HVA-110826-51 RFP_Package.pdf

BROWNSVILLE NAVIGATION

DISTRICT OF CAMERON

COUNTY, TEXAS

Request for Proposals for HVAC Assessment and Maintenance for the Port of Brownsville Facilities

RFP# HVA-110826-51

Pre-Proposal Date - NA

Closing Date –Tuesday, September 15, 2026

2:00 PM TEAMS VIDEO CONFERENCE

Brownsville Navigation District • 1000 Foust Road • Brownsville, TX 78521

(956) 831-4592 • (800) 378-5395 • Fax (956) 831-5006 • portofbrownsville.com www.bidnetdirect.com//portofbrownsville http://www.bidnetdirect.com/portofbrownsville

Table of Contents

NOTICE

SECTION I

GENERAL INFORMATION AND INSTRUCTIONS

General Reservation of Rights Preparation of Proposal Submission of Proposal Authorized Signature Withdrawal of Proposal Interpretation of Specifications Addendums to Request for Proposals Criteria Used in Evaluating Proposal Compliance with Laws Texas Ethics Commission Form 1295 Disclosures Texas Government Code Chapter 2270 Prohibition on Boycotting Israel Award of the Proposal Determination of Compliance with Specifications ......... Error! Bookmark not defined.

Delivery Confidentiality Terms of Payment Insurance Requirements

SECTION II SPECIFICATIONS

Attachments to this RFP that are required:

Respondent’s Acknowledgment Form Brownsville Navigation District Vendor Registration Form

CONFLICT OF INTEREST QUESTIONNAIRE

Texas Government Code Sections 2270.002 and

2252.152 Disclosure Statement

Brownsville Navigation District Statement of Non-Collusion

Nepotism Chart

Timetable

Item Due Date Solicitation Advertised Thursday, August 27, 2026

Pre-Proposal Meeting NA

Questions Due Friday, September 4, 2026 3:00 PM

Addendum 1 Due Tuesday, September 8, 2026 5:00 PM

Submittals Due Tuesday, September 15, 2026 2:00 PM Microsoft Teams meeting Join

Anticipated Notification of Award Tuesday, September 22, 2026 https://teams.microsoft.com/meet/249959212030316?p=XAwRRMfVu0MYARNWdo

NOTICE

Notice is hereby given that sealed Proposals for HVAC Assessment and Maintenance for the Port of Brownsville Facilities will be received by the Brownsville Navigation District of Cameron County, Texas.

Proposals must comply with the requirements set out in the "Request for Proposals” which may be obtained from the Port of Brownsville website and Bidnet Direct.

No Proposal will be accepted via fax or email.

THE RIGHT IS HEREBY RESERVED by the Board of Commissioners to reject any and all Proposals.

SECTION I

GENERAL INFORMATION AND INSTRUCTIONS

General The Brownsville Navigation District d/b/a The Port of Brownsville (hereinafter referred to as the “District”) is soliciting Proposals for HVAC Assessment and Maintenance for the Port of Brownsville Facilities.

1. Each Vendor will read these Specifications with care, since failure to meet each condition or a combination of specified conditions may invalidate the Proposal. Any exceptions to terms requested herein must be clearly noted in writing and be included as a part of the submitted Proposal.

2. The RFP information is believed to be accurate and is based upon the latest available information, but it is not to be considered in any way as a warranty. Requests for additional information should be directed in writing by email to: purchasing@portofbrownsville.com

3. The District reserves the right to purchase more or less than what’s indicated on the solicitation, and the District reserves the right to not purchase anything under this solicitation.

Reservation of Rights

The District expressly reserves the right to:

• Accept one or more Proposal(s).

• Reject any and all Proposals received, or portion thereof.

• Cancel the entire RFP.

• Issue a subsequent RFP.

• Remedy technical errors in the RFP process.

• Waive informalities and irregularities.

• Contact any Vendor for clarification after the Proposals are opened.

• Negotiate with any, all, or none of the respondents to the RFP.

• Accept any Proposal in whole or part, whether there are negotiations subsequent to its receipt. If subsequent negotiations take place, they shall not constitute a rejection or an alternate RFP.

• Accept the Proposal deemed most advantageous to the District.

Preparation of Proposal Submittals shall be prepared on the attached Proposal forms, if applicable, and with attachments as necessary to fulfill the specifications contained herein.

mailto:purchasing@portofbrownsville.com

Submission of Proposal Proposals shall be submitted via Bidnet Direct, or 2 copies one (1) physical and one (1) Digital (USB) of the proposal shall be submitted in a sealed envelope. Each envelope or package must be addressed as follows:

Brownsville Navigation District Procurement and Contract Supervisor

1000 Foust Road Brownsville, Texas 78521

On the front of each envelope shall be written the following words:

HVAC Assessment and Maintenance for the Port of Brownsville Facilities

RFP# HVA-110826-51

No telephone, fax or e-mail proposals will be accepted. The District will not be responsible for missing, lost or late mail. Any Proposals received after the date and time set for the deadline for receipt of proposals will be returned to the Vendor unopened.

Submittals by the Vendors in response to this RFP shall become the property of the District. The District shall not be responsible for the Respondent’s costs associated with submitting of a response.

Authorized Signature All Proposals must be signed by persons who have legal authority to bind the Vendor to items and prices that are reflected in the proposal.

Withdrawal of Proposal Vendors may withdraw their Proposals at any time up to the time specified as the closing time for acceptance of proposals. However, no Vendor shall withdraw or cancel their proposal for a period of Ninety (90) days after said closing date for acceptance of proposals. The successful Vendor shall not withdraw or cancel or modify their proposal, except at the request of the District, after having been notified that said proposal has been accepted by the District.

Interpretation of Specifications If any person contemplating submitting a Proposal is in doubt as to the true meaning of any part of these Specifications, they may submit via Bidnet Direct Q&A or to Miguel Barajas, Procurement and Contract Supervisor @ purchasing@portofbrownsville.com a written request for interpretation thereof. Requests for interpretation must be received by Friday, September 4, 2026 @ 3:00 PM CST. Vendors shall not seek to influence any District Board members or District staff, directly or indirectly through others, as such contact may result in disqualification.

Addendums to Request for Proposals If it becomes necessary to revise any part of this RFP, a written addendum will be posted on the Port of Brownsville web site, under “Business with the Port/Procurement”. It will be the responsibility of each Vendor to verify that they have received all addendums.

Vendors must acknowledge on the Vendor’s Acknowledgement Form the receipt of all addendums in order for their Proposal to be considered. The District is not bound by any oral representations, clarifications, or changes made in the written specifications by the District’s employees.

Criteria Used in Evaluating Proposal Proposals will be carefully evaluated for compliance with the requirements & evaluation criteria contained in the RFP Specifications.

Compliance with Laws All Vendors involved shall observe and comply with all regulations, laws, ordinances, etc., of local, state, and federal governments as they apply to this proposal process.

Texas Ethics Commission Form 1295 Disclosures Companies doing business with the Brownsville Navigation District, a governmental entity, are required to file a “Disclosure of Interested Parties Form” (Form 1295). The successful Vendor will be required to file a Form 1295 prior to the Board approving the award of the bid. Further information regarding this form may be found on the Texas Ethics website, and instructions will be provided.

Texas Government Code Chapter 2270 Prohibition on Boycotting Israel Companies doing business with the Brownsville Navigation District, a governmental entity, are prohibited from boycotting Israel during the term of the purchase agreement resulting from this bidding process. Vendors will be required to provide a written verification that they do not boycott Israel and that they will not boycott Israel during the term of the agreement.

Award of the Proposal Award shall be based on the RFP specifications and evaluation criteria. The District reserves the right to award the Proposal to multiple Vendors in order to obtain the best value for the District in the District’s sole discretion.

Delivery The successful Vendor will be expected to deliver the requested goods/services within the specified delivery period, if any.

Confidentiality Vendors shall certify that any confidential information obtained from the District shall not be made available, reproduced, sold, distributed or otherwise published or disseminated to any person or entity, except as is necessary for the Vendor to provide the equipment/services required by the RFP. The Vendor must also agree to notify the District of any instances that the confidentiality of any information to which it has been given access has been breached.

Terms of Payment Funds will be paid until completion, acceptance and fulfillment of the purchase obligation to the District.

The District refers to the payment terms of the Texas Prompt Payment Act as Net 30: Payment of the net (full) amount will be made within 30 days of receipt of the invoice or receipt of material or service, whichever is later

Billing address for invoices under this RFP is:

Brownsville Navigation District Finance Department

1000 Foust Road Brownsville, TX 78521

Electronic invoicing may be submitted to vendor@portofbrownsville.com mailto:vendor@portofbrownsville.com

Insurance Requirements

(a) The Vendor shall furnish proof of insurance requirements as indicated below and as required under the Contract Documents. The coverage is to remain in force at all times during the contract period.

The following minimum insurance coverage is required. The commercial general liability insurance policy shall name the Brownsville Navigation District, as an "additional insured." This MUST be written in the description section of the insurance certificate, even if there is a check-off box on the insurance certificate. Any costs for adding the Port as "additional insured" shall be at the Vendor's expense.

(b) The Port shall be given notice 30 days prior to cancellation or modification of any required insurance.

The certificate of insurance provided to the Port shall be endorsed or amended to comply with this notice requirement. Such notification will be in writing by registered mail, return receipt requested and addressed to the Port, care of the Port Director and CEO.

(c) The Vendor's insurance must be provided by an A.M. Best's "A-"rated or better insurance company authorized to issue insurance policies in the State of Texas, subject to approval by the Port. Any exclusions or provisions in the insurance maintained by the contractor that excludes coverage for work contemplated in this solicitation shall be deemed unacceptable and shall be considered breach of contract.

(d) The Contractor shall be required to submit renewal certificates of insurance throughout the term of this contract and any extensions within 10 days of the policy expiration dates. All notices under this section shall be given to the Port of Brownsville at the following address: Port of Brownsville Attn: Administrative Services Department 1000 Foust Road Brownsville, TX 78521

The successful Vendor shall not commence work under this agreement until all of the insurance required has been obtained and certificates of insurance are on file and approved by the Brownsville Navigation District. Approval of the insurance by the Brownsville Navigation District shall not relieve or decrease the liability of the successful Vendor.

The successful Vendor shall provide and maintain for the duration of this agreement, the following minimum coverage:

Type of Coverage Limit of Liability

Worker's Compensation Statutory

Employer's Liability $1,000,000.00

Comprehensive General Liability

-Bodily Injury $1,000,000/occurrence -Property Damage $1,000,000/occurrence

Comprehensive Automotive Liability Coverage to include:

-All owned vehicles $1,000,000/occurrence -All non-owned vehicles $1,000,000/occurrence -All hired vehicles $1,000,000/occurrence

All policies must be endorsed with a Waiver of Subrogation in favor of the Brownsville Navigation District d/b/a Port of Brownsville.

All insurance shall be at the sole cost and expense of the successful Vendor. All the liability coverages cited shall name the Brownsville Navigation District as an additional insured as its interest may appear. The policy or policies shall contain a clause that the insurer will not cancel or change the policy or policies without first giving the District sixty (60) days prior written notice.

SECTION II SPECIFICATIONS

The Port of Brownsville is requesting proposals for the following monthly services to be performed facility wide. A comprehensive list of our current HVAC units can be found in the attached documents. The vendor will be responsible for supplying all necessary filters, lubricants, and oils necessary to perform the task below. Any repairs outside of the items listed will be quoted on a case-by-case basis. In addition to the monthly maintenance, vendor will be responsible for creating an assessment of all current units and prepare a comprehensive list of current unit conditions and propose a timeline for unit repairs and replacement.

Monthly Preventive Maintenance Checklist

1. Replace air filters (HD Pleated Air Filters)

2. Wash mini split filters.

3. Lubricate bearings.

4. Inspect coils for damage or leaks.

5. Inspect drain lines and drain pans for build-up.

6. Check capacitors and relays.

7. Check freon pressures.

8. Remove clogs for proper drainage.

9. Grease fan motor (If needed)

10. Check that fan wheel spins freely.

11. Inspect for loose wires and rusty terminals.

12. Clean/dust out electrical enclosure area.

13. Adjust thermostat schedule (If requested).

14. Check air distribution.

15. Visual Inspection of ducts for mold and mildew (Must notify of any observations).

Evaluation Criteria

Criteria Points Vendors Experience 30 Availability of Technicians 30 Value of Cost 25 Client Service and References 15 Total 100

Term of Agreement The initial term shall begin upon final execution of the agreement and expire one year from date. The agreement may be extended on a year-to-year basis following the initial term upon the agreement of both parties with no increase in the unit price over the limitation on unit price increase stated in the Agreement between the parties. In no event shall an individual extension be for more than a one-year period, and no more than two extensions be undertaken for a total of three years. However, it is specifically provided that the Brownsville Navigation District may terminate this agreement for any reason whatsoever, without cause, with no liability whatsoever upon the District with a thirty-day (30-day) written notice to the Vendor.

SECTION III

STANDARD FORMS

Attachments to this RFP that are required:

1. Respondent’s Acknowledgement Form

2. Vendor Registration and Conflict of Interest Questionnaire

3. Government Code Chapter 2270 and 2252 Disclosure Statement

4. Statement of Non-Collusion

5. Proof of Insurance

The following required forms can also be found at www.portofbrownsville.com – Business With the Port / Vendor Information

• Vendor Registration Form

• Conflict of Interest Questionnaire http://www.portofbrownsville.com/

BROWNSVILLE NAVIGATION DISTRICT

Respondent’s Acknowledgment Form

Having carefully examined the information, notices and specifications and conditions contained in this package, the undersigned Applicant's agent or representative hereby proposes and agrees to comply with these Specifications at the prices quoted. The Applicant affirms that, to the best of their knowledge, the submitted Proposal has been arrived at independently and is submitted without collusion to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other Applicants in the award of this RFP.

Addendums received:

Vendor:

Address:

City, State, Zip Code:

Signature of Applicant:

Title with Company:

To Vendors Doing Business with Brownsville Navigation District:

The Texas legislature passed two pieces of legislation that affect the relationship between the Brownsville Navigation District and its vendors. The Board of Commissioners of the Brownsville Navigation District has incorporated these new requirements into the Code of Ethics already in place for the District.

The District will now require that any vendor seeking to do business with the Brownsville Navigation District must file certain documents on an annual basis in order to be able to be awarded a purchase contract or a purchase order for goods or services. These forms are:

1. Vendor Registration Form

2. Conflict of Interest Questionnaire

These forms must be re-filed on an annual basis. Copies of the required forms and a full copy of the Code of Ethics are available on the District's website at www.portofbrownsville.com

Conflict of Interest Questionnaires can be found at the Texas Ethics Commission web site at:

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

Conflict of Interest Questionnaires must be filed in regard to the Brownsville Navigation District "local government officers" which include the Navigation District Commissioners, the Port Director and CEO and the Deputy Port Directors.

A listing of these persons is enclosed. Completed forms are to be filed with my office.

Please do not hesitate to contact me should you have any questions regarding these forms.

Sincerely, M A Barajas Miguel A. Barajas

Procurement and Contract Supervisor

(956) 838-7043 Fax (956) 831-5106 purchasing@portofbrownsville.com

Brownsville Navigation District 1000 Foust Road/ Brownsville, Texas 78521 / (956) 831 -4592 / (800) 378-5395 / Fax (956) 831-www.portofbrownsville.com https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

Brownsville Navigation District Vendor Registration Form

Please complete this form to give the District your contact information for use during an RFP/RFB process or to open or update a vendor account

Date: Name of Person Providing Information:

If you are currently participating in an RFP process for the District, please indicate the RFP title:

If you are interested in receiving a notice when an RFP is available, please indicate your areas of interest:

Construction Contracts Security Services

Property/Liability Insurance Bank Depository

Group Insurance Other:

Salvage Offerings

Uniform Service

Vendor Name Web Site

Contact Person: Fax Number:

Phone Number: eMail Address:

Mailing Address: Physical Address:

Form of Business (Individual/Sole Proprietor/Partnership/Corporation/Other)

Taxpayer Identification Number:

Please return this form by fax to (956) 831-5106 or by email to vendor@portofbrownsville.com

Signature of Person Providing Information

This vendor is not a Listed Company as per:

Section 2252 of the Texas Government Code

*Federal Debarred List - SAM.gov

Signature of Purchasing Auditor mailto:vendor@portofbrownsville.com

Revised 1/1/2021 Form provided by Texas Ethics Commission www.ethics.state.tx.us

RFP - Version 1. Revision date

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

FORM CIQ

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

OFFICE USE ONLY

Date Received

1 Name of vendor who has a business relationship with local governmental entity.

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more.

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity

Date http://www.ethics.state.tx.us/

Revised 1/1/2021 Form provided by Texas Ethics Commission www.ethics.state.tx.us

RFP - Version 1. Revision date

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.

Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity;

(B) a transaction conducted at a price and subject to terms available to the public; or

(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency.

Local Government Code § 176.003(a)(2)(A) and (B):

(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:

(2) the vendor:

(A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering into a contract with the vendor;

(B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that:

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering into a contract with the vendor.

Local Government Code § 176.006(a) and (a-1)

(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and:

(1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);

(2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or

(3) has a family relationship with a local government officer of that local governmental entity.

(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of:

(1) the date that the vendor:

(A) begins discussions or negotiations to enter into a contract with the local governmental entity; or

(B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or

(2) the date the vendor becomes aware:

(A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a);

(B) that the vendor has given one or more gifts described by Subsection (a); or

(C) of a family relationship with a local government officer.

http://www.ethics.state.tx.us/ http://www.statutes.legis.state.tx.us/

Texas Government Code Sections 2270.002 and

2252.152 Disclosure Statement

The undersigned business entity hereby represents and warrants that the following statements are true and correct:

(a) Pursuant to Section 2270.002, Texas Government Code, we hereby represent that we do not boycott Israel (as defined in Section 2270.002, Texas Government Code) and, subject to or as otherwise required by applicable Federal law, including, without limitation, 50 U.S.C. Section 4607, we agree not to boycott Israel during the term of this purchase agreement.

(b) We hereby acknowledge that (a) we do not engage in business with Iran, Sudan, or any foreign organization and

(b) we are not listed by the Texas Comptroller as described in Section 2252.152, Texas Government Code.

Company Name

Authorized Signature

Print Name and Position with the Company

Date

Brownsville Navigation District Statement of Non-Collusion

The undersigned hereby certifies that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this Proposal in collusion with any other Applicant or Port employee, and that the contents of this Proposal as to prices, terms or conditions of said Proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Proposal.

Company:

Address:

Phone:

Applicant:

(Print Name)

Applicant:

(Signature)

Title:

Signature of Company Officer Authorizing this Proposal:

Company Officer:

(Print Name)

Officer’s Title:

Note: This form must be filled out and submitted with the sealed proposal.

Nepotism Chart

Nepotism Chart