Addendum 1.pdf

Financial Services Office of Procurement Services

8115 Gatehouse Rd., Suite 4440 Falls Church, VA 22042

August 25, 2026

ADDENDUM NO. 1

TO: ALL PROSPECTIVE BIDDERS

REFERENCE: IFB 2000004409

FOR: HVAC Filters

DUE DATE/TIME: August 28, 206 at 2:00 PM

IFB MODIFICATIONS:

The referenced Invitation for Bid is revised as follows:

- Special Provisions, Technical Specifications, Paragraph 4 – Maximum Capacity is revised as follows:

4. MAXIMUM CAPACITY:

• MERV Efficiency: MERV 10/8A

• 15 Pleats per linear foot per 2” filter; 11 pleats per linear foot per 4” filter

• Initial Resistance: no greater than 0.20 in. w.g.

• E-1 no less than 3

• E-2 no less than 52

• E-3 no less than 88

• All finished filters must be classified per U.L.900 for flammability.

IFB CLARIFICATIONS:

The following are responses to questions received via e-mail, Euna Procurement / Bonfire, and at the Pre-Bid Conference held on August 07, 2026.

Q1. How did the previous winning bidder quote custom size filters by the square inch?

A1. The current contract pricing can be found at:

https://www.fairfaxcounty.gov/cregister/ContractDetails.aspx?contractNumber=4400008760

Q2. Our custom filter pricing varies from size to size so we are unable to provide pricing by the square inch ranges listed in Sections 2 and 3 of the Pricing Schedule. Are bidders allowed to state that the School must request a quote for custom sizes in addition to providing our complete price list?

A2. No, to ensure a fair and competitive evaluation, all bidders must submit a firm price (as specified in the Pricing Schedule) for the ranges provided. A response that requires FCPS to "request a quote" for custom sizes will be considered non-responsive.

Q3. Will MERV 8 pleated filers without the A ratings be accepted?

JS

8/25/2026

Addendum No. 1

IFB 2000004409

A3. No, filters must carry the ‘A’ rating as specified to ensure that performance levels are maintained.

Q4. Will MERV 11 pleated filters be accepted in place of MERV 10 filters?

A4. An “or equal” product may be offered if it meets or exceeds all applicable requirements of the solicitation. A higher nominal MERV rating alone does not establish equivalency; all other specified construction, performance, testing, resistance, efficiency, and certification requirements must also be met.

Q5. Is Appendix J Testing which yields the A-Rating is a hard requirement?

A5. Yes. Appendix J testing is a mandatory requirement for this solicitation. Bidders must provide documented proof of testing for the specific media being offered.

Q6. Are we allowed to mark our manufacturer’s price list as confidential?

A6. Prices are not allowed to be marked confidential.

Q7. Can we provide a link to our online catalog/price list and access instructions rather then providing our manufacturer’s price list?

A7. No, the solicitation requires submission of the Manufacturer’s Price List/Bidder’s Price List with the bid.

Q8. What special requirements are needed to bid on this, if any?

A8. Bidders must meet all requirements of the IFB, including the Technical Specifications, delivery requirements, applicable certifications, submission requirements, and other terms and conditions.

Required bid documents include the signed Cover Sheet, Appendix B, signed addenda, Pricing Schedule, references, required ASHRAE 52.2-2017 test reports, and Manufacturer’s Price List/Bidder’s Price List, as applicable. Refer to Special Provisions, Paragraph 1.3.

Q9. Can you confirm this is a supply only request?

A9. Yes, the scope is to furnish and deliver HVAC air filters and related items on an as-needed basis. Installation services are not included in the scope.

Q10.Will there be deliveries made to each school or government entity or one central location?

A10. Filters must be available for delivery, as needed, to locations throughout Fairfax County. The two primary delivery locations are the Sideburn Support Center located at 5025 Sideburn Road Fairfax, VA 22032 and Merrifield Support Center located at 8435 Lee Highway Merrifield, VA 22031.

However, both special-cut and standard-size filters must also be available for direct delivery to end-user locations, including middle schools and high schools, as directed by FCPS.

Q11. Are you open to riding other school district contracts? We currently have a filter bid with another school district that allows other counties to ride it.

A11. No, while FCPS currently utilizes a variety of cooperative purchasing contracts where appropriate, the purpose of this solicitation is to establish a contract awarded directly by FCPS.

Due to the large variety of quantities, sizes, and specific FCPS requirements, it is in the best interest of FCPS to maintain its own contract. This approach ensures that the resulting contract can be administered and managed according to FCPS’s specific operational and delivery needs.

Q12. We do not currently have a test report available for our 2” depth high-capacity filters. Will it be acceptable to provide our 2” depth standard capacity test report instead?

A12. No, the test report must correspond to the specific product being offered. FCPS requires the applicable test report for the 2-inch high-capacity filter; a test report for a standard-capacity filter will not be accepted as a substitute. Bidders must submit the required testing documentation for the specific filter type offered in their bid.

Q13. Could you please clarify whether a newly established company with no prior HVAC air-filter customers is eligible to submit a bid for this solicitation?

A13. The solicitation does not prohibit a newly established company from submitting a bid. There are no requirements for minimum experience for the company. However, all bidders are subject to the solicitation's responsiveness and responsibility requirements.

Q14. Is the current solicitation for 1 year or 4 years?

A14. The initial contract period is from the date of award through October 31, 2031. FCPS also reserves the right, by mutual agreement and authorization through the Office of Procurement Services, to renew the contract for three (3) additional one-year periods.

Q15. Regarding the warehouse and distribution requirement, would FCPS allow a distributor to satisfy this requirement through our established manufacturer warehouse for direct-to-FCPS drop shipments, provided that the distributor remains fully responsible for inventory availability, order management, and delivery performance?

A15. The solicitation does not expressly require the Contractor to own the warehouse used for fulfillment. An established manufacturer or distribution arrangement may be used provided the Contractor remains fully responsible for satisfying all contractual requirements, including inventory availability, order management, product compliance, warranty and required delivery times.

Q16. Is there a Min piece or Dollar amount per shipment?

A16. No minimum piece quantity or minimum dollar amount per shipment is required.

Q17. Is a bidder without three prior HVAC air-filter customers eligible to submit a bid?

A17. Yes, a bidder without three prior HVAC air-filter customers is eligible to submit a bid, provide any current customers if applicable.

Q18. If so, what should a new contractor enter on Appendix C, when the company does not have the three requested HVAC-filter references?

A18. Provide any current references if applicable and/or provide a justification for not providing the references and documentation for being a new contractor.

Q19. Would FCPS accept other relevant business references, supplier references, or other documentation demonstrating the bidder’s ability to perform the contract?

A19. Other relevant business and supplier references are acceptable.

Q20. If alternative references are no acceptable, what should a new contractor enter on Appendix C so that the bid is not considered non-responsive?

A20. Please refer to question 19 and/or enter “Not Applicable – New Company” and attach documentation demonstrating the firm’s capability to perform.

Q21. “Or Equal” products – The solicitation allows an “Or Equal” item that meets or exceeds the specified product. What specific documentation must a bidder provide to demonstrate that an alternative product meets or exceeds the specified product? Would the manufacturer’s technical specifications and required ASHRAE 52.2-2017 test report be sufficient?

A21. The bidder must clearly identify the proposed product and provide sufficient descriptive literature, catalog information, technical data, and all required test documentation to allow FCPS to determine whether the offered product meets or exceeds the specified product. Manufacturer technical specifications and the required ASHRAE 52.2-2017 test report shall be included; FCPS may consider all submitted information when determining equivalency.

Q22. Special Size filter pricing – For section 2 of the Pricing Schedule, are bidders required to provide pricing for every listed face-area range and filter depth, even though estimated quantities are not provided for these items?

A22. Bidders shall complete the requested pricing for all or any of the face-area ranges and 1”, 2”, and 4” filter depths in Section 2. Estimated quantities are not available as they are special sizes.

Q23. Double-Filter Pricing – For section 3 of the Pricing Schedule, are bidders required to provide pricing for all listed face-area ranges and 1”, 2”, and 4” depths, even though estimated quantities are not provided?

A23. Bidders shall complete the requested pricing for all or any of the face-area ranges and 1”, 2”, and 4” filter depths in Section 3. Estimated quantities are not available as they are special sizes.

Q24. Manufacturer/Bidder Price Lists – If a bidder proposes an “Or Equal” product, will FCPS accept the current manufacturer’s published price list for the proposed alternative product as the required manufacturer’s/bidder’s price list?

A24. Yes, provided the submitted current price list corresponds to the product being offered and clearly enables FCPS to identify the applicable item and verify the bidder's price.

Q25.Supplier/Distributor Fulfillment – May the awarded prime contractor purchase filters from established manufacturer or distributor and have that supplier ship the filters directly to FCPS locations on behalf of the prime contractor?

A25. The solicitation does not prohibit direct shipment by a manufacturer or distributor. The Contractor remains fully responsible for the products, deliveries, compliance with specifications, delivery documentation, and all other contractual obligations.

Q26. Warehouse/Distribution Requirement – The solicitation requires the contractor to maintain sufficient warehouse and distribution capacity. Does FCPS require the prime contractor to own or operate its own physical warehouse, or may this requirement be satisfied through an established manufacturer, distributor, or third party fulfillment arrangement?

A26. The solicitation does not expressly require ownership of a physical warehouse by the prime contractor. A manufacturer, distributor, or third-party fulfillment arrangement may be used provided the Contractor can demonstrate sufficient warehouse and distribution capacity and remains fully responsible for satisfying FCPS delivery schedules, volume demands, and all other contract requirements.

Q27. Delivery Time – The solicitation requires definitive delivery times in days. Is the delivery time entered on the Pricing Schedule the maximum number of calendar days the bidder is committing to after receiving an FCPS purchase order?

A27. Yes, the bidder must enter a definitive delivery time in days after receipt of order. The committed delivery time must also comply with the solicitation's maximum lead times: ten (10) calendar days for standard filters and twenty-one (21) calendar days for special-cut or non-standard filters. Please refer to Special Provisions, Paragraph 7.2.

Q28. Estimated Quantities – The solicitation states that the quantities provided are estimates and do not represent guaranteed quantities. Is historical ordering information available that bidders may use to estimate purchasing, inventory, freight, and delivery requirements?

A28. Historical ordering information is not available. The quantities shown are estimates for bidder information and bid evaluation only and do not represent guaranteed purchase quantities.

Q29. Delivery Locations – Will FCPS identify the specific delivery location with each purchase order, and will the contractor be responsible for delivery to individual schools and other FCPS locations throughout Fairfax County?

A29. Yes, delivery locations will be identified on individual purchase orders. The contractor will be responsible for delivery to designated FCPS locations.

Q30. Award Structure – The solicitation indicates that FCPS may make an award in the aggregate, by line item, by section, by manufacturer, or make primary and secondary awards. If FCPS awards only certain line items or sections, will the bidder’s submitted prices remain firm for the awarded items?

A30. Yes, bidder's submitted prices for awarded items remain firm regardless of whether the bidder is awarded one line item, multiple sections, or all items in the bid.

Q31. Supplier Credit/Financing – Does FCPS have any requirements regarding the contractor’s commercial financing or credit arrangements with its manufacturers/distributors, or is the contractor permitted to establish its own commercial credit terms with suppliers in order to fulfill FCPS orders?

A31. The solicitation does not prescribe the Contractor's commercial credit arrangements with its manufacturers or distributors. Such arrangements are the Contractor's responsibility and do not relieve the Contractor of any obligation under the resulting contract.

Q32. What MERV rating/efficiency should be quoted in Section 2 and Section 3 of the Pricing Schedule?

A32. Refer to the Technical Specifications section of the Special Provisions for the MERV ratings requested by FCPS.

Q33. If more than one MERV rating is requested, should we include a separate pricing sheet?

A33. No, bidders shall quote products that meet or exceed the minimum MERV rating specified in the solicitation. Bidders are not to submit an additional pricing sheet. Bidders shall complete the Pricing Schedule as issued and comply with the applicable Technical Specifications.

Q34. Please provide us with a list of filters needed and also the last bid tabulation?

A34. Please refer to Technical Specifications for required filters. Refer to question 1 for the link to the current contract information.

Q35. What’s the total number of facilities needing HVAC filters?

A35. FCPS currently supports approximately 228 schools and 5 satellite/support facilities.

Q36. What documents are required for bid submission?

A26. Please refer to questions 8.

Q37. Is there an initial order? If so, please provide the number of filters, the number of locations, and the delivery date?

A37. No initial order, initial quantity, initial number of delivery locations, or initial delivery date is identified in the solicitation. Filters will be ordered on an as-needed basis as requirements arise.

Q38. Does this bid require filters plus installation?

A38. No, the stated scope requires the Contractor to furnish and deliver HVAC air filters and related items. Installation is not included in the scope.

Q39. Could you please clarify the differences between Section 2 and Section 3?

A38. Section 2 is for Standard Capacity Pleated Panel Filters – Special Sizes and establishes pricing by face-area range for 1”, 2”, and 4” depths. Section 3 is for Double Filters and establishes separate face-area ranges for 1”, 2”, and 4” depths. The solicitation does not provide an additional construction definition for “Double Filters.”

Q40. Do you have a specification or more information on the double filters? Merv Rating? Are these Merv14 Mini Pleat filters for clinics (nurse station) or standard Merv 8/10 custom pleat filters?

A40. FCPS is seeking pricing for complete double-filter configurations as identified in the pricing schedule and Technical Specifications. The intent is for bidders to provide filters meeting the performance requirements associated with each application. As an example, where a double-filter system is used, the pre-filter and final filter shall work together to achieve the required filtration performance for that equipment. Bidders shall review the specifications and provide products that meet or exceed the stated requirements.

Q41. Please confirm the required number of pleats per linear foot for the maximum-capacity 2-inch pleated filters under Technical Specifications, Paragraph 4.

A41. The requirement is revised to 15 pleats per linear foot per 2” filter. Please refer to the Bid Modifications Section above.

Q42. Could you please confirm whether a bidder may submit relevant HVAC-filter references from its proposed manufacturer or supply partner when that partner will provide the products and distribution support under the resulting contract?

A42. Yes, relevant HVAC-filter references are acceptable.

Q43.. How many delivery locations are there? Can you provide a list of locations with any special delivery requirements by location, i.e. fork lift, lift gate, dock delivery, inside delivery, etc.

A43. FCPS currently supports approximately 228 schools and 5 satellite/support facilities. Most stock inventory and Preventive Maintenance filters are delivered to the Merrifield Support Center.

In addition, the remaining deliveries will be made on an as-needed basis directly to the High Schools or Middle Schools in which will have an Operating engineer (OPE) requesting filters.

However, each order will have the specific delivery location listed on the Purchase Order. Please note, Bidders shall assume responsibility for supporting deliveries to any FCPS facility during the contract term. A complete directory of FCPS schools and centers is available at:

https://www.fcps.edu/schools-centers

Q44. Is there a mandatory MBE/WBE subcontract requirement?

A44. No, the solicitation encourages contractors that use subcontractors to utilize small, minority-owned, and women-owned business enterprises, but it does not establish a mandatory MBE/WBE subcontracting percentage or requirement.

Q45. Is a minimum order size for delivery allowed?

A45. No, the intent of this contract is to support FCPS operational requirements as they arise.

Orders will be placed on an as-needed basis, and bidders must include all charges associated with fulfilling the contract in their F.O.B. Destination pricing.

Q46. Are comparable substitute filter brands accepted?

A46. Yes, “Or Equal” products may be offered. The bidder must clearly identify the proposed brand and model and provide sufficient descriptive literature, technical information, and required testing documentation for FCPS to determine that the offered product meets or exceeds the specified product. Equivalency is determined by FCPS.

Q47. Where is the filter schedule located listing what quantities and sizes are needed?

A47. Please refer to the pricing schedule for listed quantities and sizes.

All other terms and conditions remain unchanged.

Delphine Lambert Manager, Contracts

THIS ADDENDUM IS ACKNOWLEDGED AND IS CONSIDERED A PART OF THE SUBJECT

INVITATION FOR BID.

Name of Bidder

Signature Date

RETURN A SIGNED COPY AS REQUESTED IN THE SOLICITATION.

Note: SIGNATURE ON THIS ADDENDUM DOES NOT SUBSTITUTE FOR YOUR SIGNATURE ON THE

ORIGINAL BID DOCUMENT. THE ORIGINAL BID DOCUMENT MUST BE SIGNED.