HVAC Filter Maintenance and Repair

The City of Phoenix Public Works Department is soliciting sealed offers through an Invitation for Bid for full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities across multiple departments, including fire stations, police precincts, public works buildings, libraries, and cultural institutions. The three-year initial contract, commencing September 1, 2026, with two optional one-year extension periods, requires contractors to provide all necessary labor, tools, materials, supplies, and incidentals for filter replacement and HVAC maintenance services. Specific deliverables include supply and installation of MERV 13 rated filters in various configurations (1-inch, 2-inch, and 4-inch pleated panel filters, bag filters, and rigid box filters) at service intervals ranging from monthly to annual maintenance schedules across two primary facility groups: Public Works Department locations and Public Safety locations. Required qualifications mandate that offerors have been in operation for a minimum of five years with demonstrated experience providing equivalent goods or services, maintain all required licenses and certifications, comply with federal, state, and local laws, and provide appropriate insurance coverage within 14 calendar days of notification of recommended award. A pre-offer conference is scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; the written inquiry deadline is March 25, 2026, at 9:00 a.m.; and sealed offers are due April 8, 2026, at 11:00 a.m., submitted electronically through the City's Procurement Portal. All offers must be firm and fixed for 180 calendar days from the solicitation opening date, with payment terms submitted by offerors and City payment efforts estimated within thirty to forty-five calendar days after receipt of correct invoices.

The City of Phoenix has established Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements for this contract in compliance with 49 C.F.R. Part 26, requiring successful contractors to submit comprehensive initial and annual DBE participation plans, maintain documentation of good faith efforts to engage DBE-certified suppliers through the Arizona UTRACS database, and provide monthly reporting of all DBE and small business expenditures through the City's Certification and Compliance System portal. Contractors must designate a contract liaison responsible for compliance reporting and submit certification of full payment to all DBE firms upon project completion. Additional requirements include compliance with federal civil rights regulations, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, the Immigration Reform and Control Act, E-Verify employment eligibility verification, Arizona legal worker requirements, and City of Phoenix Equal Employment Opportunity requirements under Phoenix City Code Chapter 18. Offerors must register with both the City's Procurement Portal and the procurePHX Self-Registration System prior to contract execution and may be subject to background screening. The City reserves the right to award contracts by individual line item, by group, or in any combination most advantageous to the City, and may award multiple contracts; specific contract values and budget ranges are not disclosed in the solicitation documents provided but would be determined based on competitive bidding responses for the identified facility maintenance scope.