Air Filter Replacement Services

The contract for Air Filter Replacement Services issued by the Texas State Preservation Board (SPB) encompasses comprehensive requirements for vendors to provide scheduled HVAC filter maintenance across multiple SPB properties in Austin, Texas. The scope mandates inspection, removal, replacement, cleaning, and disposal of air filters on a monthly, quarterly, and annual basis, with all work to be performed after 4:30 pm on weekdays to avoid disrupting normal operations. Bidders are required to submit a detailed bid form (Attachment A), providing firm unit prices for each property, broken down by service frequency, along with evidence of at least five years of relevant experience, references, and insurance documentation. The contract is awarded based on the Lowest Price Technically Acceptable (LPTA) methodology, emphasizing responsiveness, qualifications, past performance, and price, with the initial term of one year and options to extend for two additional years at SPB’s discretion. The contractual framework is governed by state-specific Purchase Order Terms and Conditions effective June 1, 2023, which incorporate numerous clauses covering delivery, inspection, warranties, indemnification, compliance with Texas laws—including accessibility, cybersecurity, and anti-discrimination statutes—and mandatory certifications such as HUB status, suspension and debarment, and immigration verification via E-Verify. The contract stipulates strict performance standards, including timely delivery during designated hours, proper packaging and disposal of filters, and adherence to applicable laws. Payment procedures require detailed invoicing to SPB’s designated address, with payments contingent upon continued appropriations and compliance. Vendors must attend a mandatory pre-bid site visit scheduled for September 10, 2025, and submit their bids electronically or in person by September 26, 2025. The agreement emphasizes transparency, accountability, and compliance with state regulations, ensuring that all services meet high standards of quality, legality, and performance accountability.