B2024-0004 Amendment 1.pdf

Procurement and Warehouse Services

61 Given Street Aiken, SC 29805

Sherell Murphy, MBA

Director www.acpsd.net

Bid Number: B2024-0004 TITLE: HVAC Filters

SUBMISSION DEADLINE: October 17, 2023 at 2:00 PM

Date: October 4, 2023

AMENDMENT # 1

The above referenced Bid is hereby amended and clarified as follows: The following modifications, clarifications, additions, or deletions are hereby incorporated into the contract documents.

MODIFICATION/CLARIFICATION

All filters listed in the bidding schedule are required to be FME40, Merv 8.

This amendment also contains questions that have been received from potential offerors and the responses from the Aiken County Public School District. The District’s responses are in BOLD.

QUESTION #1

Is this bid for the purchase of filters only or is the company to provide installation services as well?

RESPONSE

The bid is for the purchase of filters only. Installation is handled in house.

QUESTION #2

If for purchase only, how will deliveries be allowed to be scheduled?

RESPONSE

We will place orders on an as needed basis. All deliveries will be made to one location.

QUESTION #3

If for installation as well, during what times of the day will we be allowed access to the buildings?

RESPONSE

No installation will be needed.

QUESTION #4

Can you clarify what FME 40 is?

RESPONSE

See Attachment A.

QUESTION #5

What MERV rating for the filters that the MERV is not listed?

RESPONSE

All filters should be Merv 8.

QUESTION #6

Who is the incumbent?

RESPONSE

Bruce Air and Florence Filter.

QUESTION #7

How many invoices were received on the last contract and what was the total amount of those invoice?

RESPONSE

We don’t track the number of invoices. There was approximately $60,000 spent last year on filters.

QUESTION #8

1 x 18 x 25 X-TREME Plus SC each 50 – Can you clarify the specifications for this type of filter?

RESPONSE

X-Treme Plus was the old brand name. The filter just needs to be pleated, FME40, Merv 8.

QUESTION #9

310090 1 x 14 x 14 Filter, Non-Pleated each 15 - Can you clarify the specifications for this type of filter?

RESPONSE

The non-pleated was a special need filter. The correction should be 1 x 14 x 14 Pleated Filter FME40, Merv 8.

QUESTION #10

310140 ROLL ¼ x 24 x 25 Ft. Foam, A/C Fil each 5 - Can you clarify the specifications for this type of filter?

RESPONSE

A roll of foam filter material that is 1/4" thick, 12" wide, and 24' long. It comes rolled up in a box. No cardboard siding. Technicians cut to the size needed in smaller window or through the wall units.

QUESTION #11

310200 2 x 12 x 24 Pleated Filter, Extended Each 400 - Can you clarify the specifications for this type of filter?

RESPONSE

The filter should be pleated, FME40, Merv 8.

QUESTION #12

How many delivery locations will the filters be delivered to? Will a lift gate be needed, and will we have to schedule deliveries in advance?

RESPONSE

All filters will be delivered to one (1) location. A lift gate is not needed. We have a loading dock and a covered area for liftgate deliveries (if you choose). Supplier will unload product if we are unable to utilize a forklift.

QUESTION #13

Should shipping be figured into the cost of the filter, or can we bill shipping as an extra line item at the time of shipment?

RESPONSE

F.O.B. (Free on Board), means that the supplier will pay for loading and transportation costs and/or the point at which the responsibility of the goods transfers from the shipper to buyer.

QUESTION #14

We are under the impression that the bid is not only to supply filters for the county school system but to also install them to the appropriate HVAC units on a scheduled 3-month cycle. Is this a correct assumption?

No, the contract is for filters only. Installation is handled in house.

QUESTION #15

Is there a breakdown of filters needed per school or an HVAC Unit VIN Number list per school?

RESPONSE

No, we handle this part in house.

QUESTION #16

Is there a scheduling window per school?

RESPONSE

No, we handle this part in house.

QUESTION #17

Will you only order case quantities?

RESPONSE

Yes, we will order in full case quantities.

QUESTION #18

What are your expectations for delivery time from receipt of order?

RESPONSE

All filters should be delivered within 2-3 weeks from receipt of the purchase order.

QUESTION #19

I see listed on the bid that some of the filters have a required Merv rating of 8, is there a standard Merv rating that is required for all other filters that are not marked? Or is it just the specified filters that have a requirement?

RESPONSE

All filters should be Merv 8.

QUESTION #20

For some of the larger pleated filters, would wire backs be acceptable?

It is preferred that all larger filters have a wire backing and a glued, thick cardboard shell.

QUESTION #21

Could you give me some idea as to what the shipping schedule would look like? Will you all be purchasing them monthly, quarterly, etc. and will they be shipped to each individual school or to the central warehouse?

RESPONSE

All filters will be shipped to one location (central warehouse). They will be ordered on an as needed basis. We do not have any particular schedule.

QUESTION #22

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

RESPONSE

This bid is for filters only. We install inhouse.

QUESTION #23

Can we provide a Merv10 Filter for the pleated filters without a Merv rate listed?

RESPONSE

No, Merv 8 is the only filter we will accept. All filters listed in the bidding schedule are required to be FME40, Merv 8.

This Amendment 1 is incorporated into the Bid Documents and will be made part of the resulting contract. Please acknowledge receipt of the Addendum in the space provided in the cover sheet of the Invitation for Bid.

ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME

Attachment A