RFP 2026-P06 HVAC - Preventative Maintenance and Repair Services, Countywide

Hays County, Texas is soliciting proposals through RFP 2026-P06 for comprehensive HVAC preventative maintenance and repair services countywide. The procurement seeks qualified contractors to provide inspection, maintenance, repair, and programming services for HVAC systems across four county facilities, including split systems, heat pump systems, ductless mini-split systems, and rooftop units. Contractors must demonstrate a minimum of five years of similar HVAC experience, possess ten years of commercial experience with package HVAC units and control systems, and maintain appropriate Texas licensing. The RFP requires preventative maintenance services to be performed two to four times per year with fixed-cost pricing covering labor, materials, tools, and travel. Repair services must include formal proposals with itemized costs subject to county approval. The solicitation deadline is January 29, 2026, at 10:00 a.m. Central Time, with an anticipated contract award in March 2026. The initial contract term will run from March 2026 through March 2027, with four optional one-year renewal periods available.

The procurement does not explicitly mention specific set-aside designations for disadvantaged enterprises, though it does require vendors to complete mandatory certification forms addressing HUB (Historically Underutilized Business) practices. Contractors must provide emergency response capabilities with a two-hour response time during business hours and a three-hour response for critical emergencies. Insurance requirements include $1,000,000 general liability and $500,000 business automobile liability coverage, with the county named as an additional insured. Pricing structures include hourly rates for licensed HVAC technicians and tech helpers, with rate variations for regular hours, after-hours, weekends, and holidays. Markup percentages for parts and materials are also required. While specific award values are not explicitly stated, the county views this as a recurring expense in future budgets, though no funding is guaranteed beyond the current fiscal year. Contractors must provide a twelve-month warranty on all parts and labor, excluding county-supplied materials, and the county reserves the right to bid repair work exceeding $10,000 outside the contract.