HVAC Maintenance & Repairs at Austin State Hospital (ASH)

The Health and Human Services Commission is seeking competitive bids for as-needed HVAC maintenance and repair services at Austin State Hospital in Austin, Texas, under Solicitation HHS0017344, with a NAICS code of 238220. The contract, which will commence upon award and extend through August 31, 2026, is open to use by both HHSC and DSHS, with no renewal options but a potential one-year extension at the agency’s sole discretion, contingent on funding availability. Bidders are required to attend at least one of two mandatory on-site visits at the hospital location, and failure to do so results in automatic disqualification. Responses must be submitted electronically via email to pcsbids@hhs.texas.gov or through the HHS Online Bid Room by June 8, 2026, at 10:30 AM Central Time, using Microsoft Office formats for text documents and Adobe PDF for signed items, with a 25 MB file size limit. A USB drive containing the complete submission is an alternative method, and hard copies are not accepted. The Scope of Work encompasses inspection, minor and major repairs, preventive maintenance, equipment removal and installation, and duct system and vent inspections, all performed in accordance with manufacturer specifications and applicable state and local codes, including NFPA standards. Contractors must submit a detailed pre-repair quote for approval, a post-repair report via email within five business days, and warranty documentation before leaving the job site. All pricing must be provided using Exhibit C – Pricing Sheet, with firm, fixed rates for the contract term and no automatic adjustments. Payment is governed by the Texas Prompt Payment Act, requires a Texas Identification Number (TIN), and is made monthly upon HHS agency verification of satisfactory work completion; no incidental expenses such as travel, per diem, or equipment costs will be reimbursed. The contract mandates comprehensive insurance coverage on an occurrence basis with A.M. Best A-rated carriers, waiver of subrogation in favor of HHSC, and primary liability status for the contractor. Subcontractors are bound by the same requirements, and all personnel must avoid contact with hospital clients, secure vehicles and equipment when unattended, and adhere to safety and legal compliance standards. Bidders must also complete and submit Exhibits A, B, D, F, G, and Appendix A, including the Form 4109 for TIN application and a Certificate of Interested Parties via the Texas Ethics Commission.