HVAC Filter Replacement Service Bid

Closed State & local contract opportunity

Solicitation number
26-0130
State
Florida
Responses due

Opportunity facts

Jurisdiction

Updated .

About this opportunity

Written by GovTribe AI ·

The School Board of Sarasota County, Florida has issued an Invitation to Bid (ITB) #26-0130 for comprehensive HVAC filter replacement services across approximately 45 school facilities and administrative locations. The contract seeks a vendor to perform six filter changes annually, covering 83 line items of various filter sizes and types, including Box Pleat HC M13, M13 PleatLink, antimicrobial polyester pads, and washable filters, with an estimated annual usage of 28,832 filter units. Bidders must provide pricing for each filter change, including the filter itself, and must meet specific requirements such as MERV 13 specifications, UL Class II rating, and three years of verifiable HVAC filter replacement experience. The solicitation requires electronic submission through VendorLink by January 6, 2026, at 1:00 p.m. EST, with recommended awards to be posted on February 10, 2026, and final Board action on February 17, 2026. Vendors must submit filter samples prior to bid opening and provide three commercial references from non-School Board customers. The initial contract term is one year, with potential for two additional one-year renewals by mutual consent.

The procurement includes provisions for Small/Minority Business Enterprise (S/MBE) participation, with certification categories including African American, Asian American, Woman Owned, Hispanic American, and Native American businesses. Vendors must certify their S/MBE status or indicate intentions to subcontract with such enterprises. Additional vendor requirements include drug-free workplace certification, compliance with Jessica Lunsford Act background screening, $1,000,000 general liability insurance, workers' compensation insurance, and E-Verify registration. The School Board has implemented specific restrictions, including an affidavit requiring vendors to confirm they are not owned or controlled by foreign countries of concern, such as China, Russia, Iran, and others. Vendors must also certify compliance with labor coercion standards and provide a 24-hour emergency contact number. While no specific award value is explicitly stated, the comprehensive nature of the contract covering 45 locations with six annual filter changes suggests a significant potential contract value. The School Board reserves the right to adjust filter change frequency, types, and service locations without affecting pricing, with expectations of two-hour emergency response times and 48-hour quotation request turnarounds.

Opportunity text

As posted by the source.

The School Board of Sarasota County, Florida, intends to enter into an agreement for a period of one (1) year for the ongoing replacement of HVAC filters and frames (as required) to include all service and materials as specified herein for all facilities owned and/or operated by the School Board of Sarasota County, Florida. The SBSC desires to move toward a cleaner, healthier environment ("green initiative"). Filter specifications herein indicate the minimum requirements for disposable or recycled filter material.

Files

File Type Posted
A._Certification_Page.pdf PDF
HVACFilter26-0130ITB.pdf PDF
B._SMBE_Certification_Form.pdf PDF
D._Commercial_Reference_Form_3yr.pdf PDF
F._Use_of_Companies_owned_or_Controlled_by_a__Foreign_Country_of_Concern_Affidavit_for_Nongovernmental_Entities.pdf PDF
HVACFilter26-0130BF.xlsx XLSX spreadsheet
C._Emergency_Hurricane_or_Disaster__EHD.pdf PDF
E.__Use_of_Coercion_for_Labor_and_Services_Affidavit_for_Nongovernmental_Entities.pdf PDF
J._Label_Page_for_Samples.pdf PDF

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