Preventative Maintenance for RO/DI Water System for DSHS

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services is requesting bids on preventative maintenance and repair services for a Reverse Osmosis/Deionization (RO/DI) water system at the Texas Department of State Health Services Laboratory in Austin, with responses due July 2, 2026, at 10:30 AM Central Time under IFB HHS0017246. Questions and clarifications are due June 15, 2026.

Bidders must demonstrate a minimum of five years of documented experience with commercial or industrial deionized water and reverse osmosis systems, including the ability to exchange resin bed tanks. The contractor must provide routine preventative maintenance (monthly, quarterly, biennial, and annual visits); respond to emergency or urgent requests within eight hours, 365 days per year; and maintain standard stocked parts availability within 24 hours. Services include RO pre-filter changes, final filter replacement, UV lamp replacement, quartz sleeve replacement, o-ring replacement, resistivity meter calibration, and carbon rebed every two years. Annual sanitizing must be performed on a weekend using either Minncare HD chemical disinfectant or portable ozone generators, scheduled with 30 days' advance notice. All work must comply with OSHA requirements, the Americans with Disabilities Act, Texas Building Codes, and City of Austin Building Technical Codes.

Pricing is structured in three categories: Category A covers scheduled preventative maintenance invoiced monthly; Category B establishes hourly labor rates distinguishing regular hours (7:00 AM to 5:00 PM Monday through Saturday) from overtime and emergency repair services; and Category C allows a percentage markup to cost for all materials and components. Travel time for routine maintenance is not reimbursable. All pricing must be firm and fixed throughout the contract term.

The initial contract term runs September 1, 2026, through August 31, 2027, with three one-year renewal options through August 31, 2030, and an additional one-year extension available at the agency's discretion. Historical annual spend is $75,000, a guideline only. Required insurance includes workers' compensation, commercial general liability ($1 million per occurrence), commercial automobile liability ($1 million), professional liability ($1 million), and umbrella liability ($1 million). Bidders must submit Exhibit C (Pricing Sheet), Exhibit A (HHS Solicitation Affirmations), and Exhibit D (Bidder Reference Form with minimum three verifiable references from similar contracts completed within the last five years). Responses may be submitted via email to pcsbids@hhs.texas.gov, through the HHS Online Bid Room, or by hand delivery or overnight mail of a USB drive to 1100 W. 49th Street, Austin, Texas.