HVAC Filters

The City of Fort Worth is requesting proposals for HVAC filters to establish an as-needed supply agreement for City Departments under RFP-02 (Reference 26-0262), with proposals due September 3, 2026. A 30% Small Business participation goal applies, requiring at least 30% of total awarded contract value to be subcontracted to certified Small Business Firms.

The scope requires the contractor to maintain full-time physical business addresses with specified operating hours, assign dedicated liaison personnel to manage the City's account, and respond within twenty-four hours to all filter-related inquiries including new orders, existing orders, shipping, back-orders, exchanges, and invoicing. All filters must meet minimum MERV 8 and 13 ratings, ASHRAE Standard 52.2 testing and certification, and UL 900 compliance, with clear marking of nominal size, actual size, MERV rating, and airflow direction. Deliveries must occur during City business hours (7:00 a.m. to 5:00 p.m., Monday through Friday) and be shrink-wrapped and palletized for safe handling. The vendor must honor all manufacturer warranties.

Pricing must be submitted on a unit-cost basis and include all labor, materials, supplies, fuel, delivery, overhead, and profit with no additional charges unless authorized in writing. Bidders may propose alternative pricing options such as multi-year discounts or bundled services if clearly identified and not conflicting with base pricing.

Proposals are evaluated on a best-value basis across five criteria totaling 100 points: Cost (20 points), Bidder Experience and Qualifications (25 points), Delivery and Response Time (20 points), Risk Management and Contingency Planning (15 points), and Small Business Participation (20 points). Proposers must submit completed Authorized Signature and Questionnaire forms, Small Business Utilization Form, Deviations form, Bid Table, and technical documentation demonstrating experience, delivery capabilities, and product specifications.