Addendum 2 Q & A

1058 Fifth Avenue, Jonesboro, Georgia 30236 (770) 473-2700

DR. MORCEASE J. BEASLEY EMMA BENTON

Superintendent of Schools Chief Financial Officer

ADDENDUM # 2

IFB 017-22 HVAC FILTERS

Solicitation Released: June 30, 2022

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received questions pertaining to this IFB. The questions and their resulting answers are attached hereto as Exhibit 1.

2. The Pre-Bid Teleconference Agenda and Sign-in Sheet pertaining to this IFB are attached hereto as Exhibit 3.

3. The Notice of Award for the current bid is attached hereto as Exhibit 4.

Debra B. Brewer, Esq., CPPO Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any bid to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

Clayton County Public Schools Division of Business Services

DocuSign Envelope ID: F95E885A-D4FE-4FBB-A912-33E63AF1EFAE

July 25, 2022 | 5:29:46 PM EDT

IFB 017-22 HVAC Filters Page 2 of 9

EXHIBIT 1

QUESTION 1: I see the request for samples off all filters. Any particular size for each type?

ANSWER: Provide one size for each of the media filters listed on the Revised Bid Cost Form, Attachment 1.

QUESTION 2: Is a Bid Bond, Performance Bond or Payment Bond required?

If yes, how much?

ANSWER: No.

QUESTION 3: Can freight be charged on a per shipment basis?

ANSWER: The question is not understood.

QUESTION 4: How many different “ship to” locations are required?

ANSWER: There is only one location for shipping, 218 Stockbridge Road, Jonesboro, GA 30236.

QUESTION 5: How many invoices did you have for last year?

ANSWER: This information is not available.

QUESTION 6: How many shipments were received within a 12-month period?

ANSWER: This information is not available.

QUESTION 7: Is this an all-or-none bid?

QUESTION 8: When was the current incumbent awarded the contract? Can you please provide us with a copy of the current contract?

ANSWER: 2019. See Notice of Award attach hereto as Exhibit 4.

QUESTION 9: Who is the current incumbent?

ANSWER: Filter Pro USA, LLC.

IFB 017-22 HVAC Filters Page 3 of 9

QUESTION 10: Do you accept the full case?

ANSWER: The media filters must be shipped and packaged in the quantities listed.

QUESTION 11: What is the expected amount of time between the contract award and the first delivery of a product?

QUESTION 12: Are you looking for pleated air filters for this request?

ANSWER: No pleated filters except for the 4” filters for the technology building.

Filters must be cut to size pads only.

QUESTION 13: Section 2. Filter Physical Characteristics. All references are to media type filters. Please clarify the filters per this bid are for pre-cut media pad type filters only and not cardboard throw away type filters.

ANSWER: Only pre-cut media pads.

QUESTION 14: Does the supplier need to have a Georgia, or Clayton Business

License?

ANSWER: No.

QUESTION 15: Is it mandatory for vendors to attach the whole bid document with their response or just all pages of the required forms?

ANSWER: Bidder must return all pages of the bid document.

QUESTION 16: In the form of CONTRACTOR AFFIDAVIT AND AGREEMENT, do you need supplier federal ID # or E-Verify #?

ANSWER: Bidder must include the E-Verify number on the Contractor Affidavit and

Agreement form.

QUESTION 17a: Is this bid set aside WBEs/MBEs or SLBE?

ANSWER 1: No.

QUESTION 17b: Or are there any goals if we have WMBEs or SLBEs subcontractors?

ANSWER 2: No.

IFB 017-22 HVAC Filters Page 4 of 9

QUESTION 18: If my firm is certified as WBE/ SBE, does my firm need to have an MBE subcontractor?

ANSWER: No. However, Bidders are encouraged to use said vendors whenever possible in the execution of any contract.

QUESTION 19: Section 6. Samples. “Bidders must provide samples of the HVAC Filters…” Please clarify how many samples and if specific sizes are required.

ANSWER: Provide one sample for each of the media filters listed on the Revised

Bid Cost Form, Attachment 1.

QUESTION 20: On Attachment 1:

2.3 show 2-inch thick media but on the revised bid cost form there are no 2-inch thick filters and no place for pricing. Are there any 2” thick filters?

ANSWER: Yes. The information is stated in the Specifications for MERV 8 AND MERV 10 HVAC Filters, Attachment 1. The Revised Bid Cost asks for the unit cost for the Media Filter Size, not the filter thickness.

QUESTION 21: There are stipulations in the contract that we would like to see if it is possible to change. How would we file these?

ANSWER: Bidder should submit any supplemental agreements, third-party agreements, contracts or associated documents with its bid for consideration and approval by CCPS.

IFB 017-22 HVAC Filters Page 5 of 9

EXHIBIT 3

IFB NO. 017-22

HVAC FILTERS

PRE-BID CONFERENCE

Tuesday, July 12, 2022, 10:30 A.M.

VIA ZOOM MEETING

Department of Purchasing

Agenda

1. Opening Remarks Rose Tookes Buyer

Introduction of CCPS Staff Purpose of the Meeting Purchasing Process Required Forms Submission of Written Questions

2. Overview and Scope of Work Dennis Bledsoe

HVAC Supervisor

3. Questions and Answers Dennis Bledsoe

Rose Tookes

4. Conclusion and Adjournment Rose Tookes

Responses to this IFB will be received by Clayton County Public Schools (CCPS) e-Procurement

Portal, at claytonk12ga.bonfirehub.com until 3:00 P.M., Eastern Standard Time (EST) on

Tuesday, July 19, 2022.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Tuesday, July 26, 2022. Submit questions to: purchasing@clayton.k12.ga.us . All replies will be made in writing via an addendum to the CCPS website. Oral responses are not authoritative. It shall be the responsibility of each Bidder to monitor the website and obtain a copy of any addendum issued for this IFB.

mailto:purchasing@clayton.k12.ga.us

IFB 017-22 HVAC Filters Page 6 of 9

IFB NO. 017-22

HVAC FILTERS

PRE-BID CONFERENCE

Department of Purchasing

Questions

Please print your question (s) below. Any question not answered today will be answered by addendum as stated below*

Name: ____________________________Title:_______________________________

Company/Firm: ________________________________________________________

Email Address: ________________________________________________________

*Attendees will be permitted to ask questions during the pre-bid conference, however, any oral responses to questions are not authoritative and may not be relied upon for any matter.

It shall be the responsibility of each Bidder to monitor the CCPS website and obtain a copy of any addendum issued for this IFB. Please do not contact the end-user department for questions.

IFB 017-22 HVAC Filters Page 7 of 9

IFB 017-22 HVAC FILTERS

Pre-Bid Conference

VIA ZOOM MEETING

Attendance Sheet

Name Signature Title Company Name

1 JD McGuirt Via Zoom Meeting NA Trane Supply

2 Brian Pearson Via Zoom Meeting NA Filter Pro USA

3 Dennis Bledsoe Via Zoom Meeting HVAC Supervisor CCPS

4 Andre Turner Via Zoom Meeting Buyer Support Specialist CCPS

4 Rose Tookes Via Zoom Meeting Buyer CCPS

IFB 017-22 HVAC Filters Page 8 of 9

IFB 017-22 HVAC Filters Page 9 of 9

Division of Business Services