ESBD_482240_1770241820423_HHS0016924 Solicitation Addendum Acknowledgement 2.pdf

This Solicitation Addendum Acknowledgement form pertains to Invitation for Bid HHS0016924 issued by the Texas Health and Human Services Commission (HHSC) and the Department of State Health Services (DSHS) for energy-efficient commercial ice machines and associated services. The procurement requires 16 Manitowoc CNF0201A nugget ice machines, 8 Manitowoc KDT0402a cube ice machines with 8 Manitowoc SPA162 hotel-style ice dispensers, 24 TP-2000 water filter systems, and comprehensive preventative maintenance services including biannual cleaning and sanitization, water filter replacement, condenser coil inspection, and refrigerant charge verification. A mandatory site survey was initially scheduled for January 26, 2026, at 10:00 AM CST but was canceled due to weather and facility closure, with the rescheduled site survey set for January 29, 2026, at 10:00 AM CST at the North Austin Complex (4601 W Guadalupe Street, Austin, TX 78751), with a second location at the PCS campus (1100 W 49th Street, Austin, TX 78756). The questions and answers deadline was changed to February 3, 2026, at 5:00 PM CST, and the solicitation due date was extended to February 17, 2026, at 10:30 AM CST. The initial contract term runs through August 31, 2026, with three optional one-year renewal periods through August 31, 2029, and a potential one-year extension, with an anticipated contract start date in March 2026.

Pricing must be firm and fixed for the life of the contract in U.S. dollars only, considered all-inclusive with no additional reimbursable expenses, though price adjustments may be permitted during renewals using the Consumer Price Index formula or based on federal minimum wage increases subject to HHSC approval. The vendor must guarantee a 24-hour response time for on-demand repairs and a 4-hour response time for after-hours emergency services, with all labor, parts, tools, and equipment included in fixed pricing. Installation services must include pre-installation surveys, equipment delivery and staging, utility connections, leveling and calibration, initial startup procedures, and removal of old equipment and debris at both locations. All replacement parts must be new or reconditioned to manufacturer specifications with 90-day warranties. The procurement is classified as NIGP Class 74045 with an expected contract value of $100,000 or more, triggering Historically Underutilized Business (HUB) subcontracting requirements with a statewide utilization goal of 26% for other services contracts; all respondents must submit a completed HUB Subcontracting Plan (Exhibit E), along with completed HHS Solicitation Affirmations (Exhibit A) and a Pricing Sheet (Exhibit C), with failure to submit any mandatory exhibit resulting in bid disqualification. Award will be made to the bidder offering the best value to the state based on meeting or exceeding specifications, ability to meet delivery requirements, and pricing considerations.