HVAC Air Filter Installation and Disposal Services for Campus Student Housing

The contract awarded through this solicitation will establish a two-year service agreement with the possibility of up to three additional one-year renewals for quarterly installation and disposal of HVAC air filters in UNC Charlotte’s student housing units. The university will supply the filters via the State Term Contract, while the contractor’s responsibilities are limited to installing new filters and properly disposing of used ones, with performance occurring at campus locations across North Carolina. The pricing structure is organized by building, with vendors required to submit a detailed attachment indicating the total annual cost for four filter replacements per building, with the potential for multi-year extensions based on the university’s discretion. The procurement process is governed by North Carolina state statutes, administrative codes, and the university’s general terms and conditions, which are incorporated by reference. The evaluation will be based primarily on the lowest price that meets all technical and administrative requirements, including vendor responsibility, past performance, references, and financial stability. The contract emphasizes strict compliance with bid submission procedures, requiring electronic submission via the North Carolina Electronic Vendor Portal by October 2, 2025, at 2:00 PM ET. Bids must include all specified attachments, such as pricing, HUB participation, references, and financial certifications, with no specified page limits. The contract also incorporates specific provisions for confidentiality during evaluation, designated contract management roles, and formal amendment procedures, ensuring a comprehensive framework for service delivery, quality assurance, and compliance.