ESBD_510550_1778077778145_PCS-134_Answers.pdf
PDF 182 KB Posted
- Attached to
- HHS0017257 HVAC Air Filters
- Solicitation number
- HHS0017257
- Issued by
- Travis County, Austin City, Texas
About this file
This document comprises responses to bidder questions for Invitation for Bids (IFB) HHS0017257 issued by the Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services division on behalf of the Austin State Supported Living Center. The solicitation establishes a blanket contract for HVAC air filters across twenty-one line items with various sizes and specifications, including dimensions such as 12x24x4, 16x25x2, 24x24x2, and 18x24x1 in both 2-inch and 1-inch thicknesses. The estimated annual usage is 1,000 units per quarter with orders placed on a quarterly basis in bulk quantities. The questions deadline was May 4, 2026 at 10:30 AM Central Time, with responses posted as an addendum on May 8, 2026, and the bid response deadline is May 18, 2026 at 10:30 AM Central Time. The anticipated contract start date is May 22, 2026, with the initial term running from September 1, 2026 through August 31, 2027, and HHSC retains the option to extend the contract for up to one additional year at its sole discretion.
Bidders must submit firm, fixed prices on the Pricing Sheet (Exhibit C) with all quotes required to be F.O.B. Destination Freight Prepaid and Included, or specify exact delivery costs and terms, with a standard delivery time of fourteen days after receipt of order. The solicitation specifies pleated air filters of commercial grade with "or equal" products acceptable, provided bidders submit supporting literature for alternative brands or part numbers. The estimated contract value is $35,000.00, with no guaranteed volume or compensation. Price adjustments during the contract term may be permitted only at HHSC's discretion when correlated with the Consumer Price Index as published by the Bureau of Labor Statistics Region VI, provided contractors supply supporting documentation using a specified formula. Evaluation criteria include the bidder's ability to meet requirements and specifications, demonstrated ability to meet performance delivery requirements, price, and past vendor performance as reflected in the CPA Vendor Performance Tracking System. All deliveries will be to the Austin State Supported Living Center in Austin, Texas, and bidders must remain firm and binding with their offers for 240 days from submission.
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Text version
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Page 1 of 2 Reviewed Date 09/18/2025
Solicitation Title: HVAC Air Filters for Austin State Supported Living Center
Solicitation Number: HHS0017257
# Reference Question Response
1.
Estimated Usage /
Volume
Is there any historical usage data or estimated annual quantities available for the listed filter types?
1000 quarterly
2. Order Cadence Will orders be placed on a regular schedule (e.g., monthly or quarterly), or on an as-needed basis?
Quarterly
3. Typical Order Size Are orders expected to be placed in bulk quantities or smaller, more frequent shipments?
Order Bulk
4. Lead Time
Expectations
Is there a required delivery timeframe after receipt of order
(e.g., 7 days, 14 days)?
Are there any service expectations tied to delivery timing?
14 days
5. Inventory
Expectations
Is the awarded vendor expected to maintain inventory on hand, or will standard lead times be acceptable?
Standard lead time 14 days
6. Substitutions /
Equivalents
For “or equal” products, are there any specific performance or brand preferences beyond the stated specifications?
Commercial grade
7. Delivery
Requirements
Will all deliveries be to the Austin State Supported Living
Center, or are there multiple delivery locations?
All deliveries will be to Austin State Supported
Living Center
8. To ensure alignment with your requirements, could you please confirm:
The intended MERV rating for the filters (e.g., MERV 8 vs.
MERV 13 or other)
Pleated air Filters , Different sizes
9. To ensure alignment with your requirements, could you please confirm:
Whether the listed part numbers (AFB…M8) are correct and should be used as the basis for “or equal” products
Pleated air filters , different sizes
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Page 2 of 2 Reviewed Date 09/18/2025
# Reference Question Response
10. To ensure alignment with your requirements, could you please confirm:
If “or equal” products are acceptable, are there any specific performance standards or testing criteria required beyond what is listed equal products are acceptable, to what, is requestedYes,
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