RFP for HVAC Maintenance Services in Houston, Waco, and Fort Worth, TX

SCOPE: Pursuant to Texas Government Code Section 2165.001, Custodianship of State Property, and Section 2156.121, Use of Competitive Sealed Proposals, the Texas Facilities Commission (TFC) is requesting responses to this Request for Proposal for preventative maintenance and repair services for Heating Ventilation and Air Conditioning (HVAC) and Building Automation Systems (BAS) equipment at TFC owned or managed locations: Elias Ramirez State Office Building (ERB) located at 5425 Polk Street, Houston, Texas 77023, Ft. Worth State Office Building (FTW) located at 1501 Circle Drive, Fort Worth, Texas 76119, and Waco State Office Building (WAC) located at 801 Austin Avenue, Waco, Texas 76701. Equipment and systems are listed in Attachment G – Equipment List. TFC anticipates an award to multiple vendors from this solicitation.

See attached Attachment A – Statement of Work for full scope of services.

CONTRACT TERM: This service shall be for a period beginning on the date the contract, as defined below, is executed by both parties, and shall expire on August 31, 2026.  The contract may be renewed for two (2) additional two-year periods, provided the renewal is executed prior to expiration of the current contract term.   Any renewals shall be in writing and at the same terms and conditions, plus any approved changes.

SCHEDULE OF EVENTS: TFC reserves the right to change the dates in the Schedule of Events set forth below upon written notification to prospective Respondents through a posting of an addendum on the ESBD.

The solicitation process for this RFP will proceed according to the following schedule:

EVENT - DATE

Issue IFB - October 30, 2024

Mandatory Walk Site Visits - Attending any one of of the three scheduled days will satisfy the mandatory requirements for each location

November 12, 2024 through November 20, 2024

Mandatory Pre-Proposal Conferences

November 19, 2024, 2:00 PM

November 20, 2024, 2:00 PM

Deadline for Submission of Questions - November 22, 2024, 12:00 Noon, Central Time

Deadline for Submission of Bids - December 10, 2024, 3:00 PM, Central Time

Expected Contract Start Date - January 1, 2025

MANDATORY PRE-PROPOSAL TELE-CONFERENCES:

i) The Mandatory Pre-Proposal Tele-Conferences are scheduled for:

PPC 1: November 19, 2024 at 2:00 PM

PCC 2: November 20, 2024 at 2:00 PM

ii) Pre-registration for the pre-proposal tele-conference is required. Register for the tele-conference at the link included in the RFP Document

MANDATORY SITE VISITS

The mandatory walk site visit will be conducted at the dates and times shown below. Attending only one (1) of the three (3) scheduled days will satisfy the mandatory requirement. You will be met at the front entrance and greeted by a TFC employee representative. Please do not be late.

All attendees shall sign the “Onsite Walk Attendance Sheet” for each walk. Copies of the sign in sheets will be provided through an addendum which will be posted on the Electronic State Business Daily. Only attendees of the mandatory walk will be allowed to submit a response.

Meeting Dates/Times:

Meeting Location:

Elias Ramirez State Building (ERB), 5425 Polk Street, Houston, TX 77023

Tuesday, November 12, 2024, 10:00 AM

Wednesday, November 13, 2024, 10:00 AM

Thursday, November 14, 2024, 10:00 AM

Meeting Location:

Ft. Worth State Building (FTW), 1501 Circle Drive, Fort Worth, Texas 76119

Thursday, November 14, 2024, 10:00 AM

Friday, November 15, 2024, 10:00 AM

Tuesday, November 19, 2024, 10:00 AM

Meeting Location:

Waco State Building (WAC), 801 Austin Avenue, Waco, Texas 76701

Wednesday, November 20, 2024, 10:00 AM

Thursday, November 21, 2024, 10:00 AM

Friday, November 22, 2024, 10:00 AM