Sample built from a public solicitation; no client information is included. Addenda issued after Oct 13, 2026 are not reflected.

Bid Desk Compliance Checklist (SAMPLE)

Solicitation: City of Huntsville, TX: Invitation to Bid No. 27-04, "HVAC Services" Source document: ESBD posting NO.27-04, attachment "Bid NO. 27-04 HVAC Services.pdf" (19 pp.), https://www.txsmartbuy.gov/esbd/NO.27-04. Retrieved Oct 13, 2026. Prepared: Oct 13, 2026. Covers the base document only. Addenda may be issued up to 10/20/2026 5:00 PM and must be checked.

Disclaimer: This checklist is an organizational aid based on our reading of the public solicitation. It is not legal, tax, or eligibility advice. The solicitation and its addenda control. You must verify every item against the official documents. We do not submit bids, communicate with the agency for you, or guarantee any award.

1. Key dates (Central Time)

2. Disqualification traps (highest risk)

• ☐ Late submission is void and returned unopened. Mail or hand delivery only. Mail delays are your risk (p.1, p.8).
• ☐ Envelope marking: sealed and marked "Bid NO. 27-04- Heating, Ventilation, and Air Conditioning (HVAC) Services" (p.1-2). Note that p.1 also says "Solicitation Packet 27-04", so use the full title.
• ☐ Original documents with all price blanks filled in ink or type (p.4).
• ☐ Certification of Offer signed by an authorized person, with SAM ID and Tax ID fields filled (p.1).
• ☐ Addenda initialed on p.1, or marked N/A. Failure to acknowledge may cause rejection (p.6).
• ☐ Copy of TACLA Class "A" license attached (p.4-5, "A COPY OF CLASS 'A' LICENSE IS REQUIRED").
• ☐ Three references from the past 12 months. Negative responses may disqualify (p.17).
• ☐ Omitted requested forms may be rejected (p.10).

3. Vendor qualifications (pp.3-4)

• ☐ Current TACLA Class "A" Air Conditioning & Refrigeration contractor license (copy). It must also be registered with the City before any work.
• ☐ 10+ years in the HVAC business.
• ☐ Minimum 2 HVAC technicians with Journeyman certifications. Be ready to document their licenses and commercial experience.
• ☐ Clean Air Act refrigerant compliance and EPA standards (e.g., EPA 608 certifications).
• ☐ Follow the 2015 International Mechanical Code.

4. Service commitments you are agreeing to (p.3)

• ☐ Technicians available 24/7/365, with an after-hours emergency contact.
• ☐ 2-hour maximum emergency response.
• ☐ Travel time is not reimbursable. The City logs start and end times on service tickets.
• ☐ Prior approval is needed for helpers and for any repair work.
• ☐ New parts only, unless waived. Material invoices are required for markup verification.
• ☐ 30-day minimum workmanship warranty. You handle manufacturer warranty paperwork.
• ☐ Clean-up and disposal per code. Protect furnishings below ceiling work.

5. Price chart (p.5): every blank must be filled

• ☐ Item 1: Initial inspection / trip charge (flat)
• ☐ Item 2: Standard tech hourly rate (M-F 8-5) and additional technician hourly rate
• ☐ Item 3: After-hours / weekend / holiday hourly rate
• ☐ Item 4: % markup over invoice for parts and equipment
• ☐ State brands/equipment you are qualified to service
• ☐ If you want an all-or-none award, state it on the price table (p.3)
• ☐ No sales tax. The City is exempt (p.10)
• ☐ Delivery/freight included (FOB City)

6. Required forms and attachments

• ☐ Signed Certification of Offer (p.1)
• ☐ Price chart (p.5)
• ☐ TACLA Class A license copy
• ☐ Conflict of Interest Questionnaire (Form CIQ, TLGC Ch.176). Use the current form from ethics.state.tx.us (p.12)
• ☐ References form, 3 entries (p.17)
• ☐ Evidence of insurability. The document says it "must be included in the Statement of Qualifications" (p.16). Ambiguous for an ITB, so ask in a written question by 10/16 whether a current COI with the bid is sufficient.
• ☐ Optional: Deviations/exceptions page (p.19). Any exceptions must be stated in writing, otherwise full compliance is assumed (p.7)
• ☐ W-9 on file before payment (p.9)
• ☐ (Upon award) Form 1295 via the TEC website (pp.14-15)

7. Insurance (if awarded; p.16)

• ☐ CGL $1M per occurrence / $2M aggregate, including products/completed ops $1M
• ☐ Auto liability $300k CSL (owned, non-owned, hired)
• ☐ Professional liability $1M/$2M. Flag: the text references "legal services", which looks like a template carry-over. Ask in writing whether it applies to HVAC.
• ☐ Workers' comp (statutory), or a written exemption statement if you have no employees
• ☐ City named Additional Insured by endorsement. Blanket waiver of subrogation on WC. 30-day cancellation notice

8. Statutory verifications you certify by signing (pp.9-10)

☐ No boycott of Israel ☐ No boycott of energy companies ☐ No firearm-entity discrimination ☐ Not doing business with Iran/Sudan/FTOs ☐ Critical infrastructure ownership verification (if applicable) ☐ Non-collusion. Do not contact City officials about the bid except Purchasing, in writing (p.6).

9. Suggested written questions (send by 10/16, 10:00 AM)

1. Is a current Certificate of Insurance acceptable as "evidence of insurability" with the bid?
2. Does the Professional Liability requirement apply to HVAC services?
3. Can you provide estimated annual spend or the number of facilities and units, to help with pricing?
4. Is electronic submission through Public Purchase allowed, or paper only?

10. Contract facts for your go/no-go decision

• Term from award to 9/30/2027, plus four 1-year renewals. Prices are firm for the term, with changes only on the anniversary with 60 days' notice.
• Possible multi-vendor award. Best-value evaluation (price, proximity, reputation, past performance).
• Either party may terminate on 30 days' notice. Net-30 payment by check. Award is subject to City Council approval.
• Other Texas entities may "piggyback" unless you take exception (p.8).