6-H 2026-06 General Specifications.pdf

Anaheim Union High School District General Specifications BID No. 2026-06 HVAC FILTERS Page 1 of 3

ANAHEIM UNION HIGH SCHOOL DISTRICT

GENERAL SPECIFICATIONS

BID NO. 2026-06 HVAC FILTERS

1. Scope of Work

This bid is for the purchase of HVAC filters to be used throughout the school district. The contract will be for a period of one (1) year with the option to renew for two (2) additional one-year terms. We anticipate that orders will be placed between four and eight times per year at the quantities listed on the bid table.

2. Pricing

All prices shall be F.O.B. Destination, Freight Prepaid and Allowed to AUHSD’s Warehouse or other District sites as needed. Sales tax will be applicable, but is not to be included in unit prices on bid. Any additional fees must be included in unit prices on bid (pesticide, sur charges etc.).

3. Interpretation of Documentation

a. The intention of the bid documents is to include all materials, equipment and transportation necessary for the proper execution of the work. Materials or work described in words, which so applied, have a well-known technical or trade meaning shall be deemed to refer to such recognized standards.

b. Standards, Rules, and Regulations referred to are recognized printed standards and shall be considered as one and a part of these contract documents within the limits specified.

c. Specifications are intended to delineate and describe the work and its component parts to such a degree as will enable skilled and competent bidders to intelligently bid upon the work, and to carry said work to a successful conclusion.

d. The naming of any material and/or equipment shall mean furnishing of same, including all incidental accessory items thereto, as per best practices of the trade(s) involved, unless specifically noted otherwise.

4. Equipment and Labor

The successful bidder shall furnish all tools, equipment, apparatus, facilities, transportation, labor and material necessary to furnish the items and provide the services required herein described.

5. Product Material and Process Composition

Current filters being used are Glassflos. District requires equal or better product quality.

The filters shall have a Minimum Efficiency Reporting Value of MERV 13 when evaluated under the guidelines of ASHRAE Standard 52.2. It shall also have a MERV-A of 13 when tested per Appendix J of the same standard.

Provide product test report including all details as prescribed in ASHRAE Standards 52.2, including Appendix J.

The filter shall be listed by Underwriters Laboratories as UL Class 900.

Manufacturer shall provide evidence of facility certification to ISO 9001:2008.

BID No. 2026-06 HVAC FILTERS Page 2 of 3

6. Orders and Deliveries

a. Purchase Orders will be issued as early as practicable. Both initial orders and follow-up orders will be drawn on these purchase orders.

b. Supplier is required to provide a fillable hardcopy and an electronic order form for authorized personnel to use to place orders via online or e-mail, and to confirm receipt of the order as soon as practicable via phone or e-mail back to the ordering party within two

(2) business days of receiving the order.

c. Only orders placed by authorized AUHSD personnel such as Purchasing Department staff members, and designated site personnel as indicated on the face of each purchase order are to be accepted.

d. Initial orders shall be delivered to the AUHSD Warehouse.

e. Subsequent ‘make-up’, ‘re-order’, ‘filler’ or ‘follow-up’ orders must be delivered within seven (7) business days from receipt of order.

f. Product must be delivered in boxes that are clearly marked with the description contents

(count and size), purchase order number, and box number of total number of boxes (i.e.

Box 1 of 3); this requirement applies to all orders.

g. All items delivered must be in a condition acceptable to the District. Any damaged items will be rejected and returned at successful bidder’s expense. Any misprints or errors will be rejected and returned. The contractor will replace such items within two business days with like goods of acceptable quality.

7. Invoices and Packing Slips

Hard copy invoices shall be submitted via US Post to the District’s Accounts Payable Department at P.O. Box 3520, 501 Crescent Way, Anaheim, CA 92803-3520 and supporting documents as follows:

a. Two (2) copies of the packing slip shall accompany goods at the time of delivery which will act as a proof of delivery. No goods shall be delivered without an accurate packing slip and no packing slip shall be signed for goods not present.

b. An authorized District or School representative who received the items must sign and date both copies of the packing slip at time of delivery. One copy shall be left with the person receiving the goods; the second copy is to be retained by the Supplier.

c. All invoices and packing slips shall clearly indicate the following as a minimum:

i. Name and address of company

ii. Purchase Order number

iii. Item/part number and description

iv. Quantities of each item:

1. Ordered

2. Back ordered

3. Delivered

v. Unit of measure (each)

vi. Unit price (invoice only)

vii. Extended Totals (invoice only)

viii. Name of person placing order

ix. Date order was placed

x. Date order was delivered

BID No. 2026-06 HVAC FILTERS Page 3 of 3

8. Order Discrepancies

Discrepancies in items and quantities ordered compared with what is delivered will be resolved between the Supplier and the person placing the order as evidenced by written or electronic documentation. If documents do not match, the document signed by the receiving AUHSD personnel will prevail.

9. Additional Services

Additional filters may be required at which point arrangements can be made on an ‘as-needed’ basis, but must be approved by the Director of Purchasing and Central Services prior to commencement.