14-02. Specific Terms and Conditions - AFS-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

HVAC Air Filter Services AFS-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide customized air filter services for HVAC as specified in this RFP. CCSD seeks proposals from air filter companies that will provide the District with all services necessary to install and replace air filters district wide. All air filters proposed must have a rating of Merv 8 or Merv 9. The awarded proposer will manage the change-out of filters at all CCSD locations on a quarterly basis. In the best interest of CCSD, award will be made on an “all or none” basis.

2. All questions regarding the AFS-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, May 21, 2026. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly

Bonfire) portal. RFP proposals must be submitted in the portal on Thursday, May 28, 2026, by 9:00 a.m.

Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The twelve (12) month term for the HVAC Air Filter Services RFP will be July 1, 2026 through June 30, 2027.

The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration. All prices submitted must be firm for the duration of the term as well as any subsequent renewals.

5. All pricing options and applicable charges must be listed to ensure comparisons are fair and equitable. It is the proposer’s responsibility to provide all available pricing options and list all applicable charges. All information requested on the CCSD proposal form must be provided for analysis purposes.

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc.

& Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in Attachment A – Insurance Requirements for Facility Use and Maintenance Service Providers.

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers, including any person affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services.

Contact of this nature will result in immediate disqualification of the proposer.

8. The contract (RFP) will be for approximately fifty-two (52) schools and administrative buildings at various locations in Cherokee County.

Proposers must provide the following services for heating and air conditioning systems:

• Manufacturer and supply of steel frames for filters

• Supply and install filters and media materials for steel frames (Merv 8 or Merv 9)

• Remove all used filters, disposable filters, dust residue, smudges, or other evidence of filter maintenance on each day that work is performed (Failure to do so will result in the proposer being subject to a 5% discount off the total monthly charge per occurrence.)

• Change filters and media materials on a quarterly basis

• Store all new filters, media, and frames as well as other proposer owned tools and equipment off-site

All work must be performed in a professional manner. Work must be in compliance with all governing Federal, State, County, City, electrical, plumbing, and HVAC codes, including Fire Safety Codes. All work requiring licensed mechanics by code or regulation must be done only by the employees having such licenses.

All preventative maintenance must be done by the proposer’s own company and workforce (no third party or subcontracted work).

9. The proposer must only use approved filters, media, and frame materials and required to provide samples and invoices for filters and media that CCSD will retain. Any media of unsatisfactory filtering quality will be promptly replaced at no cost to CCSD. All frame materials must be 24-gauge steel, unless otherwise noted, and frames must be custom made to fit all unites after spacers and any other blockages that might restrict air flow have been removed. If steel frames are used, 24-gauge steel is required. Cardboard frame filters are not acceptable in locations where filters must be bent to facilitate installation. All media must consist of multilayer polyester coarse/medium/fine weave layers. Tackifiers must be included in the filter design.

If steel frames are used, all steel frames must be manufactured and installed with specific filters/media at all CCSD locations designated on the Performance Schedule within 45 day of award of contract (RFP).

Steel frames, if broken or otherwise damaged over the course of the contract, will be replaced at no cost to

CCSD.

Filters must be protected from rain and other moisture exposure and should not be installed when wet.

10. Proposers must provide samples that include the following information:

• Filter media – must have 1” and 2” actual thickness

• Filter specifications pertaining to synthetic particle air resistance and airflow

• Laboratory test date for media

• Metal frame sample

Samples must be sent to Cherokee County School District, Central Warehouse, 201 Mountain Brook Court, Canton, GA 30115, Attention: Josh Malcom, no later than 2:00 pm, Wednesday, May 27, 2026. Items must be tagged appropriately per General Term #11. Proposer must contact CCSD Procurement via email to purchasing@cherokeek12.net if samples cannot be sent by the deadline. Failure to provide samples may result in the rejection of the proposal.

11. Proposers must submit a written Scope of Work/Services detailing the proposers plan to implement service and manage services according to CCSD’s specifications and industry “best practices”. The scope of work/services must also include a schedule for filter changes performed on a quarterly basis.

12. Proposers must submit a list of product specifications.

13. The proposer(s) must submit any anti-microbial product documentation that is used on your filters, if applicable.

14. Proposer(s) must submit documentation on minimum dust efficiency based on ASHRAE Air Filter Test

Standard.

15. Proposers must submit a list of certified service technicians dedicated to daily maintenance service for CCSD which includes:

• Normal service schedules

• Response time for service calls mailto:purchasing@cherokeek12.net

• Service Technician contact information (include cell #)

• Service Technician Supervisor contact information (include cell #)

16. The awarded proposer is solely responsible for the safety of all workers, CCSD personnel, and students during the execution of the work. Extreme caution must be exercised by all workers to ensure that all possible precautions are taken to prevent injury to CCSD staff and students.

All employees of the proposer are required to use professional discretion at all times while on CCSD property.

Any misconduct or incidents that may arise may lead to the immediate removal of said employee from the CCSD agreement for the safety of our students, parents, or employees.

The proposer and its employees must:

• Not leave materials, ladders, or tools unattended.

• prevent school children from entering the work area while work is in progress.

• Not park vehicles or equipment in such a manner that would block school drives or bus access points.

• Protect all existing equipment, structures, trees, shrubbery, landscaping, and grass from damage.

• clean up all work debris and legally dispose of all debris off-site and must “brook clean” at the end of each workday. Accumulation of debris will not be permitted.

• The proposer and its personnel must not use tobacco products or electronic nicotine delivery systems on CCSD property at any time during the performance of the agreement.

17. The awarded proposers’ personnel may be subject to CCSD security checks and may be subject to CCSD approval. The proposers must provide uniformed personnel at all times and personnel will be required to wear visible identification.

During normal facility/school hours, the proposer’s personnel must sign in at the facility/school main office upon arriving and obtain an appropriate visitor’s badge/nametag prior to beginning any work. The badge/nametag must be worn by the proposer’s personnel (prominently displayed) at all times while on facility/school property. Prior to departing each day, the proposer’s personnel must sign out and return the badge/nametag. All after-hours facility access must be coordinated with the Office of Support Services, and the proposer must sign in according to the policy of that facility.

The proposer will have access to interior of CCSD schools and administrative facilities normally from 8:00 am to 4:00 pm, Monday through Friday. Arrangements later than this must be made with the CCSD Office of Support Services. Exterior (outdoor) filter changes can be made outside of these hours with prior approval.

Filter maintenance must not interfere with school activities or environment in a noticeable manner.

18. Awarded proposers must provide an on-site supervisor to monitor and follow-up on the performance of all work within minimum observation by CCSD personnel. CCSD may at any time observe the work procedures and workmanship of the proposer, but such observation will not relieve the proposer of responsibility for performance.

The awarded proposer will allow CCSD employees to observe their workmanship as required for training or quality control. Unless otherwise specified, all work must be in compliance with CCSD standards to be provided by the CCSD Office of Support Services.

19. The awarded proposer will assume full responsibility and be held liable for any damage or claim done by the proposer’s personnel to any part of the school grounds, building, ceilings, structures, equipment, furniture, fixtures, landscaping, or any other items owned by CCSD and will be repaired or replaced at no cost to CCSD.

The replacement or repair must be completed within thirty (30) days and to the satisfaction of a CCSD authorized representative.

20. Upon completion of work, all materials, tools, and equipment must be removed from the facility/school property. It is the proposer’s responsibility for the disposal of related materials off-site and must be performed in accordance with Federal, State, and local regulations. Disposal of any materials in a CCSD dumpster will not be permitted. Flammable materials cannot be stored near or adjacent to electrical closets or boiler room(s).

21. The successful proposer must provide an inspection report to the CCSD Office of Support Services for each service of each CCSD location to show evidence of work completion for all HVAC units and to point out potential HVAC system problems (unusual noises, vibrations, airflow/leaks, belt problems, missing guards or other hazards, heat, freezing, or moisture).

22. Key Sets/Badges will be issued in accordance with Attachment C - CCSD Contractor Key Agreement.

23. Invoices must be sent to support.servicesAP@cherokeek12.net once the job is complete and in proper working order.

24. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

25. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

26. The services being sought under this RFP are professional in nature. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 25 points Approach and Scope of Work

• 25 points Service and Support – this is not mentioned in the specific terms

• 20 points Qualifications

• 20 points Price

• 10 points References mailto:support.servicesAP@cherokeek12.net