HVAC Air Filters

The Texas Comptroller of Public Accounts (CPA) Statewide Procurement Division is soliciting bids for Invitation for Bid (IFB) No. 304T-25-031A1, seeking HVAC air filters for state agencies including the Texas Department of Criminal Justice and Texas Parks and Wildlife Department. The procurement covers 31 line items comprising bulk roll filter media and pleated air filters with specific dimensional requirements ranging from 12 inches x 24 inches to 60 inches x 90 inches, and thicknesses between 1-4 inches. Filters must meet strict technical specifications, including MERV ratings of 5 or greater for bulk media and 10 or greater for pleated filters, and comply with ASHRAE 52.2, UL 900, and AHRI standards. The solicitation requires non-allergenic, non-toxic, nonflammable, and odorless filters with precise performance characteristics tested at 295 fpm face velocity. Key submission details include a response deadline of June 24, 2025, at 1:30 pm Central Time, with vendor questions due by June 6, 2025. Evaluation will be conducted on a best value basis, potentially awarding different line items to multiple vendors, with pricing considerations including a mandatory 1.5% Texas SmartBuy administrative fee.

The contract allows for broad participation without explicit set-aside designations for disadvantaged enterprises. The initial contract term will commence upon award and automatically expire on August 31, 2026, with potential renewal options extending through September 1, 2029, and potentially one additional year. Expected quantities vary significantly by line item, ranging from 1 to 450 cases or rolls, indicating substantial potential volume. While specific budget ranges are not explicitly stated, the comprehensive nature of the procurement suggests a potentially significant contract value covering statewide HVAC filtration needs. Vendors must provide comprehensive insurance coverage and submit detailed documentation, with pricing required to be firm, all-inclusive, and fixed. Price adjustments will only be permitted after the initial contract term and must be based on verifiable increases in manufacturer list pricing. Contractors will be subject to performance tracking and may have their performance evaluations posted on the Vendor Performance Tracking System, adding an accountability mechanism to the procurement process.