RFP for Air Filter Changing Services

The Texas Facilities Commission is requesting proposals for air filter changing services across 96 state-owned facilities statewide, with proposals due August 17, 2026 at 3:00 p.m. and mandatory pre-proposal teleconferences on July 23 and July 24. A Historically Underutilized Business (HUB) Subcontracting Plan demonstrating good faith effort to utilize VetHUB-certified vendors is mandatory; failure to submit results in disqualification.

The scope encompasses filter replacement and maintenance at multiple facilities in Austin, El Paso, Houston, Fort Worth, Waco, and San Antonio, including administrative offices, laboratories, warehouses, and specialized institutions. Services include monthly, quarterly, semi-annual, and annual filter replacements using standard MERV 10 pleated filters unless otherwise specified, with deviations to MERV 14 mini-pleat, HEPA (H13 minimum, 99.97% efficiency), carbon box, bag, rigid box, or auto-roll filters requiring contract administrator approval. Contractors must establish labeling systems, provide off-site disposal of used filters, report equipment deficiencies, and submit quarterly replacement schedules. Work hours are generally 2:30 p.m. to 11:00 p.m., Monday through Friday. All contractor personnel must complete criminal background checks, obtain building access badges, and pass E-Verify employment eligibility verification. A local warehouse capable of delivering stock within forty-eight hours is required. Standard 6–8 foot ladders suffice for most buildings; 12-foot ladders are required for the William P. Clements, Barbara Jordan, and Brown Heatly buildings.

The contract term runs from October 1, 2026, through August 31, 2028, with two optional two-year renewal periods at the same terms. The incumbent vendor, Tex-Air Filters, was awarded $2,025,000 over the previous five-year term. Proposals are evaluated on relevant experience and qualifications (25%), proposed methodology (20%), quality and safety program (5%), and compensation and fees (50%), with a single award anticipated. Questions are due August 5, 2026 at 12:00 p.m. An optional site visit is available July 27, 2026. Contractor insurance must include workers' compensation and employers' liability ($1,000,000 per accident), commercial general liability ($1,000,000 per occurrence / $2,000,000 aggregate), business automobile liability ($1,000,000), and umbrella liability ($1,000,000). Out-of-state respondents must provide a Texas Certificate of Authority. Submission is through the OpenGov portal and must include the Execution of Proposal form, Contractor's Qualification Form, Facilities/Filter Information and Pricing Sheet, litigation history, insurance requirements, references, and workers' compensation experience modification rates on carrier letterhead.