NO. 25-01 Heating, Ventilation and Air Conditioning (HVAC) Services

The City of Huntsville, Texas is soliciting competitive bids for Invitation for Bids (IFB No. 25-01) to provide comprehensive Heating, Ventilation and Air Conditioning (HVAC) Services for approximately 75 roof-top and condensing units across various city locations. The procurement requires a contractor with a current Class "A" State of Texas Air Conditioning and Refrigeration Contractor license, minimum three years of business experience, and at least two HVAC technicians. Key service requirements include 24/7/365 availability with a mandatory two-hour emergency response time, covering seasonal maintenance, installation/removal, and repair services. Bidders must submit detailed pricing structures including rates for initial inspection/trip charges, standard technician hourly rates (8:00 a.m. to 5:00 p.m. Monday through Friday), additional technician rates, after-hours/weekend/holiday rates, and percentage markup for replacement parts and materials. The City will evaluate bids based on best value criteria and may award to multiple providers or a single provider. Sealed bids are due December 18, 2024, at 2:00 P.M. CST at the City Secretary's office, with the contract term running from award date through November 30, 2025, and a potential one-year extension through November 30, 2026.

No specific set-aside designations or restrictions for disadvantaged enterprises are mentioned in the solicitation. Bidders must provide insurance coverage including Commercial General Liability of $1,000,000 per occurrence with $2,000,000 aggregate and Commercial Automobile Liability of $300,000 per occurrence. Mandatory submission requirements include references from three companies served within the past 12 months and completion of various forms such as conflict of interest questionnaires and verification documents. While no specific budget range or award value is explicitly stated, the comprehensive nature of the services and the number of HVAC units suggest a potentially significant contract value. The solicitation allows for flexibility in pricing, with Addendum #1 specifically permitting contractors to submit either a fixed percentage markup or a sliding scale multiplier for parts and equipment. Contractors must demonstrate technical capability through licensing, experience, and the ability to provide comprehensive HVAC maintenance and emergency services across multiple city facilities.