This is a service / maintenance or supply contract in N Richland Hills, Texas. Contact the soliciting agency for additional information.

The City of Richland Hills is requesting bids for unit pricing for various city facility HVAC maintenance, repair, and upgrade services. i. RFP Clarifications: All questions related to requirements or processes of this RFP should be submitted in writing to Alicia Johnson, Senior Administrative Assistant at ajohnson@richlandhills.com. iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal. C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict-of-interest questionnaire (FORM CIQ) which is found in Appendix C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to any potential agreement with the City. 4. RFP Withdrawals and/or Amendments A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason. B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City. 2. Project Description A. Provide HVAC System maintenance services as a full-service company handling any and all HVAC system maintenance, repairs, and upgrades in house as requested by the City for routine, non-routine/scheduled, and nonscheduled emergency work. The HVAC maintenance services work shall include the following: i. Checking and cleaning air filters ii. Testing thermostat calibration iii. Inspecting and tightening electrical connections iv. Lubricating moving parts v. Checking system controls vi. Inspecting the heat exchanger, coils, and other components vii. Etc. B. Upon award of Unit Price Contract, the Proposer agrees to do a complete inventory of all City facility HVAC systems within 30 calendar days of award to include: i. Equipment Manufacturer ii. Equipment Model iii. Serial Number iv. Equipment Location Anticipated Contract Award May 27, 2025 Any contract resulting from this RFP shall be effective for one (1) calendar year from the date of City Council award/approval. The City anticipates that the contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4) additional calendar years, in one (1) year intervals. To exercise this option, the City shall serve notice thirty (30) days prior to contract termination or to the end of anyone (1) year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits. C. Bond Requirements: Prior to the commencement of work on this Project, Proposer shall deliver to the City the following bonds issued by a good and sufficient surety licensed by the State of Texas and satisfactory to the City: i. A payment bond in the amount of 100% of the total contract amount insuring the full and prompt payment of all persons performing labor and/or furnishing materials in connection with this Project. ii. A performance bond in the amount of 100% of the total contract amount insuring full, faithful, and prompt performance of the responsibilities contained in this contract within the time parameters provided herein