of this RFB.

5.2 Evaluation Process

The evaluation process will consist of the following:

a. All proposals received by the submission deadline will be reviewed for initial responsiveness to the compliance, requirements, technical specifications, and other criteria of the RFB conducted by the Board staff.

b. All proposals deemed “responsive” will be evaluated/scored by a designated review team. Proposals will be evaluated on specific criteria using a standardized instrument.

c. Selection and Award of a contract will be made based on demonstrated competence and qualifications per the evaluation criteria.

d. Costs are deemed fair and reasonable, are consistent with stated services.

e. Proposal will be scored independently by each evaluator. The evaluation results will be ranked based on the average scores of the evaluation team.

f. Board staff may conduct a verification of references in the proposals.

g. Presentations of scoring and recommendations to the CEO.

h. Final selection and award of contract shall be made by the CEO.

i. Select proposers may be requested to participate in a question-and-answer session with the Board as part of their deliberations.

j. All contract awards will be considered conditional, pending a pre-award review and successful completion of contract negotiations.

NOTE: The Board is not required to contract with the entity receiving the highest score/ranking because of the evaluation process. The Board reserves the right to depart from the scoring/ranking if it deems such departure better serves the value and interests of the Board and the workforce system’s customers.

5.3 Evaluation Criteria

Proposals must achieve an overall score of 70 to be considered for selection and award of funds. Proposals will be evaluated based on proposer’s responses to questions asked and information requested in this RFB.

The evaluation criteria and point values are as follows:

HUB 5

A certified Historically Underutilized Business (HUB) will receive 5 additional bonus points for a total of 105 points. Five (5) bonus points will be awarded to responsive proposals submitted by a HUB certified by the Texas Comptroller of Public Accounts, or another bona fide certifying agency. HUBs must identify their certifying agency on the cover sheet and attach a copy of the notice of certification to be eligible for points awarded under this section. Certifications that are expired or do not meet the criteria specified shall not be considered for the five additional points.

PART 6 - PROPOSAL PREPARATION AND SUBMISSION

6.1 Instructions for Submitting a Proposal-Bid

Prepare the proposal in the following format: typed, spaced 1.5, font - Times, Verdana 12pt-font, .5 header/footer, 1 inch right/left margins, one sided only, one column, and submitted on 8 ½ x 11-inch format. Ensure all documents are legible.

The proposal including attachments should be in one document, not attached as several individual documents and in the order listed in 6.3 Proposal Submission Order. Any confidential or proprietary information should be clearly marked as such.

Proposals must be submitted to Nellie Reyes board.procurement@ruralcapital.net.

Proposals and/or amendments will be deemed non-responsive and not considered for review or award if they are submitted after the RFB deadline, Friday, September 26, 2025, 12:00 PM. Emphasis must be placed on addressing all the requirements of this RFB in a clear and concise manner. All documents submitted must be legible, complete, and fully assembled.

6.2 Proposal Validity Period

Proposals submitted in response to this RFB shall remain valid for WSRCA’s acceptance for a minimum of one hundred twenty (120) calendar days after the submittal deadline, to allow for evaluation, selection, and Board action.

6.3 Proposal Submission Order

The proposal must be submitted with all required documents assembled and clearly marked in accordance with Attachment A Response Checklist/Order of Submission.

ATTACHMENT A RESPONSE CHECKLIST ORDER SUBMISSION

Use the checklist to ensure documents and information are included in the order listed on the checklist. Include the Checklist as the first document.

ATTACHMENT B PROPOSAL COVER SHEET

All items on the Proposal Cover Sheet must be completed. Identify a liaison or primary contact person, as well as the Signatory Authority – a person with the legal authority to negotiate and sign a contract on behalf of the proposing organization. The same person should also sign all certifications.

ATTACHMENT C CERTIFICATION PROPOSER & SIGNATORY AUTHORITY

This form signed by the signatory authority certifies the proposal information is true and correct.

TABLE OF CONTENTS

Proposals must include a Table of Contents Items must be in the order specified on Attachment A Response Checklist.

6.4 Proposal Response

Proposers should address each statement for each criterion to provide a complete description of the proposed plan for providing Commercial HVAC Prevention Maintenance Services as listed in Part 4. Scope of Work. and Exhibit B. WSRCA Office Locations Chart. Narrative responses for each item should be clear, concise, and relevant.

Please respond and label each area in the same order as provided below. Include all required attachments. If selected and approved for the award of a contract, this section will be used as the basis for the Statement of Work.

Demonstrated Capabilities & Qualifications (20 points)

1. Number of Years of Commercial HVAC Experience.

2. Commercial HVAC License Number.

3. Have you previously provided HVAC services for WSRCA: Y N

a. If yes, how many years: and provide the period.

4. Number of employees.

5. Experience level of employees.

a. Describe the experience level of staff providing general preventive services.

b. Describe the experience of the staff providing the HVAC Unit Tune-Up services.

Commercial HVAC Preventive Maintenance Services (30 Points)

1. List the office locations you propose to service from the WSRCA Office Locations Chart.

2. Provide a proposed maintenance calendar for the office locations you propose to serve.

3. Describe the preventive maintenance services your business will provide, reference to the Scope of Work.

4. Describe any additional services you provide that are not listed in the Scope of Work.

5. Describe any supplemental HVAC service you provide, reference the Scope of Work.

6. Describe how your HVAC preventive services will prevent future HVAC repair services for WSRCA offices.

Warranty Services (20 Points)

Describe clear details regarding warranty coverage for all labor, materials, and equipment supplied or serviced under a contract.

1. Describe the warranty coverage provided for maintenance work performed, duration and scope of warranty coverage for all services performed.

2. Describe the procedures for reporting and resolving issues that arise after service has been completed.

3. Describe the response time expectations for warranty-related callbacks.

4. Describe any exclusions or conditions that may limit or void the warranty.

5. Describe whether subsequent visits are required to address post-service issues are covered under the warranty or billed separately.

Bid-Budget (30 points)

1. Provide the cost of an annual Commercial HVAC Preventive Maintenance Plan, reference the number of offices from Exhibit B. WSRCA Office Locations Chart.

2. Provide the cost for supplemental HVAC services you provide.

3. Provide the cost, discount fees if any for warranty repairs.

Historically Underutilized Business / Bonus (5 bonus points)

1. Provide a statement if your organization is a HUB.

2. HUBs must attach a copy of the notice of certification to be eligible for these points. Copy of HUB Certification must be attached in accordance with Attachment A Response Checklist.

TOTAL POSSIBLE POINTS 105 Points

6.5 Selection and Award Announcement

WSRCA will officially select and award a contract to the successful proposer. Once the Board officially awards the contract, all proposers will be notified in writing of the selection of the award within 10 business days of the decision. Notification of selection/non-selection will be emailed to proposers.

6.6 Inquiry And Appeal Process

WSRCA is the responsible authority for handling complaints or protests regarding the procurement and proposal selection process. This includes, but is not limited to, disputes, claims, protests of selection or non-selection for award, or other matters of a contractual or procurement nature. Matters concerning violation of laws shall be referred to such authority as may have proper jurisdiction. Note: Scoring is not grounds for an appeal unless there are material violations of the procurement process. Proposers who wish to protest a decision must utilize the process in Part 7. Exhibit B. Inquiry And Appeal Process.

PART 7 - EXHIBITS

This section provides two exhibits important to the RFB. Proposers are responsible for reviewing each of the exhibits.

Exhibit A – Inquiry And Appeal Process Exhibit B WSRCA Office Locations Chart

PART 8 - ATTACHMENTS

This section provides the attachments to complete and submit with the proposal and bid.

EXHIBIT A – INQUIRY ANY APPEAL PROCESS

WSRCA is the responsible authority for handling complaints or protests regarding the procurement and proposal selection process. This includes, but is not limited to, disputes, claims, protests of selection or non-selection for award, or other matters of a contractual or procurement nature. Matters concerning violation of laws shall be referred to such authority as may have proper jurisdiction. Note: Scoring is not grounds for an appeal unless there are material violations of the procurement process.

Step 1. Requests for Debriefing – Proposers not selected by this procurement process may appeal the Board decision by submitting a written request for debriefing to obtain information on the procurement process and how their proposal or offer was received and ranked within fifteen (15) working days of the receipt of the Board notification of the procurement decision. The request for debriefing must be sent by registered mail or hand delivered (please request a receipt) clearly identified externally as “Dated Material” and addressed to:

Paul Fletcher, Chief Executive Officer Workforce Solutions Rural Capital Area 701 E. Whitestone Blvd. Suite 200 Cedar Park, TX 78613

The Board shall acknowledge receipt of the request for debriefing in writing within three (3) days of receipt, along with the date and time of the scheduled debriefing. The debriefing shall be scheduled, as soon as possible, and no later than fifteen (15) working days from the receipt of the request for debriefing. See Exhibit B Appeals Process for additional information and guidance.

Step 2. Debriefing – The purpose of the debriefing is to promote the exchange of information, explain the Board proposal evaluation system, and help unsuccessful proposers understand why they were not selected. In the debriefing the respondent will obtain information on the procurement process, including the proposal evaluation process. Materials provided in the debriefing include a blank copy of the proposal scoring sheet used by readers, spreadsheet of rankings provided to the Board of Directors, and written evaluators’ comments. Board staff will meet with the appealing party and review how the appealing party’s proposal or bid was scored or ranked. Bidders and proposers can gain a better understanding of the Board procurement processes and how to improve their bids or proposals. The debriefing is an educational opportunity for proposers, which hopefully will help them to improve the quality of any future proposals.

Step 3. Written Notice of Appeal – If, after the debriefing, the appealing party wishes to initiate the appeals process, they must submit to the Board a Notice of Appeal. This written notice must clearly state that it is an appeal and identify the funding decision being appealed (i.e. specific date of the RFB, or the Workforce Board of Directors’ action); the name, address, and phone number of the appealing party(s); and specify the grounds of the appeal, including evidence to substantiate the grounds.

A Notice of Appeal must be received by the Board within ten (10) days of receipt of the Board debriefing meeting. All appeals must be filed with and received by the Office of the CEO of the Board during normal business hours (Monday through Friday, 8:00 a.m. to 5:00 p.m., CST). Any appeal received after 5:00 p.m. (CST) shall be deemed filed on the next business day. The failure of a bidder to file a timely appeal in accordance with this policy shall be deemed as a waiver of the Bidder’s right to appeal or otherwise challenge any action or decision of the Board and the action or decision of the Board shall be deemed final in all respects. The Notice of Appeal must be sent by registered mail or hand delivered (please request a receipt) clearly identified externally as “Dated Material” and addressed to:

Paul Fletcher, Chief Executive Officer Workforce Solutions Rural Capital Area 701 E. Whitestone Blvd. Suite 200 Cedar Park, TX 78613

E-mail notices are accepted at any stage of the appeals process. The appealing party is solely responsible for the timely submission/receipt of the notice of appeal to the Board. Failure to follow the requirements of this policy shall be deemed as a waiver of the appealing party’s right to an appeal and the action or decision of the Board shall be deemed final in all respects.

All Appeals must contain the following information:

1. Identification of the specific procurement being appealed;

2. The contact’s name, address, phone, and e-mail address of the appealing party;

3. The specific grounds for the appeal;

4. A detailed statement of all disputed issues of material and relevant facts surrounding the action/decision taken and the alleged violations because of such action/decision;

5. A copy of any documents(s) upon which the Bidder relies to support their contention that the action/decision of the Board should be reversed or modified;

6. A request for a hearing; and

7. A statement of relief sought by the Bidder.

Written acknowledgement of receipt of the Notice of Appeal will be provided to the appealing party within ten (10) working days of the receipt of the Notice of Appeal. The Board shall provide the appealing party with the date and time of the next step, the Informal Hearing.

Step 4. Informal Hearing – An Informal Hearing will be held at the offices of Workforce Solutions Rural Capital Area within fifteen (15) working days of the receipt of the Notice of Appeal. The CEO’s designee shall act as the Hearings Officer and will meet with the appealing party to discuss specific concerns and grounds for the appeal that were identified in the Notice of Appeal. The Board and the appealing party shall seek in good faith to resolve any or all the issues identified in the appeal. Failure of the appealing party to attend or participate in good faith in the Informal Hearing shall be deemed as a waiver of the appealing party’s right to a Formal Hearing and the action or decision of the Board shall be deemed final in all respects. The Hearing Officer may recommend to the Board’s CEO any appropriate actions allowable under applicable rules and regulations and consistent with agency policies to resolve issues raised at the Informal Hearing. If the appealing party agrees in writing with the decision/action of the Hearing Officer, the appeal shall be ended at this point.

Step 5. Request for a Formal Hearing – If the appealing party is not satisfied with the results of the Informal Hearing, they must inform the Hearing Officer, in writing, no later than fifteen (15) working days from the date of the Informal Hearing of the intent to proceed with the appeal. A request for a Formal Hearing must be made in writing and delivered to the Board pursuant to the instructions for submitting written notices of appeals in Step 3 above. The Request for Formal Appeal must state the specific grounds for the appeal and the remedy(ies) requested. Within fifteen (15) working days of receipt of this written request, the Hearing Officer will respond, in writing, to inform the appealing party of the time, date and place of the next step – the Formal Hearing.

Step 6. Formal Hearing – The Formal Hearing shall be conducted within fifteen (15) working days of the date of the Request for Formal Hearing. An independent Hearing Officer selected by the CEO will conduct the Formal Hearing of the appeal. The Hearing Office will deal only with those issues identified in the original notice of appeal. The Hearing Officer will consider the facts presented as the grounds for the appeal and remedies requested. The Hearing Officer may request additional information from Board staff or the appealing party. After full review, the Hearing Officer will render his/her decision not later than fifteen (15) working days from the date of the Formal Hearing. The Hearing Officer’s decision shall be provided to both parties in writing. The recommendation/decision of the Hearing Officer shall be presented to the Workforce Solutions Rural Capital Area Board of Directors for consideration and possible action at its next scheduled meeting, in the event the Hearing Officer sides with the appealing party. The Board is NOT obligated to accept the Hearing Officer’s decision and/or recommendations. The Board’s decision shall be considered final, and the end of the appeals process at the local level.

A postponement or continuance of the Informal Resolution Conference and/or Formal Hearing may be granted to the appealing party only upon written request filed with the Office of the CEO of the Board not less than three (3) calendar days (unless in cases of emergency) prior to the scheduled date of the Informal Resolution Conference and/or Formal Hearing. Such a request shall specify the reason(s) for the request for 15 postponement or continuance. Requests for a postponement or continuance may be submitted in person, by fax or e-mail to the Office of the CEO of the Board. If a postponement or continuance is granted, the Informal Resolution Conference and/or Formal Hearing will be rescheduled at a date acceptable to the Hearing Officer, the Board, and the appealing party. The outcome of an appeal at the local level shall be disclosed to the Texas Workforce Commission (TWC).

Miscellaneous – In all instances, information regarding protest/dispute will be disclosed to the Texas Workforce Commission (TWC). TWC’s Financial Manual for Grants and Contracts provides for limited appeals of any local decision.

EXHIBIT B WSRCA OFFICE LOCATIONS CHART

Board Office Suite 200 8am–5pm M–F 701 E. Whitestone Blvd.

Cedar Park, Texas 78613

(512) 244-7966 13 20X20X1

Board Office Suite 210 8am–5pm M–F 701 E. Whitestone Blvd.

Cedar Park, Texas 78613

(512) 244-7966 8 20X20X1 2 24X30X1

Child Care Office

1101 Arrow Point Dr #401 Cedar Park, TX 78613

(512) 260-1937 6 16X25X2

Bastrop Workforce Center

53 Loop 150 West Bastrop, TX 78602

(512) 303-3916 1 20X20X1 1 16X20X1 4 16X25X2

Burnet Workforce Center

1001 West Buchanan Dr. Suite 1 Burnet, TX 78611

(512) 756-6769 3 20X25X1

Giddings Workforce Center

164 West Austin Street Giddings, TX 78942

(979) 542-1740 2 24X24X1 4 20X20X1

LaGrange Workforce Center

851 S Reynolds St La Grange, TX 78945

(979) 968-8553 1 20X36X1 1 20X24X1

Llano Workforce Center

120 Dallas St Llano, TX 78643

4 20x20x1

Lockhart Workforce Center

1711 South Colorado Street Unit G Lockhart, TX 78644

(512) 398-3491 2 20X31X1

Round Rock Workforce Center

575 Round Rock West Dr Building H, Suite 240 Round Rock, TX 78681

(512) 244-2207 25 20X20X1

San Marcos Workforce Center

4794 Transportation Way Building 5, Suite 500 San Marcos, TX 78666

(512) 392-1291 6 20x20x1 1 16x20x1 2 20x22x1

Taylor Workforce Center

111 W. 3rd Suite 200 Taylor, Texas 76574

4 20x20x1

ATTACHMENT A – RESPONSE CHECKLIST/ORDER OF SUBMISSION

1. Confirm the requested information is included by noting Yes or No.

2. To ensure reviewers can easily identify your answer, please list the proposal page that contains each response on Page# column.

Yes/No Page #

Attachment A – Response Checklist/Order of Submission

Attachment B – Proposal Cover Sheet

Attachment C - Certification Proposer & Signatory Authority

Table of Contents

Executive Summary

Organizational Chart

Proposal Narrative & Forms

Attachment D - Business References Form

HVAC License

Certificate of Liability

Certification of Historically Under-utilized Business, if applicable

Attachment E - Certification Regarding Lobbying, Debarment, Drug Free

Attachment F - Certification Regarding Texas Corporate Franchise Tax

Attachment G - Certification Regarding Conflict of Interest

Attachment H - Certification of State Assessment

Attachment I - TWC Undocumented Worker Certification

Attachment J - Texas Sales & Use Tax

Attachment K – Texas Family Code Compliance Child Support

Attachment L - Non-Discrimination & Equal Opportunity

Attachment M – Governing Provisions and Limitations

Attachment M -Administrative Requirements and Other Limitations

ATTACHMENT B – PROPOSAL COVER SHEET

COMMERCIAL HAVC PREVENTIVE MAINTENANCE SERVICES 320-15-2502

Legal Name of Proposing Entity

Mailing Address

Authorized Contact/ Signatory Authority

Phone Number

Fax Number

E-Mail

· Private non-profit

· Government Agency

· Partnership

· Sole Proprietor/Entity

· Other (specify)

Amount of Bid

Federal EIN

Texas State Comptroller ID Number

Firm License Number and State

· No

Proposal Authorization I, the undersigned, hereby certify and warrant that I am fully authorized to submit this proposal on behalf of the organization represented and to legally bind the organization to all the terms, performances, and provisions as herein set forth.

Submitting a proposal for:

HVAC PREVENTIVE MAINTENANCE SERVICES

Typed Name & Title of Authorized Signatory

Signature

Date

ATTACHMENT C - CERTIFICATION PROPOSER & SIGNATURE AUTHORITY

I hereby certify that the information contained in this proposal and any attachments is true and correct and may be viewed as an accurate representation of proposed services to be provided and the administrative, management and financial systems of this organization. I certify that no employee of Workforce Solutions Rural Capital Area has assisted in the preparation of this proposal.

I acknowledge that I have read and understand the requirements and provisions of the RFB and that the organization will comply with applicable local, state, and federal regulations and directives in the implementation of the program. I also certify that I have read and understand the Attachment M Governing Provisions and Limitations and the Attachment N Administrative Requirements and Other Limitations presented in this RFB and will comply with the terms.

This proposal is a firm offer for a minimum of 90 days.

other entity named as Respondent herein and that I am authorized to sign this proposal and submit it to the Workforce Solutions Rural Capital Area Workforce Board on behalf of said organization by authority of its governing body. I am the signatory authority.

(Signature)

(Address)

(Phone)

Subscribed and sworn to before me this day of

, 2025 , at __________________, ________________ County, State of _____________.

Notary Public in and for County, _____________.

SEAL

ATTACHMENT D - BUSINESS REFERENCES FORM

Contact Name

Address, City, State, Zip

Phone Number

Fax Number

E-•-Mail Address

Types of Insurance Services Provided

Contract Term (To/From) Dates

Contact Name

Address, City, State, Zip

Phone Number

Fax Number

E-•-Mail Address

Types of Insurance Services Provided

Contract Term (To/From) Dates

REFERENCE #3:

Company Name

Contact Name

Address, City, State, Zip

Phone Number

Fax Number

E-•-Mail Address

Types of Insurance Services Provided

Contract Term (To/From) Dates

ATTACHMENT E – CERTIFICATONS REGARDING LOBBYING, DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS, AND DRUG-FREE WORKPLACE REQUIREMENTS

Lobbying: This certification is required by the Federal Regulations, implementing Section 1352 of the Program Fraud and Civil Remedies Act, Title 31 U.S. Code, for the Department of Education (34 CFR Part 82), Department of Health and Human Services (45 CFR Part 93).

The undersigned contractor certifies that:

(1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement.

(2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, and officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form — LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, sub grants, and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly.

Debarment, Suspension, and Other Responsibility Matters: This certification is required by the Federal Regulations, implementing, Executive Order 12549, Government-wide Debarment and Suspension, for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668 and 682), Department of Health and Human Services (45 CFR Part 76).

The undersigned contractor certifies that neither it nor its principals:

(1) Are presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency.

(2) Have not within a three-year period preceding this contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, State or Local) transaction or contract under a public transaction, violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

(3) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses enumerated in Paragraph (2) of this certification.

(4) Have not within a three-year period preceding this contract had one or more public transactions terminated for cause or default. Where the prospective recipient of federal assistance funds is unable to certify any of the statements in this certification, such prospective recipient shall attach an explanation to this certification.

Drug-Free Workplace: This certification is required by the Federal Regulations, implementing Sections 5151-5160 of the Drug-Free Workplace Act, 41 U.S.C. 701; for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668 and 682), and Department of Health and Human Services (45 CFR Part 76).

The undersigned contractor certifies that it shall provide a drug-free workplace by:

(1) Publishing a policy statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the consequences of any such action by an employee.

(2) Establishing an ongoing drug-free awareness program to inform employees of the dangers of drug abuse in the workplace, the Contractor's policy of maintaining a drug-free workplace, the availability of counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed on employees for drug abuse violations in the workplace.

(3) Providing each employee with a copy of the Contractor's policy statement.

(4) Notifying the employees in the Contractor's policy statement that as a condition of employment under this contract, employees shall abide by the terms of the policy statement and notifying the Contractor in writing within five days after any conviction fora violation by the employee of a criminal drug statute in the workplace;

(5) Notifying Workforce Solutions within ten days of Contractor's receipt of a notice of a conviction of an employee; and,

(6) Taking appropriate personnel action against an employee convicted of violating a criminal drug statute or requires such employee to participate in a drug abuse assistance or rehabilitation program.

These certifications are a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering this transaction.

Signature of Authorized Official Date

Name, Title Name of Organizat

ATTACHMENT F – TEXAS CORPORATE FRANCHISE TAX CERTIFICATION

Pursuant to Article 2.45, Texas Business Corporation Act, State agencies may not award grants to for profit corporations that are delinquent in making state franchise tax payments. The following certification that the corporation entering this grant award is current in its franchise taxes, must be signed by the individual authorized on Form 2031, Corporate Board of Directors Resolutions, to sign the grant award for the corporation.

The undersigned authorized representative of the corporation certifies that the following indicated statement is true and correct and that the undersigned understands making a false statement is a material breach of the contract award and is grounds for contract cancellation.

Indicate the certification that applies:

The Corporation is a for-profit corporation and certifies that it is not delinquent in its franchise tax payments to the State of Texas.

The Corporation is a non-profit corporation or is otherwise not subject to payment of franchise taxes to the State of Texas.

Signature Date

Typed Name and Title

Name of Organization

ATTACHMENT G – CERTIFICATION REGARDING CONFLICT OF INTEREST

By signature of this proposal, Proposer covenants and affirms that:

1. No manager, employee or paid consultant of the Proposer is a member of the Board, the Chief Executive Officer, or an employee of Workforce Solutions Rural Capital Area.

2…