ITB - Maintenance, Inspection, and Repair of Heating, Ventilation and Air-Conditioning Systems and Related Items for Universal Services

Harris County is soliciting bids for comprehensive maintenance, inspection, and repair services for heating, ventilation, and air-conditioning systems across its facilities, particularly focusing on 10 public safety radio communication tower sites. The solicitation, numbered 26/0029 and posted on May 22, 2026, with a response deadline of June 15, 2026, is structured as an Invitation to Bid under Texas Local Government Code, emphasizing a Lowest and Best Offer selection process that balances price with performance, efficiency, and delivery reliability. Services include routine and emergency HVAC maintenance, component replacements, refrigerant handling per EPA Section 608, compliance with OEM specifications, and 24/7 emergency response with a mandatory two-hour arrival window for urgent issues. Work must be performed by licensed technicians holding TDLR and EPA certifications, wearing uniforms and ID tags, and passing background checks for access to sensitive locations. The contract has an initial one-year term beginning around June 1, 2026, with four optional one-year renewals contingent on County Commissioners Court approval and adherence to original pricing and terms, prohibiting price increases within 90 days of award or subsequent increases. Vendors must comply with stringent operational and administrative requirements, including F.O.B. Inside Delivery to specified locations during business hours, itemized invoicing tied to purchase orders processed by the Harris County Auditor’s Office, and submission of a Taxpayer Identification Number to avoid payment delays. Insurance mandates include $1 million commercial general liability, automobile, and umbrella coverage alongside statutory workers’ compensation with a waiver of subrogation in favor of the County. Contractors are subject to ethical compliance, including disclosure of any gifts over $250 to County officials and submission of Form 1295 detailing interested parties—a failure to disclose results in automatic disqualification. Offerors must also affirmatively certify they do not participate in boycotts of Israel under Texas law and may be required to file a Federal Lobbying Disclosure Form if the contract exceeds $100,000. Inspection and acceptance occur on-site at installed equipment locations, governed by strict technical criteria including MERV 8+ filters, non-acid coil cleaning, refrigerant charge verification, annual chiller oil analysis, and Megger testing. The HVAC Inventory List referenced in an addendum details equipment by make, model, serial number, and capacity across locations such as Katy, Moss Hill, and Tomball. Proposals must be submitted via the