USD 489 HVAC Filter Supply Contract

HVAC AIR FILTER SUPPLY CONTRACT USD 489 - Hays Public Schools 1. INTRODUCTION Unified School District 489 (USD 489) is soliciting proposals from qualified suppliers to furnish HVAC air filters for district facilities. The intent of this contract is to establish pricing for the annual supply of HVAC filters identified in the attached Filter Schedule. Filters shall be warehoused by the successful vendor and delivered to the District on a quarterly basis to support the District's preventative maintenance program. 2. CONTRACT TERM The contract shall be for the remainder of the 2026-2027 fiscal year beginning upon award. 3. SCOPE OF WORK The successful proposer shall: Supply HVAC filters in the sizes and quantities identified in Attachment A - Filter Schedule. Warehouse and maintain inventory of the annual filter quantities throughout the contract period. Deliver filters to the District quarterly as scheduled. Ensure all filters meet the minimum performance specifications outlined herein. Provide consistent products throughout the contract term. Substitutions shall not be made without prior written approval from the District. 4. FILTER REQUIREMENTS Pleated Filters All pleated filters shall meet the following requirements: Minimum MERV 8 (ASHRAE 52.2) efficiency rating. UL 900 listed where applicable. Heavy-duty moisture-resistant frame construction. Manufactured to fit the dimensions identified in Attachment A. New, unused product only. Poly Filters The following filter sizes may be supplied as standard poly filters rather than pleated filters: 13-3/8" x 41-1/2" x 1" 13-3/8" x 65-1/2" x 1" 13-3/8" x 77-1/2" x 1" 15-1/2" x 77-1/2" x 1" All other filters shall be MERV 8 pleated filters unless otherwise approved by the District. 5. DISTRICT FACILITIES Filters shall be supplied for the following facilities: Hays High School Hays Middle School Felten Elementary School Roosevelt Elementary School Wilson Elementary School O'Loughlin Elementary School Rockwell Administration Center Early Childhood Connection Transportation Department Filter quantities by building and size are identified in Attachment A. 6. DELIVERY REQUIREMENTS The District performs filter replacement on a quarterly basis. Deliveries shall be coordinated with District personnel and made approximately during the following periods: December March June The awarded vendor shall warehouse the annual quantity of filters and deliver only the quantities requested by the District for each quarterly change-out cycle. The District does not have sufficient storage capacity to receive an annual shipment. Delivery Location All deliveries shall be made to locations designated by USD 489 Facilities and Maintenance Department. Delivery charges shall be included in the pricing proposal. 7. PRODUCTS Proposals must include: Manufacturer name Product line/model number Technical data sheets MERV performance data Filter construction details 8. PRICING Proposers shall provide: Unit price for each filter size. Total annual contract price. Quarterly warehousing and delivery pricing. Any early payment discounts offered. Pricing shall remain firm for the duration of the contract term. Payment by the District shall be made upon recent of each quarterly delivery. 9. PROPOSAL SUBMITTAL REQUIREMENTS Proposals shall include: Company name and contact information. Years in business. Three references for filter supply contracts. Product information and manufacturers. Completed pricing schedule. Confirmation of warehousing capability. Acknowledgement of all RFP requirements. 10. EVALUATION CRITERIA Proposals will be evaluated on the following criteria: Criteria Points Total Cost 35 Compliance with ASHRAE and UL Specifications 25 Warehousing and Delivery Capabilities 15 Product Quality and Brand Reputation 15 References and Experience 10 Total 100 11. RESERVATION OF RIGHTS USD 489 reserves the right to: Reject any or all proposals. Waive minor irregularities. Request clarification from proposers. Accept the proposal deemed to be in the best interest of the District. Award all items to a single vendor or make multiple awards if determined advantageous. ATTACHMENT A: Filter Summary Master List ATTACHMENT B: Vendor Pricing Schedule