HVAC Maintenance and Repair Service

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.

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.

Scope of Work

The City reserves the right to award the categories separately and to select different contractors for each category. 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.

• 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.
• After-Hours Availability: Provide after-hours, weekend, and holiday HVAC services when requested by the City.
• 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.
• Warranty Coordination: Identify equipment covered by manufacturer or other applicable warranties and coordinate warranty-related service with the City as required.
• Work Authorization: No repair, replacement, or other work outside authorized maintenance services shall be performed without approval from the City's designated representative.
• 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.
• Unspecified Quantities: Acknowledge that the City cannot guarantee a specific quantity or dollar amount of services.

Product and Service 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.
• Refrigerant Compliance: Handle, recover, store, transport, and dispose of refrigerants in accordance with applicable Federal, State, and local requirements.
• Equipment Startup and Testing: Perform startup, operational testing, adjustments, and verification following repairs, replacement of components, or other applicable HVAC work.
• Licensing and Certifications: Maintain all licenses, certifications, registrations, and qualifications required by Federal, State, and local laws for the services being performed.

HVAC maintenance and repair services for Citywide facilities will be coordinated through Facility Maintenance. Aviation will continue to manage its own HVAC maintenance, service requests, work orders, scheduling, and coordination for Aviation facilities.

Submission

Responses must be submitted electronically to https://procurement.opengov.com/portal/killeentexas by **November 12, 2026, 3:00 pm**. Proposals received after the closing time will be returned unopened.

RFP Questions will be accepted on the OpenGov e-bidding site, until 3:00 pm on Wednesday, November 4, 2026. Questions will be answered in the form of an addendum and posted on the OpenGov e-bidding site. It is the proposer's responsibility to obtain and acknowledge all addendums.

Requirements

Proposers are required to provide all requested information, including detailed explanations of how they will meet or exceed the components as outlined. Provide a minimum of three (3) references for similar HVAC maintenance and repair contracts performed within the past five (5) years.

Proposers shall maintain all applicable Texas Department of Licensing and Regulation (TDLR) Air Conditioning and Refrigeration Contractor licensing requirements for the services proposed.

Contract Term

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. 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.

Any approved price increase shall not exceed ten percent (10%) of the current contract price during any twelve (12)-month period.