Replacement HVAC filters

Solano County's Department of General Services is soliciting bids for Invitation for Bids (IFB) #031-0725-26 to procure Heating, Ventilation, and Air Conditioner (HVAC) Filters for the County's Facilities Operations Division. The procurement will serve public facilities across Solano County cities including Fairfield, Vacaville, Rio Vista, Dixon, Suisun, Vallejo, and Benicia. Specific filter requirements include disposable polyester filters, high-capacity pleated panel filters, extended surface pocket filters, and high-capacity HEPA filters with varying MERV ratings ranging from MERV 10 to MERV 14. Bidders must submit electronic proposals through the County's eProcurement Portal and must have a vendor application on file with Solano County. The contract will be a firm fixed-price agreement with a three-year base period and options to renew for two additional one-year terms, potentially extending the total contract duration to five years. Bid responses are due on September 17, 2025, at 5:00 pm, with the County reserving the right to award the contract to the lowest responsive and responsible bidder.

The solicitation includes a preference for local businesses located within Solano County, with potential advantages for vendors headquartered in the county. Bidders must comply with non-discrimination requirements and provide mandatory workers' compensation and commercial general liability insurance. The county's Standard Terms & Conditions of Purchase outline specific vendor obligations, including compliance with applicable laws, conflict of interest protocols, and potential performance evaluations. While specific budget ranges are not explicitly detailed, the extensive filter requirements suggest a substantial procurement opportunity, with filter quantities ranging from 1 to 828 units across different sizes and MERV levels. The contract allows for potential price adjustments before contract extension years, with proposed price changes to be submitted at least 90 days before the contract anniversary date. Delivery of filters will be F.O.B. to Solano County's Public Works Facility in Fairfield, California, with the potential for multiple award contracts depending on vendor capabilities.