Addendum 1 RFP 3.18.26.1 HVAC Merv13 Filters and Delivery.pdf
PDF 158 KB Posted
- Attached to
- RFP Number 3. 18. 26. 1 - HVAC Merv13 Filters
- Solicitation number
- S-P26040-00016338
- Issued by
- Multnomah County, Oregon
About this file
This is Addendum #1 to RFP 3.18.26.1 issued by David Douglas School District in Portland, Oregon on March 30, 2026, clarifying and supplementing the original Request for Proposals for HVAC MERV13 filters. The addendum confirms that the procurement is for filter supply only, without installation or maintenance services, and that substitutions are not permitted; filters must be MERV13 compliant but may be sourced from different manufacturers meeting the same specifications. The District requires delivery on a triannual basis (three shipments per year) to multiple school locations, with the first purchase order expected shortly after contract award. Samples are required at the time of bid submission as specified in the original RFP mandatory requirements section. The contract, effective June 1, 2026, represents the District's first official solicitation for MERV13 filters, with an estimated annual spend of approximately $50,000 based on prior year filter purchases of similar quantities across nine elementary schools, three middle schools, one high school, an alternative high school, the District office, and satellite locations. Proposals are due electronically by April 20, 2026, at 2:00 p.m. Pacific Time.
The District clarifies that no current contractor exists for this commodity, as this is the inaugural solicitation. Vendors must provide inside delivery to multiple locations but are not required to furnish lift-gates, forklifts, pallets, or appointments; all filter sizes are actual dimensions rather than nominal sizes. Invoices and payments should be directed to the District's Accounts Payable office at 11300 NE Halsey Street, Portland, Oregon 97220. No bid bonds, performance bonds, or payment bonds are required. The RFP evaluation will be qualifications-based with cost as a consideration, utilizing a 150-point scoring system, and the District reserves the right to award to multiple vendors and to conduct finalist interviews. All proposers must submit the completed Addendum #1 Proposer Certification Form with their bids, certifying compliance with state and federal non-discrimination requirements and resident bidder status as defined in Oregon Revised Statutes.
View the file
Other files
Show all 14
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
David Douglas School District Learn – Grow - Thrive
Ken Richardson, Superintendent I 11300 NE Halsey Street, Portland, Oregon 97220 I Phone 503-252-2900 I Fax 503-256-52 18
RFP 3.18.26.1
REQUEST FOR PROPOSALS FOR
HVAC MERV13 FILTERS
ADDENDUM #1
This addendum, together with the original Request for Proposals, shall form the complete Request for Proposals. This addendum sets forth only the changes and additions, which are to be made in the original Request for Proposals. The original documents remain in full force and effect except as specifically modified in this addendum.
This addendum includes the following items:
• Question #1: Is this bid for supply, installation, or services? If yes, can the vendor bid to supply the product without providing the installation/services?
Response: This bid is for supply only.
• Question #2: Do you accept the full case?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 4, Section I.B.1.B (Contractor Mandatory Requirements), bullet point #2.
• Question #3: Will this be awarded to more than one bidder?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 3, Section I.A.1 (Purpose of RFP).
• Question #4: Is there a desired page limit for the proposal submission?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 21, Section III.A.1 (General Proposal Requirements).
• Question #5: 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?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 1 (Submit Written Proposals Electronically to:); page 7, section II.B.1 (Legal Publication); page 9, section II.B.6 (Submission of Price Proposals, and Submission of Technical Proposals); page 21, Section III.A.2 (Form of Submission).
• Question #6: Are substitutions permitted?
Response: Substitutions are not permitted.
• Question #7: Are 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?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 4, Section 1.B.1.B (Contractor Mandatory Requirements), bullet point #4.
• Question #8: Can the vendor provide filters from different brands that meet the same specifications?
Response: Yes, but the filters must be Merv13
• Question #9: Who is the current contractor?
Response: The District doesn't have a current contractor. The award of this RFP will establish a contractor.
• Question #10: When was the current contractor awarded the contract? Can you please provide us with a copy of the current contract?
Response: The District doesn't currently have a contract with a vendor.
• Question #11: What was the contract amount spent last year?
Response: Approximately $50,000.
• Question #12: What was the total final bid for the previous winning bidder?
Response: This is the first official solicitation by the District for Merv13 filters.
• Question #13: What is the estimated quantity/value per shipment?
Response: Please refer to the document titled "Addendum 1 Attachment A Estimated Annual Sizes and Quantities by Location", and "Attachment B Bid Form Pages 1-2" for triannual/annual quantities.
• Question #14: Is the shipping occurring quarterly?
Response: Shipping is occurring on a triannual basis. Please refer to the answer provided for question #34.
• Question #15: On the price sheet, are there total quantities for each filter size monthly, every 4 months, semiannually, or annually?
Response: Please refer to the document titled "Attachment B Bid Form Pages 1-2".
• Question #16: In the past 12 months, how many shipments have been received?
Response: 3
• Question #17: Last year, how many invoices did you have?
Response: 3
• Question #18: What is the expected number of shipments per year for each location?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 4, Section I.B.1.A (Overview of Services); page 4, Section I.B.1.B (Contractor Mandatory Requirements), bullet point #3; page 25, Section III.B.Document 2.3 (Ordering & Delivery Expectations).1 (Ordering) bullet point #3; and the document titled "Addendum 1 Attachment A Estimated Annual Sizes and Quantities by Location".
• Question #19: How many different "ship to" locations are required?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 5, Section I.C (District premises where delivery is to be made); and the document titled "Addendum 1 Attachment A Estimated Annual Sizes and Quantities by Location".
• Question #20: If multiple ship-to locations are required, please provide a list of each address.
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 5, Section I.C (District premises where delivery is to be made); and the document titled "Addendum 1 Attachment A Estimated Annual Sizes and Quantities by Location".
• Question #21: What frequency would these filters be purchased?
Response: The frequency would be on a triannual basis. Please refer to the answer provided for question #34.
• Question #22: When is the first PO usually requested after you announce the award?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 10, Section II.B.11 (Notice of Intent to Award); and page 30, section V.3 (Contract Terms).
• Question #23: Can the vendor offer two price sheets: one with the freight fee and one without?
Response: Please refer to document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery", page 23, Section III.B.2.b (Contractor's Costs and Fees); and the document titled "Attachment B Bid Form Page 3".
• Question #24: Do you have a warehouse for the delivery?
Response: No
• Question #25: Is a lift-gate or forklift required for delivery?
• Question #26: Is a pallet required for delivery?
• Question #27: Do you have a dock for delivery?
• Question #28: Is an appointment required for delivery?
• Question #29: Do you need an inside delivery?
Response: Yes
• Question #30: Can you please provide the billing address, phone number, and email address for Accounts Payable?
Response: David Douglas School District attn: Accounts Payable 11300 NE Halsey Street Portland, OR 97220
(503) 261-8217 Accounts_Payable@ddouglas.k12.or.us
• Question #31: Is a bid bond, performance bond, or payment bond required? If yes, for how much?
• Question #32: Is this for delivery of filters only? Or is there an expectation for the vendor to change the filters as well?
Response: This bid is for supply only.
• Question #33: Are the filter sizes actual size or nominal size?
Response: The filter sizes are all actual sizes.
• Question #34: Is the annual total in attachment A correct? Based on our review, it appears those totals indicate 3x per year, and not quarterly?
Response: Please refer to the documents titled "Addendum 1 Attachment A Estimated Annual Sizes and Quantities by Location", and Addendum #1 Attachment C Proposer Certification Form”. The documents have been updated to read "triannual" instead of "quarterly". All references of "quarterly" in the document titled "RFP 3.18.26.1 HVAC Merv13 Filters and Delivery" are herein updated to "triannual"; 4 instances on page 4, Section I.B.1.A (Overview of Services), and 2 instances on page 25, Section III.B.Document 2.3 (Ordering & Delivery Expectations).1 (Ordering).
Addendum #1 issued March 30, 2026. Signature required below and form to be submitted with any proposals submitted.
FIRM NAME: PHONE:
ADDRESS: FAX NO:
Street City State Zip
E-mail:
BY: TITLE:
Print/Type Name
BY: DATE:
File details come from the government source that posted it. Updated .