HVAC Equipment, Parts, Supplies and Services

Richardson Independent School District (RISD) is seeking qualified vendors to provide HVAC equipment, parts, supplies, and services through Request for Sealed Proposal (RFSP 25-357) for its 55 campuses and administrative buildings across the district. The procurement covers comprehensive HVAC-related needs, including same-day delivery, pick-up capabilities, and emergency services for a district serving approximately 37,000 students. Proposals are due electronically by October 21, 2025, at 2:00 PM, with a proposed contract term spanning five years from November 7, 2025, through November 7, 2030. The evaluation process will utilize a multi-factor approach, with pricing and discounts weighted at 40 points, and additional considerations including vendor reputation, service quality, and alignment with district needs. Vendors must provide detailed pricing information, including percentage discounts off published price lists, delivery capabilities, and service rates, with the district emphasizing that qualifications and service suitability will be primary determinants in contract award.

The district encourages participation from small and minority businesses, women's business enterprises, and labor surplus area firms, provided they meet the same minimum standards as prime contractors. Vendors must comply with numerous federal and state regulations, including Education Department General Administrative Regulations (EDGAR), and be registered in the System of Award Management (SAM) with a D-U-N-S number. The annual HVAC equipment, parts, and supplies expense for the 2024-2025 school year exceeded $2,000,000, indicating a significant potential contract value. Mandatory requirements include comprehensive insurance coverage, including Comprehensive General Liability Insurance with coverage limits ranging from $5,000 to $1,000,000 and Automobile Liability Insurance with a $1,000,000 combined single limit per accident. Vendors must also complete various compliance certifications, including a Conflict of Interest Questionnaire, EDGAR Certification, and pre-employment affidavits, with strict background check requirements to ensure student safety and maintain a professional environment.