HVAC Parts and Supplies - REBID

The Louisville/Jefferson County Metro Government ("Metro Government") is now accepting Bids for HVAC Parts and Supplies.

Metro Government is seeking to award a price contract for a portion of its requirements for HVAC parts and supplies.

The process of accepting Bids and choosing the successful Bidder shall be by Competitive Sealed Bidding. The Metro Government, if it chooses to award a contract based on this Bid, shall do so on the basis of lowest bid price or best evaluated bid.

• Parts and supplies obtained pursuant to this contract shall not be delivered until such time as the successful bidder has received from Metro Government a request, in writing, for such goods or services.
• The contract resulting from this bid may be renewed, but the total contract term may not exceed five years.
• There shall be no charge for the delivery of any parts or supplies, fuel surcharges, and no restocking fees. In stock items shall be delivered same day when an item is ordered by 9am. Items ordered after 9am will be delivered same day, if possible, but if not, by the next business day.
• All parts shall have a warranty for a period of 1 year or more.
• All price increase requests shall be directed to the Department of Facilities Management. The Department must approve in writing. Any such request must be accompanied by a detailed explanation.
• The successful bidder must have at least one local operation from which goods and supplies may be purchased. All requests must be submitted no less than (30) days in advance of the requested effective date.
• The successful bidder must have the capability to provide monthly and quarterly reports in spreadsheet format detailing each transaction. The reports should include, at a minimum, date of purchase, items purchased, and the price of each item. This reporting function is in addition to the normal invoicing process.
• All invoices must be submitted for payment within 30 business days. Invoices are to include purchaser's name, date of transaction, itemized list of materials purchased with price per item, PO# and be submitted to invoices.omb@louisvilleky.gov.

If you cannot provide a price for the listed item place a N/A in the space provided. Comparable parts may be priced in the columns provided on the Price Sheet.

Bidders shall provide prices for goods as FOB Delivered, unless allowance for shipping, handling, or any associated charge is specified in this section or on the price sheet.

**Submission method:** Sealed Bids will be accepted until **3:00 p.m. EST on November 10, 2026**. Louisville Metro Government uses a web-based portal for accepting and evaluating bids digitally (https://louisvilleky.bonfirehub.com/portal). Documents may be uploaded at any time during the open period.

Any inquiries about this IFB shall be addressed in writing on the Bonfire portal.

The Metro Government shall not permit a Bidder to withdraw its Bid for sixty (60) days after Bids are opened, unless the Metro Government makes a specific exception in writing. Further, Bid prices shall be firm for a minimum of six (6) months after the Bid closing date.

**Evaluation:** Lowest price responsive and responsible bid.

Past performance with Louisville Metro Government may be considered during the evaluation process.

The Metro Government may renew contracts for a period of one (1) year and from year to year thereafter, upon the same terms and conditions as the original contract, if such renewal or extension is agreed to by the contractor. Total contract period cannot exceed five (5) years.

Payment Terms: Net 30 days.