Kitchen Equipment Preventative Maintenance at the Austin State Hospital

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services division is requesting bids on kitchen equipment preventative maintenance and repair services at Austin State Hospital, with responses due August 13, 2026, at 10:30 a.m. An optional on-site visit is scheduled for August 4, 2026, at 10:00 a.m., and questions are due August 5, 2026, at 5:00 p.m.

The scope covers quarterly preventative maintenance, inspections, and as-needed repairs for commercial kitchen equipment including hot-side equipment (griddles, fryers, ovens, kettles, skillets), cold-side equipment (walk-in and reach-in coolers and freezers, holding cabinets, steam tables), and ice machines across multiple kitchen areas at the facility. The equipment list is provided in Exhibit F. Services must be performed Monday through Friday, 7 a.m. to 4 p.m. Central Time, with a four-hour response time for standard service calls and a two-hour response time for emergencies. Cold-side equipment services require EPA Section 608 Technician Certification.

Bidders must demonstrate a minimum of three years of relevant experience with two years of relevant personnel experience, and submit three verifiable references for similar services completed within the last three years. Bidders must submit Exhibit C (Pricing Sheet) with firm, fixed pricing for seven line items: inspections and service, labor with or without parts, four quarterly preventative maintenance services annually, standard and overtime hourly rates for as-needed repairs (estimated at 40 and 10 hours annually, respectively), holiday/emergency hourly rates (10 hours estimated annually), and parts/material markup not exceeding 20 percent on an estimated $20,000 annual parts usage. The contract runs September 1, 2026, through August 31, 2027, with no renewal options but a potential one-year extension at the agency's sole discretion. Price adjustments may be permitted during the term based on Bureau of Labor Statistics Consumer Price Index (Region VI) with HHSC approval.

Required insurance includes workers' compensation ($1,000,000 employer's liability), commercial general liability ($1,000,000/$2,000,000 aggregate), commercial auto liability ($1,000,000), professional liability ($1,000,000), and umbrella liability ($1,000,000). Evaluation criteria prioritize compliance with IFB requirements, ability to meet performance standards, and price, with awards made on a best-value basis. Required submittals include Exhibit A (HHS Solicitation Affirmations), Exhibit C (Pricing Sheet), and Exhibit D (Bidder Reference and Contractor Qualifications Form). Form 4109 (Texas Identification Number application) is optional. Bids may be submitted in person at PCS, 1100 W. 49th Street, Austin, Texas, or via the optional HHS Online Bid Room.