Overhead Door, Fire Doors, Smoke Barriers, and Fire Barriers Preventative Maintenance Austin State Hospital

The Texas Health and Human Services Commission (HHSC) has issued an Invitation for Bid (IFB No. HHS0016329) for comprehensive preventative maintenance services for overhead doors, fire doors, smoke barriers, and fire barriers at Austin State Hospital. The solicitation seeks a contractor to maintain and service 18 overhead doors, 21 counter shutters, 3 dock levelers, 1 high-performance freezer door, 4 fire doors, 194 fire barriers, and 776 smoke barriers. Mandatory on-site visits are scheduled for August 6, 2025, and August 7, 2026, both at 9:00 AM, with bids due on August 22, 2025, at 10:30 AM. Bidders must have a minimum of three years of relevant experience and provide verifiable references demonstrating their capability to perform the required maintenance. The contract will be awarded based on best value considerations, evaluating the bidder's ability to meet specifications, performance delivery requirements, and pricing. The initial contract term runs from September 1, 2025, to August 31, 2026, with options for two one-year renewals. Contractors are required to perform 19-point safety inspections, equipment checks, lubrication, and comprehensive documentation for each asset type.

The procurement includes a Historically Underutilized Business (HUB) Subcontracting Plan with a 32.9% HUB utilization goal for special trade construction contracts. Respondents must complete a detailed subcontracting plan demonstrating good-faith efforts to include HUB vendors, even if they are a certified HUB themselves. The contract requires contractors to maintain specific insurance coverages, comply with state and federal regulations, and adhere to various legal and regulatory requirements outlined in the HHS Solicitation Affirmations. While no specific incumbent vendor is mentioned, the solicitation documents include a detailed site plan of the Austin State Hospital campus, showing approximately 20-25 distinct building structures. The pricing structure requires firm, fixed prices for the contract duration, with potential Consumer Price Index (CPI)-based adjustments. Bidders must submit a comprehensive response package including HHS Solicitation Affirmations, a Pricing Sheet, and a HUB Subcontracting Plan, with specific line items for preventative maintenance, labor rates (standard, overtime, and emergency), and parts markup not to exceed 20 percent.