CONTRACT: Air Filters, HVAC Systems

The State of New Hampshire Department of Administrative Services, Division of Procurement and Support Services, is issuing Request for Bid (RFB) 3123-26 for the supply and delivery of air filters and HVAC systems to state agencies. This is a supply-only procurement that does not include installation services. The scope encompasses a comprehensive range of pleated air filter products with varying dimensions, efficiency ratings (MERV 8, MERV 11, and MERV 14), and specifications, including standard pleated filters, carbon combo filters, rigid box filters with headers, and bag air filters ranging from approximately 8.75 inches to 61.125 inches in various thicknesses (1, 2, 4, and 12 inches). Estimated annual quantities vary significantly across 50 line items, with some items required in quantities as low as 2 units and others exceeding 500 units annually. Bidders must bid on at least 90 percent of the line items to be considered for award, and award may be made to one or more vendors based on lowest cost in total and/or by line item. All bid prices must be quoted in U.S. dollars, include delivery and all other costs with no additional charges permitted, and be quoted F.O.B. Destination with delivery required within five business days of order placement. The deadline for submitting questions is March 26, 2026, with the State's responses due March 27, 2026, and the bid closing date is April 2, 2026, at 1:45 PM Eastern Time. The contract term will commence on August 1, 2026, or upon approval of the Governor and Executive Council, whichever is later, extending through July 31, 2031, with the option for up to two additional one-year extensions under the same terms, conditions, and pricing upon mutual agreement.

The procurement includes no specific set-aside designations for disadvantaged enterprises, though political subdivisions and nonprofit organizations are eligible to participate at the established pricing. Successful vendors must maintain comprehensive general liability insurance of not less than $1,000,000 per occurrence and $2,000,000 aggregate, along with workers' compensation coverage, and must establish state agency accounts within three business days of order placement. Vendors must maintain adequate inventory to prevent stockouts, provide a web-based ordering system with inventory control capabilities, and submit quarterly and annual usage reports detailing purchases, environmental attributes, recycled content, and sustainability certifications. Price adjustments are permitted annually on the contract anniversary, not to exceed 3 percent, with written notice required at least 30 days prior. The State reserves the right to add or delete locations and equipment throughout the contract term. No incumbent vendors or specific budget values are listed in the available documents; however, all bids shall remain valid for 180 days from the bid due date. The purchasing agent for this procurement is Jonah L. Rosa, reachable at NH.Purchasing@das.nh.gov or Jonah.L.Rosa@DAS.NH.Gov, and bidders are directed to reference complete bid documents and addendums on the New Hampshire Department of Administrative Services website.