RFQt HVAC Service and Supplies

The City of Fort Worth, Texas is soliciting bids under informal RFQt Ref. #27-0012 for HVAC service and supplies on an as-needed basis for its Property Management Department, with bids due October 30, 2026. The solicitation is subject to the City's Small Business Program under Fort Worth Ordinance No. 27832-08-2025, though no specific set-aside is indicated. Bidders must submit completed RFQt-01 Forms, a completed bid table, and a Small Business Utilization Form, plus a Small Business Enterprise Certificate if applicable.

The scope covers HVAC equipment, OEM replacement parts, components, accessories, consumable supplies, and related startup, commissioning, and functional testing. Equipment categories include air handlers, air conditioning units, chillers, rooftop and package units, ductless equipment, and heat pumps, along with compressors, motors, thermostats, sensors, refrigerants, and service tools. Vendors must be authorized by manufacturers such as Carrier, Lennox, Trane, Temptrol, Johnson Controls/York, LG, Toshiba, and Greenheck to sell and provide technical support, and must have at least three years of experience in HVAC equipment sales, distribution, and repair. Required response times are two hours for remote assistance and 24 hours for on-site technician availability during regular business hours (Monday through Friday, 7:00 a.m. to 3:00 p.m.), with after-hours and weekend labor rates available.

The initial term is one year, with up to four additional one-year renewals, each subject to 90-day non-renewal notice. Prices remain firm for the term and include freight and delivery unless otherwise agreed in writing. Annual price adjustments require 90 days' written notice and documented proof of cost increases, and the City may reject unreasonable increases or let the contract expire. Payment terms are Net 30, and awardees must register for direct deposit before providing goods or services.

Award goes to the lowest responsive and responsible bidder whose bid is reasonable and in the City's best interest, and the City reserves the right to make multiple awards or reject bids in whole or in part.