HVAC Filters

The City of Fort Worth is requesting proposals for an HVAC Filters supply agreement on an as-needed basis under RFP 26-0262, with proposals due September 3, 2026. A 30% Small Business participation goal applies; bidders must hold current certification from an approved organization within Tarrant, Wise, Johnson, Parker, or Denton County to count toward this goal.

The scope covers antimicrobial pleated filters (minimum MERV 8, ASHRAE Standard 52.2 and UL 900 compliant), rigid box filters, autoroll filters, bag filters for fresh air units, HEPA filters, and dust collection filters with varying MERV ratings. Vendors must maintain a physical business address with specified hours, provide two dedicated liaison employees, and respond within 24 hours to filter-related inquiries regarding orders, shipping, and invoicing. Standard delivery timeframe and 24-hour rush-order capability are required. Filters will be delivered to multiple City locations including the Water Department, Meacham International Airport, Spinks Airport, and various facilities. Vendors may bid on any portion of the RFP; the City reserves the right to award to a single vendor, multiple vendors on a non-exclusive basis, or designate primary and secondary vendors.

Pricing must be submitted on a unit-cost basis using the provided Bid Table (including Addendum No. 1 modifications and Addendum No. 2 requirement to submit Completed Bid Table BT-35PU). All costs include labor, materials, delivery, overhead, and profit with no additional charges permitted. FOB Destination pricing with freight prepaid is required. The initial term is one year with automatic renewal for up to four additional one-year periods unless either party provides 90 days' notice of non-renewal. Price adjustments may be requested annually with 60 days' advance notice and documented proof of cost increases.

Evaluation uses best-value methodology with a maximum of 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). The incumbent is Air Relief Technologies Inc., with the contract awarded December 14, 2021. Required insurance includes Commercial General Liability ($1 million per occurrence/$2 million aggregate), Automobile Liability ($1 million combined single limit), and Workers' Compensation at statutory limits. The City reserves the right to request Best and Final Offers prior to award. Proposals are evaluated at Fort Worth City Hall, 100 Fort Worth Trail, with public opening at approximately 2:00 PM CST on September 3, 2026.