Request for Proposals - City of Chandler HVAC Filter Replacement Services ; BF2-031-4483

The City of Chandler, Arizona is issuing a Request for Proposals (RFP BF2-031-4483) to procure HVAC filter replacement services across more than 40 municipal facilities, including fire stations, libraries, parks, recreation centers, police facilities, and administrative buildings. The procurement encompasses approximately 1,626 total filters in sizes ranging from 9x20x1 to 24x24x12, with most filters specified as MERV 8 standard, though certain locations require MERV 13 or HEPA filters. The scope of work includes removal of existing filters, inspection of units, installation of new filters, and proper disposal of spent filters, with replacements scheduled on a bi-monthly or quarterly basis depending on the facility, and annual replacement for MERV 13 filters at City Hall. Qualified vendors must hold a valid Arizona Registrar of Contractors license, maintain full-time company representation in the Phoenix metropolitan area, and ensure all personnel pass Chandler Police Department background checks prior to facility access. The evaluation criteria are weighted as Qualifications and Experience (35%), Method of Approach (35%), and Price Proposal (30%), with pricing submitted as all-inclusive on the provided Price Proposal form (Exhibit B), covering filter costs, applicable taxes, delivery, and labor with no additional charges permitted for vehicles, fuel, tools, or equipment. A pre-proposal conference and facility tour are scheduled for April 13, 2022, at 9:00 a.m. at 175 S. Arizona Ave., 3rd Floor, Chandler, Arizona 85225, with proposals due April 28, 2022, at 4:00 p.m. local Arizona time via email to saranna.davidson@chandleraz.gov. The City will award a single contract to one successful bidder for an initial one-year term with options to mutually extend for up to four additional one-year terms.

The RFP does not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information in the provided documentation. Contractors must comply with comprehensive insurance requirements including general liability coverage of $2,000,000 per occurrence and $4,000,000 aggregate, automobile liability insurance of $1,000,000 each accident, and workers' compensation insurance as detailed in Exhibit C of the agreement. No specific budget range or award value is disclosed in the solicitation; however, the pricing structure is all-inclusive, meaning the contractor's total compensation will be determined by the submitted price proposal for filter supplies, delivery, and labor services across the multiple facilities and filter replacement cycles throughout the contract term.