Refrigerant Supply and Cylinder Exchange Services (R-134a and R-407c)

The Fort Worth Transportation Authority, operating as Trinity Metro, is issuing an Invitation for Bid (IFB) for refrigerant supply and cylinder exchange services to support HVAC maintenance and operational needs within Tarrant County, Texas. The procurement requires qualified contractors to deliver and exchange refrigerant gases, specifically four 115-pound cylinders of R-134a and four 115-pound cylinders of R-407c, all meeting EPA and OSHA compliance standards. Deliverables must include properly labeled cylinders, Safety Data Sheets (SDS/MSDS), delivery documentation, and packing lists, with delivery required within five days of purchase order issuance to the designated facility at 1601 East El Paso, Fort Worth, Texas 76102, and suppliers must provide 24-hour advance notice of delivery. Contractors must demonstrate appropriate Texas licensing, compliance with federal, state, and local safety regulations, and hazardous material transportation requirements. Pricing shall be submitted on a fixed-price basis with detailed costs broken into product and service line items, and approved invoices will be paid net 30 days from invoice date via check or Electronic Funds Transfer. The bid submission deadline is April 30, 2026 at 2:00 PM CST, with virtual bid opening scheduled for 3:00 PM CST via Microsoft Teams, and written questions must be submitted by April 15, 2026 at 5:00 PM CST; contract award is anticipated for May 2026, with a one-year initial term and one optional one-year renewal period.

Contractors must maintain comprehensive automobile liability insurance of $1,000,000 combined single limits, commercial general liability insurance of $2,000,000 per occurrence, and workers' compensation insurance as required by Texas law. All required forms must be submitted with the bid response, including certifications of debarment, conflict of interest, non-collusion affidavit, business questionnaire with references, and proof of non-boycott of Israel certification. Trinity Metro reserves the right to reject any or all bids, conduct cost or price analysis, negotiate with single bidders, and make multiple awards; no specific set-aside designations for disadvantaged enterprises are identified in the procurement documents. No incumbent vendors or current contractors are listed, and the RFP does not specify existing infrastructure or technology requirements for integration. Budget values or award ranges are not disclosed in the available procurement documentation.