- Addenda
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- procurement.opengov.com
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- Due Text
- Thursday, November 12, 2026 3:00pm
- Posted At
- Mon, Oct 26, 2026 8:00 AM
- Documents
- HVAC_Maintenance_and_Repair_Service.pdf, A - Potential HVAC Locations
- Numeric Id
- 305868
- Description
- RFP NO. 27-17
HVAC Maintenance and Repair Service
CITY OF KILLEEN, TEXAS
The City of Killeen will receive sealed Request for Proposals for 27-17 HVAC Maintenance and Repair Service electronically through the City’s eProcurement Portal or addressed to the City of Killeen, Attn: Purchasing Division, 802 N. 2nd Street, Building G, Killeen, Texas 76541, until 3:00 pm on Thursday, November 12, 2026. Mailed or hand delivered proposals must be sealed and plainly marked with the name and address of the proposer and “RFP NO. 27-17 HVAC Maintenance and Repair Service, 3:00 pm, Thursday, November 12, 2026”.
Proposals received after the closing time will be returned unopened.
- Document Text
- 1. Scope of Work
Contractor Categories: The City intends to obtain services for both HVAC equipment below 7.5 tons and HVAC equipment 7.5 tons and above. Proposers may submit a proposal for either category or both categories, based on their qualifications, licensing, experience, and service capabilities. The City reserves the right to award the categories separately and to select different contractors for each category. A proposer is not required to provide services for both categories to be considered for award. The City may add, remove, replace, relocate, or modify facilities, buildings, locations, equipment, and quantities during the Contract term based on operational needs and the terms of the resulting Contract.
1.1. General Requirements
The proposer must demonstrate the ability to meet or exceed the following specifications:
HVAC Maintenance and Repair Services: Provide comprehensive HVAC maintenance, inspection, troubleshooting, repair, and related services for City of Killeen facilities as requested by the City. Aviation HVAC equipment is included in this RFP for informational and potential future contracting purposes.
Repair Services: Diagnose and repair HVAC equipment and related components, including air conditioning, heating, ventilation, controls, electrical components, refrigerant systems, and associated equipment.
Emergency Services: Provide emergency and after-hours HVAC service when requested by the City. Proposers shall identify their available emergency response and service capabilities.
After-Hours Availability: Provide after-hours, weekend, and holiday HVAC services when requested by the City. The contractor shall maintain a designated method for receiving and responding to emergency and after-hours service requests.
Response Time: Respond to service requests within the timeframes established by the resulting contract. Proposers shall identify anticipated response times for routine, urgent, and emergency service requests. Routine and scheduled work shall be coordinated with the City's designated representative and performed within a reasonable and mutually agreed-upon timeframe that considers the City's operational needs, facility availability, and the nature of the work.
Labor, Supplies, Parts, and Materials: Provide all necessary labor, tools, equipment, parts, materials, refrigerants, supplies, and other resources required to properly perform the requested services unless otherwise specified by the City.
Existing and New Equipment: Services may include HVAC equipment currently installed at City facilities as well as equipment installed, replaced, upgraded, modified, or placed into service during the term of the resulting contract. Equipment currently covered by a separate maintenance, service, or warranty agreement may be considered for addition to the resulting contract upon expiration or conclusion of the applicable agreement. The City may add, remove, replace, relocate, or modify equipment and facilities during the Contract term based on operational needs, existing contractual obligations, warranties, funding, or other applicable circumstances.
Equipment and Location Lists: The City will provide available HVAC equipment and facility information to the awarded contractor(s). The attached Potential HVAC Service Locations and Equipment list identifies anticipated facilities, locations, approximate square footage, and available HVAC equipment information, including approximate equipment sizes where available. The information provided is for informational and planning purposes only and is not guaranteed to represent the equipment, facilities, locations, quantities, or services that will be included in the resulting Contract. Equipment, facilities, locations, buildings, and quantities may change during the Contract term. The City may add, remove, replace, relocate, or modify equipment, facilities, buildings, locations, and quantities as operational needs change.
Warranty Coordination: Identify equipment covered by manufacturer or other applicable warranties and coordinate warranty-related service with the City as required. The contractor shall not perform chargeable warranty-covered work without authorization from the City.
Cost Transparency: Provide detailed pricing, service recommendations, repair estimates, and comments regarding alternatives or other information necessary for the City to make informed decisions regarding requested work.
Work Authorization: No repair, replacement, or other work outside authorized maintenance services shall be performed without approval from the City's designated representative.
Communication: Maintain clear and consistent communication with the City's designated representative regarding service requests, findings, recommended repairs, anticipated completion dates, parts availability, and any conditions affecting the work.
Documentation: Provide service documentation identifying the facility, equipment serviced, date of service, work performed, deficiencies identified, parts and materials used, and recommendations for additional work, as applicable.
Billing: Provide detailed invoices identifying the facility, equipment, date of service, labor, materials, parts, and other applicable charges. Billing procedures and required documentation will be established with the awarded contractor(s).
Unspecified Quantities: Acknowledge that the City cannot guarantee a specific quantity or dollar amount of services. Services will be requested as needed and will be subject to available funding and applicable City approvals.
NOTE*: The services identified in this Scope of Work represent examples of the HVAC services that may be required; however, the scope is not limited to the items specifically listed. The contractor(s) shall provide all services reasonably necessary to properly maintain, diagnose, repair, and support the City's HVAC systems and equipment in accordance with applicable industry standards, manufacturer specifications, and the requirements of the resulting contract.*
1.2. Product and Service Specifications
The proposer must demonstrate the ability to meet or exceed the following specifications:
HVAC Equipment – Below 7.5 Tons: Provide maintenance, inspection, troubleshooting, repair, and related services for HVAC equipment with a capacity below 7.5 tons.
HVAC Equipment – 7.5 Tons and Above: Provide maintenance, inspection, troubleshooting, repair, and related services for HVAC equipment with a capacity of 7.5 tons and above, including, but not limited to, chillers, VRF systems, geothermal systems, and other larger commercial HVAC systems and associated components.
Heating and Cooling Systems: Service and repair heating and cooling equipment and associated components, including but not limited to rooftop units, split systems, package units, heat pumps, air handlers, condensers, compressors, boilers, heating systems, thermostats, controls, and related equipment. Such equipment may be located Citywide and / or Aviation facilities.
Refrigeration and Refrigerant Services: Inspect, test, recover, replace, and charge refrigerants as required and in accordance with applicable Federal, State, and local requirements.
Refrigerant Compliance: Handle, recover, store, transport, and dispose of refrigerants in accordance with applicable Federal, State, and local requirements.
Controls and Electrical Components: Diagnose and repair HVAC controls, thermostats, motors, electrical components, sensors, and other related systems necessary for proper HVAC operation.
Replacement Parts and Equipment: Recommend replacement of failed, damaged, obsolete, or inefficient components when repair is not practical. Services may also include the removal and replacement of existing HVAC equipment or the installation of new HVAC equipment when authorized by the City. Replacement or new equipment may include complete systems, units, components, controls, or associated equipment. Replacement work shall require City authorization.
Emergency and After-Hours Service: Maintain the capability to provide emergency and after-hours service when requested by the City and clearly identify the proposed emergency service process and response capabilities.
Emergency Response: Provide emergency response in accordance with the response times established in the resulting contract. The contractor shall communicate the status of emergency service requests, including anticipated arrival time, required parts or materials, temporary measures, and estimated completion time when reasonably available.
Service Calls: Respond to service calls, diagnose the reported issue, identify the cause of failure when reasonably determinable, and provide recommendations for repair or corrective action.
Temporary Measures: When an immediate permanent repair cannot be completed, provide recommendations for reasonable temporary measures, when available, to restore or maintain facility operations until permanent repairs can be completed.
Equipment Startup and Testing: Perform startup, operational testing, adjustments, and verification following repairs, replacement of components, or other applicable HVAC work.
Manufacturer Specifications: Perform all work in accordance with applicable manufacturer specifications and recommendations unless otherwise approved by the City.
Workmanship: Perform all services in a professional and workmanlike manner using qualified personnel and appropriate tools and equipment.
Job Sites: Maintain work areas in a safe, neat, and orderly condition and remove debris, replaced parts, and other materials generated by the contractor's work unless otherwise directed by the City.
Safety: Follow all applicable safety requirements and take appropriate precautions to protect City employees, building occupants, facilities, equipment, and the public.
Licensing and Certifications: Maintain all licenses, certifications, registrations, and qualifications required by Federal, State, and local laws for the services being performed.
Technician Qualifications: Ensure that personnel performing HVAC services are properly trained, qualified, licensed, registered, or certified as required for the services being performed.
Records and Reports: Maintain accurate records of inspections, maintenance, service calls, repairs, parts, refrigerant usage, equipment condition, and other applicable service activities and provide such documentation to the City upon request.
Sub-Contractors: All subcontractors, third-party contractors, specialty contractors, and other personnel used to perform services under the resulting contract shall meet the same applicable requirements, qualifications, licensing, safety, and insurance requirements as the primary contractor.
The City reserves the right to modify the scope of work during contract negotiations to align with funding, phasing, or other programmatic needs.
1.3. Citywide Facilities
HVAC maintenance and repair services for Citywide facilities will be coordinated through Facility Maintenance. Services may include routine preventive maintenance, inspections, repairs, emergency services, and other authorized HVAC-related services for City facilities.
The City may add, remove, replace, relocate, or modify facilities, buildings, equipment, locations and quantities during the Contract term based on operational needs and the expiration of existing maintenance agreements, warranties, or other service arrangements, subject to the terms of the resulting Contract. The City may also increase or decrease the amount or type of HVAC equipment requiring services. Facility Maintenance will coordinate HVAC service requests, work orders, scheduling, and related service requirements for Citywide facilities.
1.4. Aviation Facilities
The RFP includes HVAC equipment located at City Aviation facilities for informational and potential future contracting purposes. Aviation is currently under a separate HVAC maintenance agreement that is expected to expire on March 1, 2028, unless the agreement expires or terminates earlier.
The City reserves the right, but is not obligated, to include Aviation HVAC equipment and services in one or more contracts resulting from this solicitation upon expiration or earlier termination of the existing Aviation HVAC maintenance agreement. The City may elect to add all, some, or none of the Aviation equipment or services to a resulting contract and is not obligated to amend the resulting contract to include Aviation equipment or services.
Aviation will continue to manage its own HVAC maintenance, service requests, work orders, scheduling, and coordination for Aviation facilities. Inclusion of Aviation equipment and specifications in this solicitation does not transfer responsibility for Aviation HVAC maintenance or work-order management to Facility Maintenance.
If Aviation equipment or services are added to a resulting Contract, the City may add, remove, replace, relocate, or modify Aviation facilities, equipment, locations, and quantities based on operational needs and the terms of the resulting Contract.
1.5. Additional Equipment and Services
The City may add, remove, replace, relocate, or modify existing HVAC equipment, new HVAC equipment, replacement equipment, upgraded or modified equipment, facilities, buildings, locations, and services during the Contract term, subject to the terms of the resulting Contract.
Equipment that is currently covered by a separate maintenance, service, or other contractual agreement may be considered for addition to a resulting Contract upon expiration, termination, or other conclusion of the existing agreement. The City is not required to add such equipment to a resulting Contract.
Equipment that is currently covered by a manufacturer, installer, or other applicable warranty may also be considered for addition to a resulting Contract upon expiration of the applicable warranty or when warranty coverage no longer applies.
The City may add newly installed, replacement, upgraded, or modified equipment during the Contract term. Such equipment may include complete HVAC systems, units, boilers, controls, components, or other related equipment. Any added equipment shall be serviced in accordance with the applicable equipment category, the Contractor's awarded service capabilities, manufacturer requirements, and the terms of the Contract.
The City may increase or decrease the quantity of equipment, facilities, buildings, locations, or services during the Contract term. The City may also remove equipment or locations from the resulting Contract when they are no longer required, are replaced, relocated, taken out of service, or are otherwise no longer applicable.
The City may use one Contractor or multiple Contractors and may determine whether and when equipment or services are added based on the applicable equipment category, service requirements, facility location, qualifications, licensing, availability, existing contractual obligations, and awarded pricing.
Additional HVAC-related services may be requested by the City when authorized. Routine and scheduled services shall be coordinated with the City's designated representative and performed within a reasonable and mutually agreed-upon timeframe based on the City's operational needs, facility availability, and the nature of the work.
Nothing in this section guarantees that any particular equipment , facility, building, location, quantity, or service will be added to or remain under a resulting Contract.
2. Proposal Criteria & Requirements
All pricing and payment must be clearly defined and aligned with the criteria outlined in this RFP.
Proposers are required to provide all requested information, including detailed explanations of how they will meet or exceed the components as outlined.
Vendors interested in providing services for the City of Killeen must submit a complete proposal addressing each of the following requirements. Proposers shall provide sufficient detail to demonstrate their qualifications, experience, service capabilities, pricing, and ability to meet the City's requirements.
2.1. Company Profile
Company Overview: Provide the number of years in business, areas of expertise, company size, organizational structure, and a general description of the firm's HVAC maintenance and repair capabilities.
Relevant Experience: Describe the firm's experience providing commercial HVAC maintenance and repair services for municipal, governmental, commercial, or similarly sized facilities. Include the types and sizes of HVAC systems routinely serviced.
Key Personnel: Identify key personnel who will be involved in this contract, including their roles, responsibilities, professional experience, and relevant qualifications.
Service Area and Availability: Identify the geographic area regularly serviced by the Proposer and the Proposer's ability to provide services at multiple City facilities. Proposers shall also identify their ability to service HVAC equipment that may be added, replaced, upgraded, modified, or otherwise placed into service during the Contract term. Aviation facilities are included in this RFP for informational and potential future contracting purposes as described in RFP.
References: Provide a minimum of three (3) references for similar HVAC maintenance and repair contracts performed within the past five (5) years. Include the client name, contact name, telephone number, email address, contract term, and a brief description of services provided.
2.2. Pricing and Payment Terms
Vendors must provide a comprehensive pricing structure that includes, at a minimum:
Equipment/Service Rates: Proposers shall provide pricing for the HVAC equipment category or categories for which they are proposing to provide services. Pricing shall be clearly identified for HVAC Equipment – Below 7.5 Tons and/or HVAC Equipment – 7.5 Tons and Above. Proposers may submit pricing for one category or both categories. The City may evaluate and award each category separately and may select different Contractors for each category.
Labor Rates: Provide regular, after-hours, weekend, holiday, and emergency labor rates, as applicable.
Service Rates: Provide applicable rates for service categories identified in the Bid Form/Price Schedule, including services for HVAC equipment below 7.5 tons and equipment 7.5 tons and above.
Parts and Materials Markup: Identify the proposed markup applied to parts, materials, refrigerants, and other items furnished as part of the services. Proposers shall clearly identify whether parts and materials will be billed at cost, cost plus a markup, or another pricing method.
Diagnostic/Service Call Charges: Identify any applicable service call, diagnostic, trip, dispatch, or other charges.
Emergency Service Pricing: Clearly identify any additional charges or premiums applicable to emergency or after-hours services.
Travel, Freight, and Delivery Charges: Identify any applicable travel, freight, delivery, mobilization, or other charges that may be incurred in providing services. Any such charges shall be clearly identified in the proposal.
Equipment Replacement and Installation Pricing: If applicable, identify the proposed pricing methodology for new, replacement, upgraded, or modified HVAC equipment, including removal of existing equipment, installation, startup, testing, labor, materials, equipment, and other associated costs.
Discounts: Identify any available discounts based on volume, annual service commitments, multiple locations, or other circumstances.
Payment Terms: Outline payment terms and any applicable conditions.
All pricing should be inclusive of all associated costs, including labor, materials, equipment, insurance, taxes, overhead, profit, travel, and other costs necessary to perform the services, unless specifically identified otherwise in the proposal.
Any costs, fees, surcharges, markups, or other charges not specifically identified in the proposed pricing structure may not be added to an invoice without prior authorization from the City.
2.3. Service and Technical Support
Preventive Maintenance Program: Describe the Proposer's approach to routine and preventive HVAC maintenance, including inspections, cleaning, adjustments, testing, identification of deficiencies, and recommendations for corrective action.
HVAC Repair Services: Describe the Proposer's approach to diagnosing and repairing HVAC equipment, including air conditioning, heating, ventilation, controls, electrical components, refrigerant systems, and associated equipment.
Equipment Capabilities: Identify the types and sizes of HVAC equipment the Proposer is qualified and equipped to service, including equipment below 7.5 tons and equipment 7.5 tons and above. Identify experience and capabilities related to heating equipment, including boilers, as applicable.
After-Hours and Emergency Support: Describe availability for after-hours, weekend, holiday, and emergency service calls. Clearly identify emergency response times and any applicable limitations or additional charges.
Response Times: Provide proposed response times for routine, urgent, and emergency service requests.
Parts and Materials: Describe the Proposer's ability to obtain commonly required parts, materials, replacement equipment, and other items necessary to perform services and identify any circumstances that may affect repair or replacement timelines.
Warranty Support: Describe the Proposer's ability to identify and coordinate manufacturer warranty work and explain how warranty-related repairs will be handled. Describe the Proposer's ability to incorporate equipment into its service program when applicable maintenance, service, or warranty agreements expire or conclude.
Quality Control Program: Demonstrate adherence to applicable regulatory and industry standards and describe inspection, supervision, and follow-up procedures used to maintain quality workmanship.
Service Documentation: Describe the documentation and reporting that will be provided following inspections, preventive maintenance, service calls, and repairs. Documentation should identify, as applicable, equipment condition, work performed, parts and materials used, refrigerant usage, deficiencies identified, and recommendations for additional work.
Safety Program: Describe the firm's safety program and procedures for protecting City employees, building occupants, property, and the public while performing work.
Backup and Continuity of Services: Provide details regarding staffing, backup personnel, equipment, and other resources available to maintain service in the event of unforeseen disruptions or changes in the number or type of facilities or equipment requiring services.
2.4. Customer Service and Account Management
Support Channels: Offer customer support through designated channels, including but not limited to phone and email.
Designated Representative: Assign a designated representative responsible for coordinating services, scheduling, communication, and quality control.
Account Manager: Appoint an account manager who will serve as the primary point of contact for the City's contract administration and service coordination.
Service Requests: Describe the process for receiving, assigning, tracking, and closing City service requests.
Communication: Describe how the City will be notified regarding service status, delays, equipment conditions, recommended repairs, parts availability, and expected completion dates.
Escalation Process: Describe the process for escalating unresolved service issues, emergency conditions, or recurring equipment problems.
2.5. Service Timeline and Response Requirements
Routine Service: Identify anticipated scheduling and response times for routine maintenance and non-emergency service requests. Describe the Proposer's ability to coordinate routine and scheduled work with the City's designated representative and perform such work within a reasonable and mutually agreed-upon timeframe based on the City's operational needs, facility availability, and the nature of the work.
Urgent Service: Identify response times for service requests that affect building operations but do not constitute an emergency.
Emergency Service: Identify the Proposer's emergency response time and availability, including nights, weekends, and holidays.
Lead Times: Identify anticipated lead times for commonly required parts, equipment, new or replacement HVAC systems or units, and repairs.
Completion Timeframes: Describe the Proposer's ability to complete repairs equipment replacements, installations, and other authorized work within reasonable timeframes and communicate any circumstances that may delay completion.
Emergency Response Guarantee: Provide a clear outline of the Proposer's ability to meet the proposed emergency response times
2.6. Citywide and Aviation Service Requirements
Citywide Facilities: Describe the Proposer's ability to provide HVAC maintenance and repair services at multiple City facilities and coordinate work through the City's designated Facility Maintenance representative. Proposers shall describe their ability to accommodate changes in facilities, buildings, locations, equipment, and quantities during the Contract term.
Aviation Facilities: Acknowledge that Aviation HVAC equipment and applicable unit specifications are included in this RFP for informational and potential future contracting purposes. Aviation is currently under a separate HVAC maintenance agreement that is expected to expire on March 1, 2028, unless the agreement expires or terminates earlier. Proposers shall identify their ability to service the Aviation equipment identified in the solicitation if the City elects to include such equipment in a resulting contract.
Separate Coordination: Acknowledge that Citywide and Aviation HVAC services may be coordinated and managed separately by the City. Aviation will continue to manage its own HVAC maintenance, service requests, work orders, scheduling, and coordination for Aviation facilities.
Multiple Locations: Proposers must identify the equipment categories and locations they are capable of servicing. The City may utilize one contractor or multiple contractors based on the equipment category, facility location, service requirements, and proposer capabilities.
Equipment and Facility Changes: Acknowledge that the City may add, remove, replace, relocate, or modify facilities, buildings, locations, equipment, and quantities during the Contract term. Proposers shall describe their ability to accommodate such changes and provide services for equipment added during the Contract term.
· Existing, New, and Replacement Equipment: The City may add existing equipment as current maintenance, service, or warranty agreements expire or conclude, as well as new, replacement, upgraded, or modified HVAC equipment added during the Contract term. Proposers shall describe their ability to incorporate such equipment into their service program, including the removal and replacement or installation of HVAC equipment when authorized by the City.
Aviation Equipment: Proposers acknowledge that the City may, but is not obligated to, add all, some, or none of the Aviation HVAC equipment or services to a resulting Contract. The City may elect not to amend a resulting Contract to include Aviation equipment or services.
2.7. Licensing and Certifications
Local and State Compliance: Vendors must possess and maintain all required licenses and permits to operate and provide HVAC maintenance and repair services within the City of Killeen, Bell County, and the State of Texas.
TDLT ACR License: Proposers shall maintain all applicable Texas Department of Licensing and Regulation (TDLR) Air Conditioning and Refrigeration Contractor licensing requirements for the services proposed. Proposers shall identify their applicable license class, endorsements, license number, and expiration date.
Federal Compliance: Vendors must not be listed on the federal debarment, suspension, or excluded parties list (as maintained by the U.S. General Services Administration) and must certify their eligibility to contract with federal and federally funded entities.
Personnel Certification: Personnel performing HVAC services must possess all licenses, certifications, registrations, and qualifications required for work to be performed and in compliance with local, state, federal, OSHA, and FEMA regulations.
Refrigerant Certification: Personnel handling refrigerants must maintain all applicable certifications required by Federal law, including EPA Section 608 certification, as applicable to the services performed.
Regulatory Compliance: All services must comply with applicable Federal, State, and local laws, regulations, codes, safety requirements, and industry standards.
Subcontractor Compliance: Subcontractors must also meet all licensing and compliance requirements, and adherence to federal procurement guidelines.
2.8. Service and Job Requirements
Timely Service: Provide services promptly and in accordance with the response and completion timeframes established in the resulting contract. Routine and scheduled services shall be coordinated with the City's designated representative and performed within a reasonable and mutually agreed-upon timeframe based on the City's operational needs, facility availability, and the nature of the work.
Work Authorization: Obtain authorization from the City's designated representative before performing repairs, equipment replacements, new installations or other work outside the authorized scope of routine services.
Site Access: Coordinate facility access and scheduling with the City's designated representative prior to performing work, except where emergency conditions require immediate response.
Job Sites: Maintain work areas in a safe, neat, and orderly condition throughout the duration of the work.
Equipment Protection: Take reasonable measures to protect City buildings, equipment, furnishings, and other property from damage while performing services.
Removal of Debris: Remove replaced parts, debris, refrigerant containers, packaging, and other materials generated by the Proposer's work unless otherwise directed by the City.
Service Reports: Provide documentation following service that identifies the equipment serviced, work performed, deficiencies identified, parts or materials used, and recommendations for additional work.
Emergency Services: Provide emergency HVAC services when requested by the City, including after-hours, weekends, and holidays, as proposed.
24/7 Availability: Clearly identify whether 24/7 emergency service is available and any limitations or conditions associated with such availability.
Response Time Guarantee: Provide a clear outline of the Proposer's ability to meet the emergency response time requirements proposed in the solicitation.
Quality Assurance: Implement quality control measures to ensure work is performed correctly and that identified deficiencies are appropriately addressed, including applicable startup, testing, and verification of replacement or newly installed equipment.
Documentation and Reporting: Maintain accurate records of maintenance, inspections, service calls, repairs, equipment replacements and installations, parts, materials, refrigerant usage, and other applicable service activities and provide reports to the City upon request.
2.9. Term of Contract and Option to Extend
Any contract resulting from this solicitation shall be effective on the date that the last required signature is affixed and shall be in effect for one (1) year. The City anticipates that the contract shall be renewed pursuant to the availability of funds and at the discretion of the City.
The City may request up to an additional sixty (60) days Service Period past the initial or any renewal term to advertise and award a new contract for services / items, without any pricing adjustments.
It is agreed that the contract will automatically renew four (4) times, for one (1) year renewal terms, unless the City or Contractor serves written notice 60 days before the contract termination, or sixty (60) days before the end of any renewal term. The City will notify Contractor that the contract will not be renewed if funding is unavailable or if the contractor’s past performance is not within industry standards. Notwithstanding anything to the contrary, this contract shall not exceed a total of four (4) years or total $100,000 or more without prior City Council approval.
Price Escalation Clause: Should market conditions warrant an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 90 days before the end of each one (1) Year of the contract. If the contractor fails to give timely notice, the price may not be increased. Escalation may only occur after the initial one (1) Year of the contract or after extension. Nevertheless, any request for an increase shall not be applied automatically but shall only apply upon written approval by the City which may only be withheld without just cause, including but not limited to, insufficient funding. Any approved price increase shall not exceed ten percent (10%) of the current contract price during any twelve (12)-month period. The ten percent (10%) is the maximum allowable increase and does not guarantee or entitle the Contractor to a price increase. The Contractor must provide information showing that its costs have increased and the amount of the increase. Requests for price increases must be solely for the purpose of accommodating an increase in the contractor's cost, not profits.
Tariff Clause: In the event of any changes in tariffs, duties, or taxes imposed by governmental authorities that directly affect the cost of goods or services provided under this contract, the following provisions shall apply:
Notification Requirement: The Contractor shall notify the Procuring Entity in writing within 10 business days upon becoming aware of any such changes. The notification must include:
The specific tariff or duty imposed or changed.
The effective date of the change.
The impact on the cost of the goods or services provided.
Supporting documentation, such as official notices or tariff schedules.
Adjustment Mechanism: Upon receipt of the notification and supporting documentation, the Procuring Entity and the Contractor shall mutually agree on an equitable adjustment to the contract price. This adjustment will reflect the increased costs attributable to the tariff change and will be implemented in a manner that is fair and reasonable to both parties.
Maximum Increase Limit: Any price adjustment due to tariff changes shall not exceed 10% of the original contract price.
Limitations: Adjustments under this clause shall be limited to the direct costs incurred due to the tariff change and shall not exceed the actual increase in costs. No adjustments will be made for indirect costs or for any other reasons not directly attributable to the tariff change.
Response Timeline: A response to the request for adjustment will be prepared by the Procuring Entity within 10 business days of receipt of the request.
Finality of Determinations: All determinations made by the City regarding tariff-related adjustments are final.
Pricing shall reflect the full Scope of services as defined, including all associated costs for delivery, labor, insurance, taxes, overhead, and profit.
Proposer must quote unit pricing in accordance with the itemized listing of products or contract segments.
Any request in price change with supporting documentation must be sent to :
City of Killeen
Attn: Purchasing Division
802 N 2nd Street
Building G, 2nd Floor
Killeen, TX 76541
Or
Email: Purchasing@KilleenTexas.gov
On the envelope place “Price Change Notification '27-17, HVAC Maintenance and Repair Service”
If during any term of this contract, the Proposer should enter into any contract with another municipality within Texas for similar commodities or services with a similar scope of work with rates more favorable than those granted to the City of Killeen, or if there is a decrease in Contractor’s cost to perform services herein the Proposer agrees to modify this contract to include such more favorable rates and or decrease in cost. It is recommended that the Proposer provide any rate reduction or discount voluntarily.
2.10. Insurance
All proposers shall maintain the appropriate amount of insurance required for the performance of the Contract once awarded. This coverage shall be maintained throughout the term of the Contract and shall provide protection against claims, damages, losses, or liabilities arising from the proposer’s performance of the Contract. The successful proposer shall furnish certificates of insurance evidencing the required coverage when requested by the City and, if applicable, upon renewal of any required policies during the term of the Contract.
A. Comprehensive General Liability and Property Damage Insurance.
The Proposer shall take out and maintain during the life of this Contract such Comprehensive General Liability and Property Damage Insurance as shall protect the City from claims for damages or personal injury, including accidental death, as well as from claims for property damages which may arise from the performance of work, services, delivery of goods, or other obligations under this Contract, whether such operations be by himself or by a subcontractor or by anyone directly or indirectly employed by either of them, and the minimum amounts of such insurance shall be as follows:
1. Bodily Injury
A. Each Occurrence - $1,000,000
B. Annual Aggregate - $2,000,000
2. Property Damage Insurance
A. Each Occurrence - $1,000,000
B. Annual Aggregate - $2,000,000
B. Comprehensive Automobile Liability.
The Proposer shall maintain Automobile Liability Insurance for owned, hired, and non-owned vehicles used in the performance of this Contract, with minimum limits as follows:
1. Bodily Injury
A. Each Person - $500,000
B. Each Accident - $1,000,000
2. Property Damage
A. Each Occurrence - $1,000,000
C. Workers' Compensation and Employers' Liability.
The Proposer shall maintain Workers' Compensation Insurance in accordance with the requirements of the Texas Workers' Compensation Act for all employees engaged in the performance of this Contract. Employers' Liability Insurance shall be maintained with minimum limits of:
A. Each Accident - $100,000
B. Disease – Each Employee - $100,000
C. Disease – Policy Limit - $500,000
If the Proposer is not required by law to maintain Workers' Compensation Insurance, the Proposer shall notify the City in writing prior to contract execution.
D. Additional Insurance Requirements.
The City of Killeen, its officers, officials, employees, and volunteers shall be named as Additional Insured on the Commercial General Liability and Automobile Liability policies.
Insurance coverage shall be primary and noncontributory with respect to any insurance or self-insurance maintained by the City.
The Proposer shall provide a Waiver of Subrogation in favor of the City of Killeen on all policies where permitted by law.
The insurance required by this section shall remain in full force and effect throughout the term of the Contract.
The City reserves the right to request copies of applicable insurance policies at any time.
The vendor must ensure that any subcontractors have appropriate insurance coverage that meets or exceeds the requirements outlined in the solicitation. Proof of subcontractor insurance must be provided upon request.
2.11. Subcontractor Requirements
Identification and Qualifications: Vendors must clearly identify any subcontractors involved in the proposal and provide a detailed description of their qualifications and experience relevant to the tasks assigned.
Responsibility: The primary vendor remains responsible for all subcontractor work and must ensure that subcontractors meet the same licensing, certification, and compliance standards as the primary vendor.
2.12. Additional Considerations
Disclose any additional terms, service limitations, or conditions applicable to your proposal.
Proposers shall clearly identify any portion of the Scope of Work that they are unable to provide or any requirements they are unable to meet. Failure to identify exceptions may be considered an indication that the Proposer is capable of meeting the requirements of the solicitation.
3. Evaluation Methodology
The City of Killeen is committed to a competitive selection process and will evaluate proposals based on the criteria outlined in this solicitation. Proposers must demonstrate their ability to meet or exceed the City’s service requirements.
Proposals will be reviewed and scored by an Evaluation Committee. The City reserves the right to request additional information, seek clarifications, or conduct interviews / presentations during the evaluation process. A Phase 2 Optional Interview / Presentation / Demonstration process may be utilized, if needed, to further evaluate and confirm proposer qualifications.
Specifications set forth herein define the minimum requirements and performance expectations. They are not intended to disqualify any capable proposal; rather, they communicate the level of quality and service the City expects. If a proposer takes an exception to any specification, a detailed explanation must accompany the response. Failure to meet mandatory requirements may result in the proposal being deemed non-responsive.
Because the City cannot predict future needs with certainty, no guaranteed minimums or fixed quantities are promised. Any quantities shown are estimates only; the City reserves the right to increase or decrease those quantities. These estimates shall not be construed as binding minimums or maximums.
Submission of a proposal does not guarantee the award of a contract. The City of Killeen reserves the right to reject any or all proposals, waive minor irregularities, and make an award determined to be in the best interest of the City.
Preferred Method –Weighted Best Value
Evaluation Criteria & Weights (Subject to change based on project needs)
Criterion Weight (%)
Pricing and Payment Terms (20%)
Service and Technical Support (25%)
Customer Service and Account Management (10%)
Licensing and Certification (10%)
Service and Job Requirements (25%)
Subcontractor Infor. & Additional Considerations (10%)
Phase 2 – Optional Interview / Presentation / Demonstration (Up to 100 Points, if conducted)
If the City elects to proceed with Phase 2, shortlisted proposers may be invited to participate in interviews, presentations, and/or demonstrations. This phase, if conducted, will be scored separately for up to 100 points and may be used to further evaluate qualifications, clarify proposals, and confirm understanding of project requirements. Participation is by invitation only and not guaranteed for all proposers.
Award Determination
Rank the proposers based on their total weighted scores.
Verify the top-scoring proposals meet the City’s goals, budget, and requirements.
If necessary, invite top proposers for interviews, presentations, or Phase 2 evaluations to clarify questions or provide additional information
Make a recommendation to City Council for award of the contract to the proposer that is responsive, responsible, and provides the best value to the City.
Evaluation of Proposal Sections
1. Pricing and Payment Terms
Evaluation Focus:
Detailed and transparent pricing for the applicable HVAC service category or categories
Clear pricing for HVAC equipment below 7.5 tons and/or 7.5 tons and above
Preventive maintenance pricing and service rates
Regular, after-hours, weekend, holiday, and emergency labor rates
Parts, materials, refrigerant, equipment, freight, delivery, and applicable markup
Diagnostic and service call charges
Pricing methodology for new, replacement, upgraded, or modified HVAC equipment, including removal, installation, startup, testing, labor, materials, and associated costs, if applicable
Availability of discounts and other cost-saving opportunities
Clear and reasonable payment terms
Transparent procedures for approved price adjustments
All-inclusive pricing that identifies all costs necessary to perform the required services
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
2. Service and Technical Support
Evaluation Focus:
Demonstrated ability to provide HVAC maintenance and repair services for the applicable equipment category or categories
Experience servicing HVAC equipment below 7.5 tons and/or 7.5 tons and above
Preventive maintenance and inspection program
Ability to diagnose and repair heating, cooling, refrigeration, controls, and related HVAC components, including boilers and other applicable heating equipment
Ability to provide refrigerant services and comply with applicable requirements
Availability of qualified and properly certified technicians
After-hours and emergency service capabilities
Response times and scheduling flexibility
Ability to service multiple Citywide and, if Aviation equipment is added to a resulting Contract, Aviation facilities and equipment
Ability to incorporate existing equipment as warranties or other maintenance/service agreements expire or conclude
Ability to service new, replacement, upgraded, or modified equipment added during the Contract term
Ability to accommodate changes in facilities, buildings, locations, equipment, and quantities during the Contract term
Quality control mechanisms and industry/regulatory compliance
Service documentation, reporting, and recordkeeping
Scoring Method:
Points Based
Weight (Points):
25 (25% of Total)
3. Customer Service and Account Management
Evaluation Focus:
Defined customer service channels and availability
Appointment of a designated representative and/or account manager
Ability to coordinate service requests with Facility Maintenance and, when applicable, Aviation staff
Clear communication regarding service requests, scheduling, delays, deficiencies, and completion
Responsiveness to City inquiries and service needs
Clear escalation process for unresolved service issues
Ability to manage service requests across multiple facilities and equipment locations
Customer service approach and commitment to maintaining consistent communication throughout the Contract term
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
4. Licensing and Certification
Evaluation Focus:
Valid licenses, registrations, and certifications applicable to the HVAC services proposed
Compliance with applicable Texas Department of Licensing and Regulation (TDLR) Air Conditioning and Refrigeration Contractor requirements
Applicable technician qualifications and certifications
Compliance with applicable EPA Section 608 refrigerant requirements
Compliance with applicable local, state, and federal requirements
Not listed on applicable federal debarment or exclusion lists
Compliance with applicable regulatory and safety requirements
Certification and compliance of proposed subcontractors, if applicable
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
5. Service and Job Requirements
Evaluation Focus:
Ability to provide timely routine, preventive, urgent, and emergency HVAC services
Ability to meet proposed response and completion timeframes
Ability to coordinate routine and scheduled work with the City's designated representative and perform such work within a reasonable and mutually agreed-upon timeframe based on the City's operational needs, facility availability, and the nature of the work
24/7 availability or emergency response capability, as proposed and required
Work authorization and service call procedures
Ability to perform authorized equipment replacement, installation, startup, testing, and verification
Site access and coordination requirements
Protection of City property, buildings, equipment, and surrounding areas
Proper handling and disposal of removed parts, materials, refrigerants, and debris
Service reports and documentation following completed work
Equipment startup, testing, and verification following repairs or installation-related services
Quality assurance and workmanship
Safety procedures and compliance
Ability to provide continuity of service and backup resources when needed
Ability to support multiple City facilities and locations
Ability to accommodate changes in facilities, buildings, locations, equipment, and quantities during the Contract term
Ability to provide services for the applicable equipment category or categories throughout the Contract term
Scoring Method:
Points Based
Weight (Points):
25 (25% of Total)
6. Subcontractor Information and Additional Considerations
Evaluation Focus:
Identification and qualification of proposed subcontractors
Subcontractor experience relevant to HVAC maintenance and repair services
Subcontractor compliance with applicable licensing, certification, insurance, and regulatory requirements
Demonstrated capacity for full accountability over subcontracted work
Availability of additional resources, technicians, equipment, or specialized services
Service capabilities, technology, or value-added features that support the City's requirements
Ability to provide continuity of services during periods of increased demand, emergencies, or technician availability issues
Ability to accommodate changes in service requirements, facilities, equipment, or quantities during the Contract term
Any additional information that demonstrates the proposer’s ability to successfully perform the Contract requirements
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
Phase 2 (OPTIONAL)
1. Interview / Presentation / Demonstration
Evaluation Focus:
Demonstrated understanding of the solicitation requirements and project scope
Qualifications and experience of proposed key personnel
Ability to provide the requested goods and/or services
Project approach, methodology, and implementation strategy
Communication, coordination, and responsiveness
Schedule management and ability to meet deadlines
Quality assurance and safety procedures, if applicable
Demonstrated technical capabilities and problem-solving approach
Ability to respond to Evaluation Committee questions clearly and thoroughly
Overall capability to successfully perform the contract requirements
Scoring Method:
Points Based
Weight (Points):
100 (100% of Total)
4. Vendor Questionnaire
Vendors must provide complete and accurate responses to all questions in this questionnaire, including any required confirmations and the upload of all specified supporting documents (e.g., forms, attachments, and templates). All required fields, checkboxes, and uploads must be addressed.
Failure to fully answer any question, provide required confirmations, or include all requested documentation may render your submission non‑responsive and subject to disqualification from further consideration in the solicitation process.
1. Conflict of Interest Questionnaire (Form CIQ)*
Pursuant to Chapter 176 of the Texas Local Government Code, vendors contracting with or seeking to contract with the City of Killeen must file a completed Conflict of Interest Questionnaire (Form CIQ) with the appropriate records administrator no later than seven (7) business days after beginning contract discussions or negotiations, or after submitting a response to this solicitation. The Form CIQ can be downloaded here:
https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf
Please confirm your understanding and willingness to promptly download, complete, and submit the Form CIQ upon the City’s request:
Please confirm
*Response required
2. References*
Contractors shall submit at least three (3) business references for the proposed item. Each reference must include:
Business name
Contact person
Address
Telephone number
Email address (if available)
References should be from customers for whom the contractor has provided similar services or products. These references may be contacted by the City of Killeen as part of the evaluation process.
Please download, complete, and upload the following document:
References.pdf
*Response required
3. Certificate of Interested Parties (Form 1295)*
If awarded a contract, the vendor must submit the Certificate of Interested Parties (Form 1295) online through the Texas Ethics Commission’s filing application as required by Texas Government Code Section 2252.908. A business entity must use the Commission’s online system to enter the required information, generate the form, and obtain a unique certification of filing number. An authorized agent of the business entity must sign the printed copy, and that certified copy must be provided to the City of Killeen within seven (7) business days after contract discussions or negotiations.
The online filing system is available at: https://prd.tecprd.ethicsefile.com/File
Please confirm that you will download, complete, and submit the Certificate of Interested Parties (Form 1295) immediately upon request by the City of Killeen and in accordance with the filing requirements:
Please confirm
*Response required
4. Acknowledgement – “Boycott Israel"*
By submitting this proposal, the vendor hereby acknowledges that it does not boycott Israel and will not boycott Israel during the term of this contract. Boycotting Israel is defined in Texas Government Code section 808.001 to mean refusing to deal with, terminating business activities with, or taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.
Please confirm
*Response required
5. Acknowledgement – "Boycott Energy Companies”*
By submitting this proposal, the vendor hereby acknowledges that it does not boycott energy companies and will not boycott energy companies during the term of the contract. “Boycott energy company” is defined in Texas Government Code section 809.001 to mean, without an ordinary business purpose, refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with a company because the company: (A) engages in the exploration, production, utilization, transportation, sale, or manufacturing of fossil fuel-based energy and does not commit or pledge to meet environmental standards beyond applicable federal and state law; or (B) does business with a company described by Paragraph (A).
Please confirm
*Response required
6. Acknowledgement – “Prohibition on contracts with companies that discriminate against firearm and ammunition industries”*
By submitting this proposal, the vendor hereby acknowledges that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and will not discriminate during the term of the contract against a firearm entity or firearm trade association. Discriminate against a firearm entity or a firearm trade association are defined in Texas Government Code section 2274.001 as (A) with respect to the entity or association, to (i) refuse to engage in the trade of any goods or services; (ii) refrain from continuing an existing business relationship; (iii) terminate an existing business relationship; or (iv) otherwise express a prejudice against the entity or association; and (B) does not include the established policies of a merchant, retail seller, or platform that restrict or prohibit the listing or selling of ammunition, firearms, or firearm accessories.
Please confirm
*Response required
7. Acknowledgment – "Antitrust Law Certification"*
By submitting this proposal, the vendor hereby acknowledges that neither the vendor nor the entity represented by the vendor, or anyone acting for such entity has violated the antitrust laws of the State of Texas, codified in Section 15.01 et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly, prior to the solicitation opening with any competitor or any other person engaged in such line of business.
Neither a violation has occurred nor prohibited communication has taken place.
A violation has occurred or prohibited communication has taken place.
*Response required
8. Acknowledgement - "Community Development Block Grant (CDBG)"*
By submitting this proposal, the vendor hereby acknowledges understanding that projects may be funded in whole or in part by the U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) or Home Investment Partnerships Act (HOME Program) and may be subject to submittal of certified payroll documentation as required by HUD funded construction projects to the extent required by Davis-Bacon and Related Acts (DBRA); confirmation of eligibility for participation through the Excluded Parties Listing System (EPLS) - System for Award Management (SAM.gov) or the Texas Debarred Vendor List.
Please confirm
*Response required
9. Acknowledgement – “Disadvantaged & Underrepresented Businesses”*
Where applicable for federal awards, by submitting this bid/proposal, the vendor hereby acknowledges support for the inclusion and equitable opportunity for disadvantaged and underrepresented business enterprises and will ensure that small businesses, minority-owned, women-owned, veteran-owned, service-disabled veteran-owned, and other similarly qualified firms are considered as set forth in 2 C.F.R. §200.321. The vendor further acknowledges that, where applicable under federal awards, the OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards encourages recipients and subrecipients to ensure, when practicable, that such businesses are considered in procurement and contracting. Vendor shall apply these requirements to any subcontractors.
Please confirm
*Response required
10. Acknowledgement – “Domestic Preference for Procurements”*
By signing and submitting this proposal, the Vendor hereby verifies that, to the greatest extent practicable and consistent with applicable law, it will, when using federal award funds, provide a preference for the purchase, acquisition, or use of goods, products, and materials produced in the United States, as required by 2 C.F.R. § 200.322 (Domestic Preferences for Procurements). “Produced in the United States” means that all manufacturing processes, from the initial melting stage through the application of coatings, for iron and steel products occur in the United States. The Vendor further acknowledges that this requirement must be included in all subcontracts, purchase orders, and other contractual instruments under any resulting contract and will comply with this requirement during the term of the contract.
Please confirm
*Response required
11. Acknowledgement - "Tariff Clause" (If Applicable)*
By submitting this proposal, the Vendor acknowledges that it has read, understands, and agrees to comply with any Tariff Clause included in this solicitation, if applicable. The Vendor further agrees that any request for price adjustment due to tariffs, duties, or taxes shall be submitted and evaluated in accordance with the terms and limitations specified in the solicitation.
Please confirm
*Response required
12. Criminal Convictions Disclosure*
Has the owner(s) of the company been convicted of a crime within the past ten (10) years (excluding minor traffic violations)?
Yes — The owner(s) has been convicted of a crime within the past ten (10) years. (If “Yes,” attach a separate sheet providing details including the name of the individual, offense, jurisdiction, and date of conviction.)
No — The owner(s) has not been convicted of a crime within the past ten (10) years.
*Response required
13. Criminal History Disclosure*
Have you, or any member of your Firm or Team to be assigned to this engagement, ever been indicted or convicted of a felony or a misdemeanor greater than a Class C (excluding minor traffic violations) in the last five (5) years?
Yes — A member of the Firm or Team has been indicted or convicted of a felony or misdemeanor greater than a Class C in the last five (5) years. (If “Yes,” attach a separate sheet providing details including the individual’s name, offense, court, and date of conviction/indictment.)
No — No member of the Firm or Team has been indicted or convicted of a felony or misdemeanor greater than a Class C in the last five (5) years.
*Response required
14. Litigation / Claims History*
Has your Firm or Team, you, or any member of your Firm or Team been involved in any claim, lawsuit, arbitration, or litigation with the City of Killeen or any other Federal, State, Local Government, or private entity during the last ten (10) years?
Yes — A member of the Firm or Team has been involved in litigation in the last ten (10) years. (If “Yes,” attach a separate sheet providing details including case/claim name, parties, nature, forum, date filed, current status/outcome.)
No — No member of the Firm or Team has been involved in litigation in the last ten (10) years.
*Response required
15. Termination for Work Disclosure*
Has your Firm or Team, you, or any member of your Firm or Team ever been terminated (for cause or otherwise) from any contracted work performed for the City of Killeen or any other Federal, State, Local Government, or private entity?
Yes — The Firm or Team, or a member of the Firm or Team, has been terminated from contracted work. (If “Yes,” attach a separate sheet providing details including entity, reason, date, resolution).
No — The Firm or Team and no member of the Firm or Team has been terminated from contracted work .
*Response required
16. Bankruptcy / Reorganization Disclosure*
Has the company been in bankruptcy, reorganization, or receivership in the last five (5) years (whether voluntary or involuntary)?
Yes — The company has been in bankruptcy, reorganization, or receivership in the last five (5) years. (If “Yes,” attach a separate sheet with details including dates, jurisdiction, chapter (if applicable), and current status.)
No — The company has not been in bankruptcy, reorganization, or receivership in the last five (5) years.
*Response required
17. Operational History - Continuous Services Provided*
Has the company provided continuous services as requested in this solicitation and operated in this capacity for two (2) years without interruption?
Yes — The company has provided continuous services and operated in this capacity for two (2) years without interruption.
No — The company has not provided continuous services and operated in this capacity for two (2) years without interruption.
*Response required
18. Disclosure of Debarment, Suspension, or Exclusion*
Has the company been disqualified, debarred, suspended, or listed on any excluded parties list (including, but not limited to, the General Services Administration’s list of parties excluded from federal procurement and nonprocurement programs) by any public agency, including the Federal Government?
Yes — The company has been disqualified, debarred, suspended, or listed on an excluded parties list. (If “Yes,” attach a separate sheet providing details including dates, issuing agency, and current status.)
No — The company has not been disqualified, debarred, suspended, or listed on an excluded parties list.
*Response required
19. Disclosure of City Employee/Official Financial or Other Interest*
Does any City of Killeen employee or official (including elected officials or appointed board/commission members) or any immediate family member of such persons have any financial or other interest in your company (e.g., ownership, employment, equity, consulting relationship, or other benefit)?
Yes — A City of Killeen employee, official, or their immediate family has a financial or other interest in the company. (If “Yes,” attach a separate sheet providing details including the individual’s name, relationship to the City, nature of interest, and any relevant dates.)
No — No City of Killeen employee, official, or their immediate family has a financial or other interest in the company.
*Response required
20. Ability to Perform Services as Specified*
Can the company perform and provide the services exactly as described in the solicitation specifications and Scope of work?
Yes — The company can perform and provide the services as specified.
No — The company cannot perform and provide the services as specified. (If “No,” attach an explanation identifying any exceptions or limitations.)
*Response required
21. Service Commencement After Award*
When can the company begin providing services after award? Please state the number of calendar days required from award/notice to proceed until the company can commence full performance of the services requested in this solicitation:
Answer (number of days):
*Response required
22. Point of Contact to Resolve Issues (Delivery or Invoice)*
Please provide the primary point of contact the City may reach regarding service issues, delivery questions, or invoice/payment matters. Include the following information:
Name:
Title/Role:
Company:
Mailing Address:
Phone Number:
Email Address:
*Response required
23. Cooperative Governmental Purchasing Notice*
Other governmental entities may maintain interlocal agreements with the City of Killeen and may elect, but are not obligated, to purchase goods and services defined in this Invitation to Bid (ITB) from the successful bidder. Any such purchases by another governmental entity will be billed directly to and paid by that entity. The City of Killeen will not be responsible for another entity’s debts. Each governmental entity will place its own orders with the successful bidder and will be responsible for ensuring full compliance with the ITB specifications. Prior to purchases by other governmental entities, the City will notify the successful bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement with the City of Killeen:
Yes — I agree to allow other governmental entities to purchase under the contract awarded through this ITB.
No — I do not agree to allow other governmental entities to purchase under the contract awarded through this ITB.
*Response required
24. Copyrighted / Confidential Information – Texas Public Information Act*
All bids or proposals, data, and information submitted to the City of Killeen are subject to release under the Texas Public Information Act (PIA), unless the information is specifically exempt from disclosure under the Act or other applicable law. Information submitted to the City is presumed to be available to the public upon request, and may be released unless a statutory exception applies or the Office of the Attorney General determines it should be withheld.
You are not encouraged to submit data and/or information that you consider to be confidential or proprietary unless it is absolutely necessary for the City to understand and evaluate your submission.
Instructions for Submitting Confidential/Proprietary Information
Clearly label each page that contains information you believe to be confidential or proprietary.
Do not label entire documents wholesale; only the specific portions you consider confidential should be marked.
You may use colored paper (e.g., yellow or pink) to assist in distinguishing pages with claimed confidential information.
Failure to clearly label the specific information on the actual pages will be considered a waiver of confidential/proprietary rights in that information.
If the City receives a public information request that involves your submission, the City will notify you so you may assert your claim of confidentiality to the Office of the Attorney General and provide reasons supported by applicable law.
Please indicate below:
The proposal/bid submitted to the City contains NO confidential information and may be released to the public if required under the Texas Public Information Act.
The proposal/bid submitted contains confidential information, which is properly labeled as described above.
*Response required
25. Location of Confidential Information*
If your proposal contains confidential or proprietary information, please identify where it is located. Be as specific as possible so that the City can locate the information quickly if a Public Information Act request is received.
For each instance of confidential or proprietary information in your proposal, include:
Section/Tab Name:
Page Number(s):
Paragraph/Table/Item Reference:
Brief Description of Information Claimed as Confidential:
*Response required
26. Insurance Compliance*
Does the contractor maintain the insurance coverage as specified in the insurance requirements section of this solicitation, including minimum coverages, limits, and any proof of insurance requirements (e.g., certificates of insurance)?
Yes — The contractor maintains all required insurance coverages as specified.
No — The contractor does not maintain all required insurance coverages as specified. (If “No,” attach a sheet explaining any differences between your current insurance coverage and the insurance specified in the solicitation, including coverage type, limits, or any conditions/exceptions that apply.)
*Response required
27. Company’s First Year of Business Operation*
Please indicate the first year your company began business operations (the calendar year the company was established and began providing services):
This helps the City understand the vendor’s experience and length of operation as part of its responsibility determination.
Answer (Years):
*Response required
28. Insurance Broker Information*
Please provide the insurance broker or agent information for the insurance policies that cover your company’s operations related to this solicitation. Include each of the following:
Insurance Broker / Agency Name:
Contact Name:
Phone Number:
Fax Number (if applicable):
Email Address:
Collecting broker contact information is a standard part of vendor questionnaires so the awarding agency can verify coverage or follow up on policy details if needed.
*Response required
29. Pending Insurance Claims*
Are there any claims currently pending against your company’s insurance policies?
Yes — There are pending claims. (If “Yes,” attach a separate sheet providing details including the date the claim was filed, the nature of the claim, the insurer, and current status.)Asking about pending claims helps assess risk or potential liabilities that may affect the vendor’s ability to perform under a public contract.
No — There are no pending insurance claims.
*Response required
30. Recent Sales / Public Agency Project History*
Please list up to five (5) of your most recent sales or contract engagements with other public agencies (governmental entities) and/or other customers that are relevant to the goods/services defined in this solicitation. Include the following information for each:
Customer/Agency Name:
Contact Person and Title:
Phone Number:
Description of Goods/Services Provided:
Contract/Order Amount ($):
Date(s) of Performance/Delivery:
*Response required
31. Emergency Business Service Contact Notice*
During a natural disaster, homeland security event, or other emergency situation, the City of Killeen may need access to your business for products or services after normal business hours and/or on holidays. The City may request City personnel pick up or vendor delivery of products or services in such events.
For this purpose, vendors must provide both a primary and a secondary emergency contact name and phone number, and it is critical that this emergency contact information remains current. Vendors shall notify the City by email of any changes to the emergency contact names or phone numbers. Updates may be emailed to: SPrice@killeentexas.gov
All products or services requested during an emergency event are to be supplied at the established contract prices, terms, and conditions. Vendors shall also provide the fee (pricing) for an after‑hours emergency opening of the business, if applicable. In general, orders will be placed using a City of Killeen procurement card (MasterCard) or a City‑issued Purchase Order, and billing must include any emergency opening fee.
Please download the document listed below, complete it in full, and upload it with your proposal submission:
Emergency_Business_Service_Contact_Notice.pdf
*Response required
32. Proposal Documents*
Upload your complete proposal in this section, if applicable to this solicitation. For solicitations requiring pricing to be entered directly into the system (e.g., bids), vendors may upload a placeholder document (e.g., a brief statement indicating “No additional documents to upload”) to satisfy this requirement. Vendors may also use this section to provide any supplemental or supporting documentation.
*Response required
5. Reservation of Rights
5.1. Reservation of Rights
In connection with the RFP, the City of Killeen reserves all rights (which rights may be exercised by the City in its sole discretion) available to it under applicable laws, including without limitation, and with or without cause and with or without notice, the right to:
Cancel this RFP, in whole or in part at any time before the execution of a contract by the City of Killeen, without incurring any cost, obligations, or liabilities.
Issue addenda, supplements, and modifications to this RFP.
Revise and modify, at any time before the RFP submittal due date, the factors and/or weights of factors the City will consider in evaluating RFP submittals and to otherwise revise or expand its evaluation methodology as set forth herein.
Extend the RFP submittal due date.
Investigate the qualifications of any respondent under consideration and require confirmation of information furnished by the respondent.
Require additional information from a respondent concerning contents of its RFP submittal and/or require additional evidence of qualifications.
Waive or permit corrections to data submitted with any response to this RFP until such time as the City declares, in writing, that a particular stage or phase of its review of the responses has been completed or closed.
Reject at any time, any or all submittals, responses and RFP submittals received.
Terminate, at any time, evaluations of responses received.
Appoint an evaluation committee to review RFP submittals or responses and make recommendations.
Hold interviews, conduct discussions, and correspond with one or more of the respondents to this RFP for improved understanding and evaluation of the responses to this RFP.
Seek or obtain data from any source that has the potential to improve the understanding and evaluation of the responses to this RFP.
Disclose information contained in an RFP submittal to the public as required under the Texas Public Information Act.
Authorize respondents to substitute key personnel until the City declares, in writing, that a particular stage or phase of its review has been completed and closed.
Waive deficiencies in an RFP submittal, accept and review a non-conforming RFP submittal or seek clarifications or supplements to an RFP submittal.
Disqualify any respondent that changes its RFP submittal without the City’s authorization.
Exercise any other right reserved or afforded to the City of Killeen under this RFP. The City reserves the right to modify the process, in its sole discretion, to address applicable law and/or the best interest of the City.
The City shall not, under any circumstances, be bound by or liable for any obligations with respect to RFP 27-17 HVAC Maintenance and Repair Service until such time a contract has been awarded and all necessary approvals obtained in form and substance satisfactory to the City have been executed and authorized, and then only to the extent of such agreements.
6. Attachments
A - Potential HVAC Locations
City of KilleenIssuing agency·Killeen, TX·via a public procurement portal