Heating and Cooling Units Services and Repair Contractor for Comprehensive Energy Assistance Program (CEAP)

The City of Lubbock is seeking qualified contractors to provide comprehensive energy assistance services under the Comprehensive Energy Assistance Program (CEAP), specifically for the service, repair, and maintenance of existing heating and cooling units and the installation of portable air conditioning units. The solicitation, identified as ITB26-19678-KM, was issued on June 14, 2026, with bids due by July 2, 2026, at 3:00 p.m. Contractors must submit a completed bid form, bid table, and signed submission information form, clearly identifying product brand names and model numbers, and must comply with F.O.B. delivered terms, including all packaging and delivery costs. Bids may be submitted electronically via the Bonfire portal or as a sealed hard copy to the City’s Purchasing Director, with packaging required to meet commercial standards and clear labeling indicating the solicitation number, deliverable details, and container tracking. The contract has an initial term of one year with four optional one-year renewals, automatically extending unless either party provides 90 days’ written notice of termination. Contractors must be deemed responsible based on financial capacity, experience, reliability, and business integrity, with award determined by best value considering purchase price, quality, reputation, alignment with city needs, past relationships, compliance with Historically Underutilized Business programs, and total life-cycle cost. The City may make multiple awards to ensure adequate coverage. Performance is subject to strict time requirements, with time being of the essence; failure to meet deadlines results in default and potential penalties of $50 per day per unit. Contractors must comply with federal and state regulations including the Davis-Bacon Act, Clean Air Act, Federal Water Pollution Control Act, and Texas Public Information Act, and must maintain and submit certified payrolls in accordance with 29 CFR parts 1, 3, and 5. All laborers must be paid applicable prevailing wages with no unauthorized deductions, and records must be retained for five years. Insurance requirements include Commercial General Liability coverage with specific limits for products-completion, contractual liability, fire damage, and medical expenses, with certificates submitted prior to contract execution. Contractors are responsible for all hazardous material disclosures, including Material Safety Data Sheets for Texas-regulated chemicals, and must adhere to Safe Work Practices for lead-based paint. Payment is processed via the City’s MasterCard Purchasing Card, which contractors must accept without surcharges, and invoices must be itemized, include purchase order and