HVAC Air Filtration Product Supply and Related Services

This Request for Proposal (“RFP”) is an invitation to prospective Respondents to submit non-binding proposals for the provision of HVAC Air Filtration Products and Services, as further described below. Project Overview The University currently manages HVAC air filtration across a diverse portfolio of buildings with varying system requirements. Air filtration products differ in size, type, and replacement frequency depending on application and operating conditions. The University is looking to secure a five (5) year agreement with the successful Respondent. Ideally, the University would like to secure firm pricing over this five (5) year agreement. The University values suppliers who deliver high service levels, offer excellent product availability and have exceptional delivery timelines. Given the operational impact of these factors, the University is seeking to establish a reliable supplier relationship that ensures consistent product availability, timely delivery, and responsive service to support ongoing operations. Project Objectives By obtaining high-quality HVAC Filtration Product and Services, the University is looking to: Establish a long-term contract with a qualified supplier of HVAC Products and Services to satisfy the University’s quality, value and supply assurance needs. Ensure the awarded supplier’s product and services offering is of the latest available HVAC technology and personnel hold expertise on the latest air filtration trends and products. Ensure the supplier can ensure supply and delivery of HVAC Product and Services through robust inventory levels, superior customer service and strong operation procedures. Reduce the costs and time associated with the procurement of HVAC Product and Services The University’s expectation is to engage in a multi-year contract with professional HVAC Product and Service company, in an efficient and reliable manner. Key Deliverables The successful Respondent (Supplier) is expected to: Maintain proper inventory levels to support demand from Physical Resources Provide delivery within agreed-upon lead times, with the ability to support urgent requirements Provide excellent customer service including exchange and return of the goods, if required. Provide timely and accurate Invoicing to the University Include all shipping and delivery costs within pricing (no additional freight charges) Meet with Physical Resources when required, to address concerns and necessary improvements. Types of HVAC Products and Services Required HVAC Air Filtration Products The successful supplier is expected to supply, but not limited to: Providing Products with different Minimum Efficiency Reporting Value (“MERV”) rating (e.g., from MERV 1 to 16); Providing high-efficiency Products (e.g., High-Efficiency Particulate Air (“HEPA”) Products, Ultra Low Particulate Air (“ULPA”) Products); Providing Product made from different media types (e.g., fiberglass, synthetic polymer, Non-woven cotton/poly fabric media, carbon, metal); Providing Product utilizing various technologies (e.g., activated carbon, electrostatic precipitator, ionic filtration); Providing Products in different designs (e.g., panel Products, pleated Products, media pads or rolls, box Products, pocket Products, bag Products; v-bank Products); Providing Product accessories (e.g., clips, spacers, support frames, rubber gaskets, Product-specific installation kits); Ensuring good operability across a wide range of environmental conditions, including varying temperatures (e.g., -35°C to up to 93°C) and relative humidity levels (e.g., up to 100% Relative Humidity (“RH”)); Supplying media in various thicknesses (e.g., 1, 2 or 4 inches) and densities to meet different filtration requirements; Ensuring Products that meet the building filtration requirement for various facility types (e.g., residential, commercial, institutional); Ensuring compatibility with the Customer’s HVAC system to support efficient air filtration and optimal performance; Offering both disposable and reusable Products, depending on Customer needs and application requirements; Designing Products with dust holding capacity meeting recognized industry test standards (e.g., Air Filtration Institute (“AFI”) test requirements); Ensuring that Products maintain their rating (e.g., MERV or MERV-A) as evaluated in MERV efficiency tests in accordance with the equivalent Canadian standard and continue to meet performance requirements throughout their Service life; Providing Products tested at appropriate airflow velocity to ensure performance (e.g., standard velocities of 350 to 500 FPM). Specifying the expected Service life of Products based on standard operating conditions, considering that actual performance and lifespan may vary depending on environmental factors. Providing moisture-resistant and durable Products. Ensuring that the media maintains an optimal pressure drop and high dust holding capacity. Data / Specifications for Filtrations A Data/specification sheet is to be provided as part of the requirements that specifies each make and model of filtration listed in the proposal. The datasheet shall include, but not be limited to, the following information: Initial Pressure Drop at 500 ft/minute Maximum rated airflow Final pressure drop recommended at change out Filtration media material Frame material Maximum temperature Maximum humidity Flammability ASHRAE 52.2 performance data Filtration Specifications: For the purposes of this RFP, the filtrations currently being purchased by the University will form the base performance specification. A list of sizes and types of filtrations has been provided in the Appendix (TBA). For each line item provide the manufacturer and model of filtration being proposed. Gaskets Filtrations are to be supplied with gaskets where noted. Gaskets are to be affixed to the filtrations prior to shipping. Gasket material is to be closed cell neoprene. The dimensions of the gaskets are to be ¼” thick by ¾” wide. Upstream or Downstream (USG or W/GASKET) gasket to be applied on the upstream or downstream face of the final filtration as noted at time of order by the abbreviation USG or W/GASKET. Side Gasket (SG) to be applied on the long side of each filtration ie. 20x24x2 NEXFIL has gasket applied to one 24” side Panel Products The successful supplier shall provide Panel Products including, but not limited to: Providing Products designed for basic HVAC system filtration needs; Providing Products with available with disposable frames (e.g., cardboard, wire) or frameless Ensuring the filtrations meet basic filtration requirements for HVAC systems. Pleated Products The successful supplier shall provide Pleated Products including, but not limited to: Framing the media with extended surface area and arranging it in pleats. Assembling the Products in a durable, rigid, rust-free frame, suitable for disposal or long-term use. Ensuring the Product frame is bonded to the media on all sides to prevent air bypass. Ensuring structural integrity through methods that maintain uniform pleat spacing (e.g., die-cut cross support members). Media Pad or Rolled Products The Supplier shall provide Media Pad or Roller Products including, but not limited to: Providing Products in rolled format or pad form, available with or frameless. Providing Products pre-cut to meet the Customer’s HVAC system requirements. Box Products The supplier shall provide Box Products including, but not limited to: Providing rigid cartridge-style Products. Providing Products with extended depth design for increased dust holding capacity. Pocket Products The supplier shall provide Pocket/Bag Products including, but not limited to: Providing Products with multiple self-inflating pockets. Ensuring uniform pocket configuration. Bag Products The Supplier shall provide Bag Products including, but not limited to: Providing Products with multiple three-dimensional compartments. Ensuring longer lifetimes. Innovative Products The Supplier should provide innovative Products including, but not limited to: Providing Products with a MERV-A classification (e.g., MERV 8A, 11A, 13A) that offer enhanced performance, efficiency, or durability compared to standard filtrations. Providing Products with dual MERV ratings (e.g., MERV 9 and MERV 9A) for superior filtration capabilities. Incorporating dual-layered gradient density media for optimized particle removal and enhanced dust holding capacity. Offering low-pressure filtration. Developing Products designed to streamline logistics by reducing storage needs and delivery requirements. Offering a performance guarantee (e.g., six (6) months or up to one (1) year) with flexible replacement options based on usage and environmental conditions. Developing Products designed for specific air quality needs (e.g., Volatile Organic Compounds (“VOC”) reduction) using advanced technologies (e.g., activated carbon or hybrid filtration systems). Offering Products with specialized coatings to enhance performance. Providing Products designed for integration with Building Automation Systems ("BAS") to monitor pressure drop and optimize replacement schedules. Ensuring Products contribute to a lower total cost of ownership through extended lifespan, reduced energy consumption, and minimized maintenance requirements. Ensuring long-lasting energy-efficient designs that that maintain stable electrostatic charge for sustained filtration performance. Products Standards and Regulations The Supplier shall provide Products Standards and Regulations including, but not limited to: Complying with ASHRAE 52.2 test standard latest version Ensuring compliance with UL (e.g., UL 900, UL867). Providing ISO certifications (e.g., ISO 9001:2015, ISO 16890, ISO 29463). Using independent laboratories shall be used to confirm Product’s MERV on Customer’s request at no cost. Complying additional standards as applicable including, but not limited to: Eurovent 1622; EN 1822. CSA Group (e.g., CAN/CSA 493.1 (Canadian equivalent to ASHRAE 52.2), CSA Z317.2:19). Standard Method of Fire Tests for Air Filtration Units CAN4-S111-M80. Services The Supplier shall provide Testing Services including, but not limited to: Conducting tests to ensure the Products meet the specified performance standards (e.g., Testing Air-Cleaning Devices Used in General Ventilation for Removing Particulate Matter) Providing field testing Services to validate on-site performance, including Indoor Air Quality (“IAQ”) tests to assess the Products effectiveness in maintaining healthy air standards. Providing access to test banks (e.g., physical setups or reference standards) to simulate conditions and validate performance. Providing reports to ensure compliance with efficiency and airflow resistance requirements, including laboratory certification. Certifying ratings based on tests conducted by the OEM or independent testing agencies, ensuring adherence to relevant codes and standards. Training Services The Supplier shall provide Training Services, at not additional cost, including, but not limited to: Providing training for the Customer's staff on proper Products installation, maintenance, and troubleshooting. Providing training on testing procedures and the importance of maintaining Products efficiency in the HVAC environment. Providing user manuals and instructional materials for ongoing reference. Offering refresher training sessions as needed to ensure the proper handling of Products. Other Optional Related Products and Services The Supplier should provide other optional related Products and Services including, but not limited to: Providing inventory management Services. Providing other HVAC consumables (e.g., belts, lubricants). Integrating Products with software systems to monitor performance and analyze total cost of ownership (e.g., energy consumption, operating costs, waste, and maintenance). Assisting in Governmental Financial Incentive Opportunities, if applicable. Maintenance Services The Supplier should provide Maintenance Services including, but not limited to: Providing recommendations for preventative maintenance including but not limited to: Performing Product-specific maintenance checks as per OEM recommendations to ensure optimal filtration performance. Conducting Product assessments to prevent airflow restrictions and maintain indoor air quality standards. Proving customized inspection Services, such as: Creating Product maintenance recommendations based on Product type, facility requirements, and environmental conditions. Offering comprehensive inspections upon request (e.g., pressure drop measurements across Products, Product frame and sealing surface integrity checks). Providing on-demand technical support including, but not limited to: Responding to Customer Service requests specific to Products needs. Providing technical troubleshooting for Product-related performance issues when needed. Offering expert consultation on Product selection based on specific environmental conditions. Providing issue resolution Services (e.g., diagnosing and addressing Product-related performance concerns upon Customer request). Ensuring that recommended maintenance practices align with the Supplier’s performance guarantees, taking into account industry standards and Customer cleaning/maintenance practices. Ensuring proper cleaning and timely replacement of Products as per OEM's recommendations and industry standards (e.g., MERV-rated filtrations per ASHRAE 52.2 or ISO 16890). Installation Services The Supplier should provide Installation Services including, but not limited to Ensuring compliance with OEM guidelines and industry standards. Ensuring OEM’s specifications Following installation manuals. Following industry best practices. Complying local building codes and safety regulations. Complying relevant standards (e.g., ASHRAE, CSA Group standards (e.g., CSA Z317.2 for healthcare environments). Adhering to relevant air quality specifications as required for specific environments (e.g., healthcare, industrial, commercial). Ensuring proper placement and Product integration. Ensuring correct positioning and secure mounting of Products to prevent air bypass. Verifying that installed Products fit correctly within existing or replacement Products housings, maintain adequate sealing to optimize filtration efficiency and are compatible with the facility's ventilation requirements. Providing technical coordination when required Coordinating with Customer's facility maintenance personnel for proper operation Engaging certified HVAC technicians when necessary for integration with existing systems. Conducting pre-installation assessments to identify any modifications needed for proper Product installation. Providing performance verification. Performing post-installation checks to ensure proper Product seating and secure installation. Ensuring appropriate Products airflow direction. Ensuring no gaps, tears, or damage to Product media. Providing proper documentation (e.g., installation records and reports detailing installation date, work performed, test results, and compliance verification). Unless otherwise stated, if, and wherever, the specifications state a brand name, a make, the name of manufacturer, a trade name or a vendor catalogue number, it is not intended to rule out the use of other equivalent product(s). If, however, products other than that specified is proposed in any RFP, the Proposal must explicitly include the name of such products, its manufacturer, a trade name and any applicable vendor catalogue number. Supplier Expectations Experience Required: The supplier will have demonstrated excellence in delivery air filtration products and services in large and complex environments. Respondents must be authorised to distribute OEM products and services. Value Added Technical Support: As part of this proposal the University is looking for technical support to analyze our filtration products to confirm their suitability for the specific applications on campus. Reviews of our filtration program are to be part of the service provided along with recommendations for changes and upgrades to filtrations with cost benefit analysis if applicable. Minimum Order There should be no minimum order quantities, volume requirements or fees. Coordination of Ordering Process The University currently issues purchase orders on a regular basis (typically weekly) based on forecasted demand. The supplier is expected to work collaboratively with Physical Resources to coordinate order fulfillment and delivery scheduling. Order Acknowledgement On receipt of the purchase order, the Supplier shall send an acknowledgement and acceptance of each purchase order to the issuing buyer within two (2) business days. Delivery, Delivery Lead Times and Back Orders Goods shall be delivered within the identified lead time specified by the Supplier. Goods shall be delivered between 8:00 am and 3:30 pm on business days. Packaging for shipment must protect the product adequately and permit safe delivery of the products. Standard delivery lead times are expected to be within 2–5 business days. The order must be shipped in its entirety. No partial shipments will be accepted, unless approved by the Buyer. In the event of a back order, it should be confirmed at the time of the purchase order acknowledgement with an accurate estimated delivery date. If a product becomes back ordered after the acknowledgement, the Supplier shall notify the University immediately with an accurate estimated delivery date. All delivery and shipping costs must be included in the product pricing. The University will have an option to cancel or accept the back orders. If the University accepts the back order, the University shall not be responsible for any additional shipping fees. Delivery Location(s) Deliveries will primarily be made to the University of Guelph Physical Resources Stockroom (50 Stone Rd E, Building 058). Additional delivery locations may be identified as required. Packaging Requirements All products must be clearly labeled and packaged in a manner that supports efficient identification and distribution upon delivery. At a minimum, each package must include the following information: University Building Number Associated Work Order Number University Purchase Order (PO) Number University Independent Part Number All products must be clearly labeled to ensure they can be received and distributed without issue. Missing or incorrect information may result in delays. Product Warranty The air filtration products shall be warranted to be free of defects in material and workmanship. The University expects a minimum standard manufacturer warranty. The supplier will be responsible for coordinating all warranty-related claims, replacements, and associated shipping at no additional cost. Inventory Levels The University may require the supplier to carry inventory at a local distribution point to ensure availability of products within the Supplier’s specified delivery lead times. Recalls, Discontinued Products and Product Substitutions It shall be the responsibility of the supplier to ensure the products meet all current safety standards and regulations and shall advise the University of any changes with all regulatory agencies to the products. The supplier shall immediately report recalled products to the University advising details, such as, but not limited to: manufacturer, model, part number, serial number, etc. The supplier shall comply with the requirements of all applicable laws in respect to recalled products and repair and/or replace the product at no additional cost to the University. The supplier shall not arbitrarily discontinue products and shall provide the University with sufficiency notice (ie. within ninety (90) days notice prior to discontinuation. In the event a product becomes unavailable, the Supplier may propose an alternative and the proposed alternative product shall meet or exceeds the specifications and performance of the discontinued product and shall not exceed the current contract price of the unavailable product without the consent of the University. The Supplier shall not replace or substitute any product within an alternative product without the prior consent of the University. The University may request a sample of the proposed alternative product, request verification from an independent lab to ensure the proposed product meets regulatory standards, meets or exceeds the specifications and performance of original product. If the recommended product does not meet the University’s requirements, the University may return the recommended product at no additional cost to the University. Damaged or Defective Shipments The University may not accept the shipment of the products if they are damaged or the packaging is damaged, not delivered as agreed or substituted without prior written approval from the University. The Supplier shall be responsible for all shipping costs, expediting costs and/or restocking fees related to the return and replacement of any damaged or defective products from the University. Product Returns The supplier shall accept all products returned by the University that were ordered incorrectly. The product shall be unused and in original selling condition within thirty (30) days from the delivery date, at no additional cost (ie. restocking or shipping fees), Supervision and Personnel Conduct The Supplier should provide proper supervision of their onsite Service Technician(s) and/or subcontractors as appropriate and will be held responsible for their conduct, quality of work, time management. While on site, the Supplier’s personnel and their Subcontractors shall be able to identify themselves and/or indicate they are authorized on site (eg. uniform indicating the company name or logo in print large enough to be easily read, employee identification badge, etc); and The University requires that all people employed by the Supplier will perform their tasks in a courteous and professional manner; personnel must be knowledgeable in all aspects of their duties with good customer service skill. Misconduct will not be tolerated. All personnel shall observe all rules and regulations in effect at the University governing safety and personal conduct, including, but not limited to security, safety, access, smoking regulations and routine sign-in requirements; and While on University property, employees and/or subcontractor shall be subject to control of the University but under no circumstances, shall such persons be deemed to be employees of the University. The Supplier or his/her personnel shall not represent themselves or be considered as employees of the University; and Each Supplier personnel(s) performing work at the University must have already completed a mandatory orientation provided by the University and have a copy of the University’s Contractor's Safety & Orientation Manual, including personnel who may not be assigned to the University full time, but may take occasional emergency calls. The University may request the Supplier to transfer and/or remove the employees and/or subcontractors who are found to be incompetent, prone to excessive tardiness, absenteeism, inappropriate or unacceptable behavior, theft, or other reason deemed in the best interest of the University. These are the sole decision of the University and are not subject to negotiation. Performance Management In order for the supplier and the University to work well together and foster a long-term relationship the University will implement a robust performance management framework, including regular meeting(s), reporting, Key Performance Indicators (KPI) scorecard(s), and a defined escalation and resolution process. The Supplier’s participation in Meetings and other performance and continuous improvement activities will be at no additional cost to the University. Meetings – The University and the supplier will establish meeting schedules to review the Supplier’s performance and discuss any University or Supplier issues or concerns with respect to the administration and performance of the Contract. May include: Annual strategic meetings to review KPI trends, future evolution of the Safety Clothing program and continuous improvement opportunities, overall relationship. The term of the agreement(s) is to be for a period of five (5) years plus three (3) optional one (1) year terms. The University is to qualify up to three (3) suppliers per category. All proposals submitted are to be in English only. Interested proponents are to download the complete RFP documents free of charge at the University’s public purchasing portal https://uoguelph.bonfirehub.ca (the Portal). To contact the University or ask questions in relation to this RFP, proponents must register with the Portal and initiate the communication electronically through the Opportunity Q&A of the Portal. Registration is free of charge. The University will not accept any prospective proponent’s communications by any other means. Participating proponents are to submit proposals by uploading documents electronically to the Portal https://uoguelph.bonfirehub.ca.  The University will not accept paper, fax or email submission. There will be no public opening of tenders for this RFP. The award of the RFP will be posted at the Portal. This procurement is subject to Chapter Five of the Canadian Free Trade Agreement. Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.