HHS0016924 Energy-efficient commercial ice machine

The Texas Health and Human Services Commission (HHSC) and the Department of State Health Services (DSHS) issued Invitation for Bids (IFB) HHS0016924 for the procurement of energy-efficient commercial ice machines, comprehensive service and maintenance plans, and installation services. The solicitation was posted January 12, 2026, with an initial response deadline of February 4, 2026, subsequently extended to February 17, 2026, at 10:30 AM Central Time. Respondents must submit questions by February 3, 2026, at 5:00 PM CST, and are required to conduct a mandatory site survey at two installation locations: the North Austin Complex (4601 W Guadalupe Street, Austin, TX 78751) on January 29, 2026, at 10:00 AM CST, and the PCS campus (1100 W 49th Street, Austin, TX 78756). The procurement encompasses 16 Manitowoc CNF0201A nugget ice machines for countertop use, 8 Manitowoc KDT0402a cube ice machines with 8 Manitowoc SPA162 hotel-style ice dispensers, 24 TP-2000 water filter systems with associated filter heads, and comprehensive preventative maintenance services covering biannual cleaning and sanitization, water filter replacement, condenser coil inspection and cleaning, electrical connection checks, and refrigerant charge verification. Installation services must include pre-installation surveys, equipment delivery and staging, utility connections, leveling and calibration, initial startup procedures, and removal of old equipment and debris at both locations. The vendor must guarantee a 24-hour response time for on-demand repairs and a 4-hour response time for after-hours emergency services, with all labor, parts, tools, and equipment included in the fixed pricing. Award will be made to the bidder offering the best value to the state based on meeting or exceeding specifications, ability to meet delivery requirements, and pricing considerations.

Responses must include completed and signed HHS Solicitation Affirmations (Exhibit A), a completed Pricing Sheet (Exhibit C), and a signed Historically Underutilized Business (HUB) Subcontracting Plan (Exhibit E), with failure to submit any of these mandatory exhibits resulting in bid disqualification. The procurement is classified as NIGP Class 74045 (Automated Information System/Ice Making and Dispensing Machines) with an expected contract value of $100,000 or more, triggering HUB subcontracting requirements with a statewide utilization goal of 26% for other services contracts; all respondents, regardless of HUB certification status, must submit a completed HSP. Prospective bidders must verify HUB vendor certification status through the Texas Comptroller of Public Accounts' Centralized Master Bidders List and ensure vendors maintain active "A" status on the solicitation date. The initial contract term runs through August 31, 2026, with three optional renewal periods of one year each (September 1, 2026, through August 31, 2029) and a potential one-year extension, with anticipated contract start date in March 2026. Pricing must be firm and fixed for the life of the contract in U.S. dollars only, and is considered all-inclusive with no additional expenses reimbursable by HHS, though price adjustments may be permitted during renewals using the Consumer Price Index formula or based on federal minimum wage increases subject to HHSC approval. All replacement parts must be new or reconditioned to manufacturer specifications with 90-day warranties, and respondents must comply with comprehensive state and federal certifications including E-Verify participation, cybersecurity training, non-debarment verification, and prohibitions on conflicts of interest, human trafficking involvement, and deceptive trade practices.