Annual Filter Supply Services

The City of Lubbock, Texas is soliciting bids for Annual Filter Supply Services through Invitation to Bid (ITB 25-18589-KM), seeking a vendor to provide pleated filters for HVAC equipment. The procurement requires monthly or quarterly filter deliveries to a single location at 405 34th Street Facilities Maintenance shop. Bidders must provide individual filter unit pricing and comply with ASHRAE Standard 52.2 for MERV ratings and micron specifications. The awarded vendor will be responsible for creating an annual master schedule detailing monthly and quarterly deliveries, air handler servicing, filter requirements, per filter costs, total monthly costs, and total annual costs. All filters must be new and unused. The solicitation includes a non-mandatory pre-bid teleconference on February 19, 2025 at 10:00 a.m., with bid submissions due February 26, 2025 prior to 3:00 P.M. The contract term is one year with four potential one-year renewal options, requiring 90 days written notice for non-renewal. The City reserves the right to award to either the lowest responsible bidder or the bidder providing best value.

The solicitation includes a local vendor preference provision, whereby local Lubbock vendors may receive preference if their bid is within 5% of the lowest non-local bidder for contracts under $500,000. No specific set-aside designations for disadvantaged enterprises are outlined in the available documentation. While the document does not specify an exact budget range, it suggests a significant ongoing investment in HVAC filter procurement. The winning vendor will need to demonstrate capability to manage a comprehensive filter supply and delivery program, with the ability to provide detailed scheduling and cost tracking. The procurement appears focused on establishing a reliable, long-term partnership for consistent HVAC maintenance supply services. Vendors will be expected to provide comprehensive documentation, maintain strict quality standards, and demonstrate flexibility in meeting the City of Lubbock's specific filter requirements across various HVAC systems.