HVAC Water Treatment & Closed Loops

The City of El Paso is soliciting bids for HVAC Water Treatment and Closed Loops services under solicitation number 2026-0303, with a bid due date of August 12, 2026 at 2:00 PM Mountain Standard Time. The contract requires comprehensive services for multiple municipal facilities including the El Paso Times Building, Police Headquarters, Armijo Recreation Center, Central Regional Command Center, Eastside Regional Recreational Center, Pebble Hills Police Department, Esperanza Moreno Library, and Railroad Covid Health site. Services are divided into three groups: monthly HVAC water treatment and closed loop maintenance, quarterly lab analysis of closed loop samples, and consultation or repair labor at an hourly rate. Bidders must submit pricing for all items across all groups; failure to bid on any item renders the proposal non-responsive. The award will be made to the lowest responsible bidder based on the combined total of all three groups, with a single contract covering all locations and services. The contract term includes an option for the City to extend the agreement for two additional years at the same unit prices, exercisable at its sole discretion through written notice. Bidders are required to submit a complete proposal with original signatures on the Signature Page and Amendment Acknowledgement Form, along with mandatory supporting documents including a completed Form W-9, Certificate of Interested Parties Form 1295, Indebtedness Affidavit, and a copy of the organization certificate from the state of incorporation. Contractors must disclose all subcontractors and suppliers, including their scope and financial share of work, and cannot make changes without prior City approval. Offerors must certify they are not debarred or suspended and are not under investigation for such actions, and must immediately notify the City if added to any exclusion list during contract performance. False information on required affidavits may result in criminal penalties under Texas law. The City may withhold 20% of payments if a valid W-9 is not provided. Repairs or part replacements require prior written approval from the Streets and Maintenance Facilities Division and will be reimbursed at net pricing upon invoice submission. All bids must be mailed or hand-delivered to the City’s Purchasing & Strategic Sourcing Department at 300 N. Campbell, 1st Floor, El Paso, TX 79901-1153, with no electronic submissions accepted. A non-mandatory pre-bid conference is scheduled for July 22, 2026, and any changes