HVAC Equipment, Supplies and Related Materials

Howard County, Maryland's Office of Procurement and Contract Administration is requesting bids for HVAC equipment, supplies, and related materials from a full-line distributor, with bids due October 21, 2026, and a pre-bid conference on September 28. A mandatory 15% Equal Business Opportunity (EBO) subcontracting goal applies to all bids; certified MBE, WBE, and DBE subcontractors must be identified in the bid, with good faith effort documentation required if the goal cannot be met.

Bidders must demonstrate at least five years of documented HVAC supply business experience and maintain a physical store or warehouse, preferably within 25 miles of the County's operations facility at 9200 Berger Road, Columbia, Maryland. Staffed counter service with knowledgeable representatives is required, with minimum hours Monday–Friday, 7:00 a.m. to 4:00 p.m., and Saturday, 7:00 a.m. to 12:00 p.m. Same or next-day delivery is mandatory regardless of order size. The distributor must accept telephone, online, and in-store orders with 24/7 online ordering capability, provide after-hours emergency availability, and submit annual purchase reports by December 1st. All products must be new from manufacturers with one-year warranty. Pricing is FOB Destination with inside delivery included; prices remain firm for one year from the agreement effective date, with subsequent adjustments subject to County approval and limited to documented cost increases.

The resulting agreement commences on or about December 1, 2026, for an initial one-year term with five optional one-year renewal increments exercisable at the County's sole discretion. The County reserves the right to make multiple awards to different contractors for the same line items based on lowest responsive and responsible bids. Bidders must provide three professional references from accounts serviced within the past five years and detailed information on staff qualifications and HVAC industry experience. Bids are irrevocable for 120 days following bid opening. A veteran-owned business enterprise participation aspirational goal of one percent applies.