Annual Contract: HVAC Services-County Buildings

Kaufman County Facilities Management is requesting proposals for an annual contract to provide mechanical HVAC services to approximately 26 county-occupied buildings, with proposals due July 16, 2026, and a pre-proposal conference and site visit scheduled for July 8, 2026, at 2:30 p.m. at the Kaufman County Annex.

Respondents must be locally licensed HVAC contractors with a minimum of five years of experience and at least one technician with a minimum of two years in the HVAC field. The scope encompasses preventative maintenance, repair, and emergency services during regular business hours (8:00 a.m. to 5:00 p.m.) and after-hours, with response to service calls required within two hours of contact and adequate staffing to complete work during a single site visit. All personnel must pass background checks conducted by the Kaufman County Sheriff's Office.

The contract term is two years with three optional one-year renewals at prices fixed for the entire contract term. Pricing shall be a fixed hourly rate for all services covering labor, travel, fuel, disposal, delivery, parts, and service calls, with material markup not to exceed industry standard percentages. Kaufman County is tax-exempt; no federal excise or sales taxes should be included in proposals. Invoices must be submitted within seven days of job completion with itemized labor, parts, and materials supported by original purchase receipts.

Required insurance includes Workers' Compensation (statutory), Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), and Automobile Liability ($500,000 combined single limit). Performance bonds are required for contracts exceeding $100,000; payment bonds are required for contracts exceeding $25,000. Questions are due July 13, 2026, at 4:00 p.m. Award will be made to the respondent providing the best overall value to the County. The pre-proposal conference attendance is encouraged but not mandatory. Kaufman County reserves the right to reject all proposals, award multiple contracts, use county employees for projects, solicit additional quotes for projects exceeding $15,000, and terminate the contract without cause upon 30 days' written notice.