RM27-2 HVAC Air Filters

The State of Utah Division of Purchasing is soliciting proposals for HVAC air filters under RFP RM27-2, a five-year cooperative contract that may result in multiple awards, with proposals due September 24, 2026. This is a statewide cooperative vehicle serving school districts, cities, counties, departments of correction, and other state entities.

Vendors must supply new OEM HVAC filters and filter media across MERV 8, MERV 11, and MERV 13-and-higher ratings, with pricing quoted for six distinct categories: storefront and plant-location purchases across three MERV tiers, each spanning six standard filter sizes (12x20x1, 20x20x2, 16x25x2, 12x24x2, 16x16x2, and 24x24x4). All filters must meet ASHRAE 52.2-2007, 2012, or 2017 standards, verified by independent test reports. Vendors must clarify their status as manufacturer, dealer, or reseller and demonstrate relevant experience supplying public entities. Pricing must be guaranteed for 12 months and supported by published list prices with percentage discounts applied from MSRP; discounts are considered minimum rates for the five-year term. Delivery is F.O.B. destination to multiple Utah locations including Sandy, Salt Lake City, Logan, St. George, Ogden, and Cedar City, with minimum orders of one filter at storefronts or one case from plant locations.

Evaluation allocates 70 percent of 1,000 total points to technical criteria—Experience (250 points), Customer Service (200 points), Billing (150 points), and Risk Mitigation (100 points)—with a mandatory threshold of 420 points (60 percent) to advance to cost evaluation. Cost comprises 30 percent of points (300 maximum), calculated by formula with the lowest-priced proposal receiving 100 percent of cost points. Vendors meeting both technical and overall score thresholds receive awards. An administrative fee of 0.25 percent applies to all purchases. Contractors must maintain an authorized representative available Monday through Friday, responding to inquiries within one business day, and submit quarterly utilization reports. Commercial general liability insurance of no less than $1,000,000 per occurrence and $3,000,000 aggregate is required. No minimum purchase volume is guaranteed.