ESBD_480979_1769115466767_Addendum 1 - RFP 2026-P06.pdf

ADDENDUM #1

RFP 2026-P06 HVAC – Preventative Maintenance & Repair Services, Countywide

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB - Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@hayscountytx.gov

January 22, 2026

Please find attached Addendum #1 to RFP 2026-P06 HVAC – Preventative Maintenance & Repair Services, Countywide. All questions were answered by Hays County staff.

Attached to Addendum 1:

• Questions & Answers

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@hayscountytx.gov

Questions & Answers

Questions:

1. Will there be a scheduled site walkthrough for this solicitation?

• A site visit will not be done prior to the proposal deadline due to liability concerns with uninsured vendors climbing on our various roofs.

2. The RFP references filter changes occurring at varying frequencies (biannual and quarterly).

Since filter pricing is dependent on replacement frequency, will the County provide a list identifying which units require each filter change interval?

• A list does not exist, nor have we ever provided one when soliciting for RFPs for HVAC services. Each unit’s make and model have been provided in the solicitation document for potential respondents to review so they can submit pricing accordingly.

3. Will the County confirm whether the equipment list and quantities provided in Attachment B are complete and current, or should vendors anticipate additions or removals during the contract term?

• The information provided in the solicitation is the most up-to-date information. If at any point during the contract period a new unit is replace, added, or removed a contract amendment will be issued to update the preventative maintenance list.

4. Will the County identify which locations or routes require two preventive maintenance visits per year versus four, or should vendors assume the maximum frequency when pricing?

• Per Attachment B, every location and their respective units will receive a Spring and Winter PM.

• If a unit requires additional filter changes, then it is noted under the “2 Addt Filter replacements” column, and respondents are expected to note the total price to conduct the two additional filter replacements.

• If a unit requires more than 2 PM, 2 Additional filter changes, then there is an additional “2 Addt Filter replacements” column on Attachment B. For example, Public Safety Building RTU-1. This unit needs a Spring and Winter PM (including filter changes), and an additional 4 filter changes throughout the year.

• If there is a N/A in the column that means that services is not needed, if there is space to include pricing then Hays County has identified the need for service and the frequency.

5. For emergency, after-hours, weekend, or holiday service calls, should labor be billed at the same rates listed in Attachment A, or are separate labor rates permitted?

• On Attachment A, there are areas to list your after-hours, weekend, and holiday rates per hour. The rates listed in Attachment A must be the rate at which the County is billed during the contract term.

6. Is there a maximum allowable markup percentage for parts and materials, or will markup be evaluated competitively based on vendor proposals?

• There is no maximum allowable markup for parts and materials, but the markup will be competitively evaluated.

7. If multiple contractors are awarded, how will service calls be assigned (e.g., geographic assignment, rotation, primary/secondary designation, or lowest cost per call)?

• The intent is to award to one vendor.

• If the County does award to multiple vendors, per the solicitation a primary and secondary provider will be identified. The secondary provider would only be utilized if the primary is unable to respond when needed.

8. Does the County require service and preventive maintenance reports to be submitted in a specific format or system (such as a County CMMS), or may contractors use their standard reporting format?

• The vendor can utilize your forms and reports. You can provide examples of them in your proposal within the appendix section.

9. Are you able to provide a filter count for the AAON units of what filters are being requested to be changed.

• See Question 2.

10. We are reviewing RFP 2026-P06 and plan to submit a proposal. Could you please advise if a filter list is available that includes filter sizes, quantities, and MERV ratings by unit and/or location?

• See Question 2.

11. Additionally, we are requesting a job walk/site visit to review equipment access, configurations, and filter access so preventative maintenance labor can be properly planned.

• See Question 1.

12. Hello, I want to verify that the AAON units listed at the government center are not listed twice. I noticed they are listed at the beginning of the equipment list and again in the same order with the same tonnages later in the list.

• They are not listed twice.