5-2025025 - HVAC Filters - Amendment 1 (003).pdf

Division of Risk Management & Purchasing 515 W. Moreland Blvd., Room AC 310, Waukesha, Wisconsin 53188

Phone: (262) 548-7852 Risk Management, (262) 548-7888 Purchasing; Fax: (262) 548-7668 www.waukeshacounty.gov

Paul Farrow Andrew Thelke County Executive Director

Waukesha County

DEPARTMENT OF ADMINISTRATION

July 15, 2025

Amendment No. 1

RFP No. 2025025 HVAC Filters Opening Date: 7/29/2025

Opening Time: 10:30 a.m.

Notice to Proposers:

A Request for Proposal for the above was sent to you. Questions have been received regarding this RFP and are being provided to all prospective respondents along with the associated answers as follows:

NOTE: The submission deadline has been updated and moved to 7/29/2025 at 10:30 a.m.

Q1. Is this bid for supply, installation, or services? If yes, can the vendor bid to supply the product without providing the installation/services?

A1. This bid is only for the supply of air filters.

Q2. Can the vendor follow up with the questions that weren't answered or ask more questions for the answers that were unclear after the deadline has passed?

A2. The County will do its best to answer all questions asked during the allowable question period. The County reserves the right to answer any questions that are in the County’s best interest.

Q3. Do you accept the full case?

A3. Yes, we will accept full cases.

Q4. Are the measurements actual filter dimensions or nominal dimensions?

A4. Nominal dimensions.

Q5. Which sizes of the price list are actual sizes?

A5. See answer to question #4.

Q6. Will this be awarded to more than one bidder?

A6. Award will be made in the aggregate to the lowest responsible, responsive bidder who complies with the specifications and can meet the delivery requirements.

Q7. Who is the current contractor? When was the current contractor awarded the contract? Can you please provide us with a copy of the current contract?

A7. Bid 20017 was awarded to Airway Sales, Inc. The Bid tabulation for that solicitation is included in the Public Files on Bonfire for reference.

Q8. What is the estimated quantity/value per shipment?

A8. Depends on needs at the time.

Q9. Is the shipping going on quarterly?

A9. Shipping is as needed.

Q10. At the price sheet, are there total quantities for each filter size monthly, every 4 months semiannually, or annually?

A10. The quantities provided are approximate for annual usage. However, quantities and actual usage are not guaranteed.

Q11. In the past 12 months, how many shipments have been received?

A11. This is unknown. Departments place orders as needed and pay with Pcard.

Q12. Last year, how many invoices did you have?

A12. One. Departments purchase and pay with Pcard for the majority of orders.

Q13. What was the total final bid for the previous winning bidder?

A13. See answer to question #7.

Q14. What is the expected number of shipments per year for each location?

A14. Unknown. Departments and locations order as needed.

Q15. How many different "ship to" locations are required? If multiple ship-to locations are required, please provide a list of each "Ship To" location address.

A15. Please see 2025025 Exhibit A Locations

Q16. Can the vendor offer you two price sheets, one with the freight fee and one without?

A16. Pricing is to be fixed and includes delivery costs.

Q17. Can freight be charged on a per-shipment basis?

A17. See answer to question #16.

Q18. Can a standard (UPS/ or FedEx) delivery charge be added to invoices for each order?

A18. See answer to question #16.

Q19. Do you have a warehouse for the delivery?

A19. No

Q20. Is a lift-gate or forklift required for delivery?

A20. Administration Center, Waukesha County Jail, Health and Human Center, and Main Highway garage have docks with pallet jacks. All other locations will require a lift gate.

Q21. Is a pallet required for delivery?

A21. No

Q22. Do you have a dock for delivery?

A22. See answer to question #20.

Q23. Is an appointment required for delivery?

A23. Deliveries should be made between 7am to 4pm. No appointment required.

Q24. Do you need an inside delivery?

A24. Deliver to the docks or just inside of buildings.

Q25. Are the samples required at the time of the bid? If yes, where and when will samples be needed? Is there a particular size for each type?

A25. Samples will be requested as needed as determined by the County.

Q26. What frequency would these filters be purchased?

A26. See ORDER PLACEMENT/PAYMENT: of the Terms and Conditions.

Q27. Can the vendor provide you with filters from different brands that meet the same specifications?

A27. See BRAND NAMES: of the Terms and Conditions.

Q28. What is the initial term of the contract? Are there any option years? If so, how many years?

A28. See PRICING/TERM of the Terms and Conditions.

Q29. When is the first PO usually requested after you announce the award?

A29. See answer to question #26.

Q30. Is the submission on your website or in hard copy via mail? If it is via mail, how many copies are required with the original copy?

A30. See BID RESPINSE of the Terms and Conditions.

Q31. Can you please provide us with the billing address, phone # and email address of the account payable?

A31. This information will be provided to the successful bidder.

Q32. Is a bid bond, performance bond, or payment bond required? If yes, by how much?

A32. No.

Q33. Does this bid require a more thorough written narrative or proposal outside of the forms provided?

A33. All requested information is included in the solicitation in Bonfire.

Q34. Is the correct size of the above size 12x19x1?

A34. The County is unable to determine which item this is in reference to. There is no item on the Bid Table with those dimensions upon review.

Q35. What was the contract amount spent last year?

A35. Unknown. Departments pay for these items with a Pcard.

Q36. Would this be one shipment or multiple shipments?

A36. See answer to question #26.

Q37. What are the specs for the MERV 8 pleated filters? Do they require expanded metal backing or not?

A37. All MERV 8 references shall be replaced with MERV 10. All filters should have metal backing except for #2 – 1 Polypad.

Q38. Please provide more information about this filter. Is it a 2V or 4V plastic framed filter, and what is the MERV rating?

A38. The County is unable to determine which filter this question is referring.

Q39. The part #69574-006 has dimensions of 23.125x41.125x9.13". This does not match the dimensions on the quote.

It shows 23-5/8x47-5/8x9. This size matches to a 69574-001 part number. Please confirm which part # and size is correct.

A39. The unit that uses these filters will be removed in the next few weeks as part of a remodel and will no longer be needed.

Q40. Is 3-day delivery a hard requirement or are bidders able to propose an alternate lead time?

A40. The County will accept delivery within 5 days of request.

You must submit the RFP Signature Page with your response. Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area on the Signature Page. The Signature Page must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal prior to the opening date/time.

Sincerely, Matt Kuhn, Principal Buyer Purchasing Division