Bid Specifications_RFP # 26-0004 - HVAC Air Filters.pdf
PDF 837 KB Posted
- Attached to
- HVAC Air Filters
- Solicitation number
- 26-0004
- Issued by
- Kent County, Rhode Island
About this file
This is a Request for Proposals (RFP) issued by Warwick Public Schools in Rhode Island for district-wide HVAC air filters for the 2025-2026 School Year. The RFP seeks bid proposals for air filters with a contract period from October 2025 to October 2026. Key dates include an RFP release on September 19th, 2025, a question deadline of September 25th, 2025 at 12:00 PM, and a bid opening on September 30th, 2025 at 10:00 AM. Vendors are required to submit bids electronically through BidNet Direct, with proposals to include a Bid Form, Cost Proposal Form, and current W-9. The district encourages vendors to submit bids that conform to specifications and also suggest potential deviations that could benefit the district in terms of price and performance.
The pricing structure requires a single unit price for each item, which will be the maximum price in effect during the agreement period. Any price declines at the manufacturer's level must be reflected in a reduction of the agreement price. Deliveries will be billed at the firm, awarded unit price regardless of quantities ordered, and the bid price is F.O.B. destination with inside delivery included at no extra cost. Invoices will be accepted upon delivery inspection and acceptance of materials, with payments potentially taking up to 45 days to process. The district reserves the right to reject any and all bids, waive informalities, or accept bids deemed in the best interest of Warwick Public Schools. The RFP also notes that the district does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or service provision.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Addendum No. 1 - New Cost Proposal Form - HVAC Filter Bid #26-0004.xlsx | XLSX spreadsheet | |
| COST PROPOSAL - HVAC Air Filter Bid #26-0004.xlsx | XLSX spreadsheet | |
| Bid Form_RFP # 26-0004 - HVAC Air Filters.pdf | ||
| Invitation to Bid_RFP # 26-0004 - HVAC Air Filters.pdf | ||
| District Locations.pdf | ||
| Q&A Document 1.pdf | ||
| W-9 Blank Form.pdf |
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Text version
WARWICK PUBLIC SCHOOLS
REQUEST FOR PROPOSALS
RFP # 26-0004 - HVAC Air Filters
Warwick Public Schools is committed to the concept of performance bids. All vendors are encouraged to submit bids that conform to the stated specifications, as well as, suggest deviations from the specifications, which in the vendor's opinion would be beneficial to the District in terms of price and performance. The District reserves the right to accept or reject any bid under these terms.
I. INSTRUCTIONS TO BIDDERS
Bids must be typed or clearly printed in ink and signed by a duly authorized representative of the firm submitting the bid.
All bids should be submitted electronically through BidNet Direct, and the file should be named “Company Name_Bid # 26-0004”.
Bids must be received by Warwick Public Schools no later than 10:00 AM, on Tuesday, September 30th, 2025.
II. CONDITIONS APPLICABLE TO BIDS
Applicable Laws: The Ordinances and Charter of the City and laws of the State of Rhode Island concerning competitive bidding, contracts, and purchases will be employed.
Taxes: Warwick Public Schools is exempt from the State of Rhode Island Sales Tax. Prices should not include tax.
Tariffs: Changes in price (increase or decrease) resulting directly from a new or updated federal tariff, excise tax, or duty, must be noted in your proposal. Any tariffs imposed after contract award may be adjusted during the contract period or before delivery into the United States via a contract amendment.
If the bidder elects to deviate from the specifications stated; all exceptions or other changes must be clearly noted.
The District reserves the right to reject any and all bids, waive informalities or defects in bids, or accept such bids as it deems to be in the best interest of Warwick Public Schools.
The District does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services.
III. PROJECT OVERVIEW AND TIMELINE
RFP Release Date: Friday, September 19th, 2025
Question Deadline: Thursday, September 25th, 2025 by 12:00 PM
Bid Opening: Tuesday, September 30th, 2025 at 10:00 AM
IV. PROJECT SPECIFICATIONS
Warwick Public Schools is seeking bid proposals for HVAC air filters district-wide for the 2025-2026 School Year.
A single unit price shall be quoted for each item against which a proposal is submitted. The price bid will be the maximum in effect during the agreement period (October 2025 - October 2026). Any price decline at the manufacturer’s level shall be reflected in a reduction of the agreement price to the District.
The agreement shall cover the actual quantities ordered during the period. Deliveries will be billed at the single, firm, awarded unit price quoted regardless of quantities ordered. Warwick Public Schools shall submit individual orders for the various items and various quantities as may be required during the agreement period. Additional filters may be ordered as needed.
Bid price is F.O.B. destination and shall include inside delivery at no extra cost to the District.
V. PROPOSAL REQUIREMENTS
1. Bid Form - The attached Bid Form shall be submitted with your proposal and shall include all required signatures and references.
2. Cost Proposal - The Cost Proposal Form should include your company name and shall be completed by providing the unit price per item. The attached excel spreadsheet has the required sections highlighted in yellow. Some items do not have quantities listed. Please provide unit prices for all items. At this time, only items with quantities listed will be ordered during the agreement period.
3. W-9 - A current W-9 should be completed and submitted with your proposal. A blank copy can be found in the attached bidding documents.
VI. PAYMENT & CONTRACT TERMS
Invoices are accepted upon delivery inspection and acceptance of all materials.
Payments may take up to 45 days to process from the date of invoice.
VII. QUESTIONS
Please submit all questions related to the specifications outlined through the BidNet Direct platform. All vendor questions will have answers posted publicly on the solicitation page, for all bidders to review.
Questions related to this solicitation will be accepted on the BidNet Direct bidding platform until 12:00 PM on Thursday, September 25th, 2025.
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