HVAC Filter Change Service

The Commonwealth of Kentucky Finance and Administration Cabinet issued Request for Bid (RFB) 758 2200000269 on November 15, 2021, for HVAC Filter Change Service on behalf of all state agencies. The procurement encompasses filter change and maintenance services for multiple Kentucky National Guard Centers and the Western Kentucky Veterans Center, with specific filter sizes and quantities designated for each participating location. Bidders may submit proposals for either or both of two regions divided by Interstate 65 (East and West), with the Commonwealth intending to award up to three master agreements. The evaluation employs a best value ranking approach totaling 100 points across three criteria: hourly rate for filter services (40 points), trip charge as a flat fee (15 points), and percentage discount off the vendor's price list for filters (45 points). Deliverables include filter removal, disposal, installation, and cleaning of washable filters during actual service time, with no overtime compensation. Written questions were due November 19, 2021, at 1:30 PM ET, with Commonwealth responses scheduled for November 23, 2021, and proposals due December 7, 2021, at 1:30 PM ET. All bidding must occur electronically through the Kentucky Vendor Self Service system, with price increases prohibited during the initial twelve months of the contract period, which is one year from the date of award with optional renewal for four additional one-year periods.

The Commonwealth reserves the right to apply reciprocal preference to Kentucky resident bidders and maintains preferences for Kentucky Correctional Industries (20 percent preference) and qualified nonprofit agencies serving individuals with severe disabilities (15 percent preference). All bidders must be registered in the Commonwealth eProcurement System and submit required documentation including Kentucky Tax Registration Application (Revenue Form 10A100), Certificate of Authority for foreign entities, required affidavits, and EEO forms if applicable. Pricing submissions must exclude federal excise tax and Kentucky sales or use tax, with vendors entering $0.01 as the electronic unit price and submitting actual pricing on a separate bid sheet. Trip charges may be assessed daily for multi-day projects, and vendors may request price increases after twelve months based on industry-wide price changes with thirty days' notice and supporting justification. The solicitation does not specify a total contract value or budget range for the procurement.