Commercial HVAC Preventive Maintenance Services

Background
The Rural Capital Area Workforce Development Board, Inc. d.b.a. Workforce Solutions Rural Capital Area (WSRCA) is a certified local workforce development board serving Bastrop, Blanco, Burnet, Caldwell, Hays, Fayette, Lee, Llano, and Williamson Counties. WSRCA is incorporated as a 501(C)(3) private non-profit organization and serves as the grant recipient and administrative entity for specified federal and state programs. The organization is responsible for planning, administration, and oversight of employment, training, and subsidized childcare programs.

This Request for Bids (RFB) is aimed at securing Commercial HVAC Preventive Maintenance Services for its offices.

Work Details
WSRCA is requesting bids from Texas HVAC Licensed and Experienced Commercial Businesses for Commercial HVAC Preventive Maintenance Services across 12 offices. The services include:
- Change air filters quarterly (4 times a year)
- Change belts as needed and provide belts and air filters
- Conduct audio and visual checks during additional filter changes
- Check evaporator and condensing unit coils; clean coils as necessary
- Check/clean condensation lines
- Change belts during spring
- Check HVAC motor capacitors to ensure they are within their rating
- Identify potential issues through preventive maintenance
- Conduct refrigerant containment service including leak tests and reporting repairs on low refrigerant levels
- Perform biannual HVAC unit tune-ups which include checking electrical components, ensuring secure connections, clearing drain lines, testing controls including thermostat and compressor settings, re-calibrating thermostats for efficiency, replacing filters to maintain airflow efficiency, cleaning outside condenser coils, lubricating moving parts to prevent wear, checking refrigerant levels, checking temperature splits, conducting visual inspections of duct work and units.
- Provide warranty coverage details for maintenance work performed including labor and replacement parts.
- Coordinate services with WSRCA contacts and provide documentation of services provided.

Period of Performance
The estimated contract start date is on or about October 1, 2025. The contract will be for an initial period of one year with the option to renew annually for up to three additional years based on performance.

Place of Performance
The services will be performed at WSRCA's offices located in Bastrop, Burnet, Cedar Park (2 locations), Giddings, LaGrange, Llano, Lockhart, Round Rock, San Marcos, and Taylor in Texas.

Bidder Requirements
Bidders must be licensed HVAC providers in the State of Texas with demonstrated experience in providing similar services. Minority-owned businesses certified by the State as Historically Underutilized Businesses (HUBs) are encouraged to apply. Proposers must not be debarred or suspended from participation in federal contracts.