Q&A Document 1.pdf
PDF 14 KB Posted
- Attached to
- HVAC Air Filters
- Solicitation number
- 26-0004
- Issued by
- Kent County, Rhode Island
About this file
The document is a Questions & Answers file for Solicitation 26-0004, an HVAC Air Filters procurement by Warwick Public Schools. The bid seeks HVAC air filters in various sizes, specifications, and MERV ratings, with a total quantity of approximately 3,590 filters for the 2025-2026 school year. It is an all-or-nothing bid that will be awarded to a single vendor based on the best overall bid, considering pricing, product quality, and vendor references. The contract term is for one year, covering the 2025-2026 school year, with electronic submissions required through BidNet Direct by the specified date.
The bid allows for alternative brands that meet the specified filter sizes and MERV ratings, and vendors must quote prices for all items with listed quantities. Delivery will be a single shipment per school location, with inside delivery required between 6am and 3pm, Monday-Friday. No samples are required at the time of bidding, and no bonds are necessary. Freight charges should be included in the bid price, which will be F.O.B. destination. The purchasing organization does not currently have a contract for these filters and previously purchased from state MPA pricing. The bid emphasizes flexibility in brand selection while maintaining specific size and performance requirements for the HVAC filters.
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Questions & Answers - 1
Solicitation 26-0004 - HVAC Air Filters
Buying Organization Warwick Public Schools
No Question/Answer Question Date
Q1 Question: All or Nothing
Is this an all or nothing bid?
Answer: Yes, this bid will be awarded to one vendor with the best overall bid deemed to be in the best interest of Warwick Public Schools. Pricing, product quality, and vendor references will all be considered and used to evaluate the best overall bid.
09/22/2025
Q2 Question: Die Cut Frame Filters
What is the difference between disposable die cut frame filters and high capacity pleated air filters?
Answer: The high capacity pleated air filters have a metal mesh and the disposable die cut just has a cardboard frame. The brands listed are what we have purchased in the past, but we are open to alternative comparable brands as well.
09/22/2025
Q3 Question: Dustlok Filters
The Dustlok filters indicate Die Cut Frame, but Dustlok media appears to only be available as a ring panel filter (internal wire frame) or cut media. Please advise.
Answer: The brands listed are just for reference of what was purchased in the past, as long as the filter size and MERV match, we will consider any alternate/comparable brands for the bids.
09/24/2025
Q4 Question: Alternate Brands
Are bidders able to offer alternate brands for the requested items?
Answer: Yes. The brands listed are what we have purchased in the past, but we are open to alternative comparable brands as well.
09/24/2025
Q5 Question: Alternate Brands
Are bidders able to offer alternate brands for the requested items?
Answer: Yes. The brands listed are what we have purchased in the past, but we are open to alternative comparable brands as well.
09/24/2025
Q6 Question: All or None?
Is it required to bid all items?
Answer: Yes, it is an all or nothing bid, so all items with quantities listed are required. Items without currently needed quantities are requested and preferred, but are not required to be considered.
09/24/2025
Q7 Question: Item 95 - Cloth Pleated
Is there any additional information available for Item 95, Cloth Pleated for Woodshop?
Answer: It should be a polyester air filter roll.
09/24/2025
No Question/Answer Question Date
Q8 Question: MERV 9Dustlok Disposable-Die Cut Frame
Is the MERV 9 Dustlok Disposable-Die Cut Frame a pleated filter or 3 Ply panel?
Answer: 3-Ply Panel
09/24/2025
Q9 Question: Item # 27Toll Gate MERV 13Dustlok Disposable-Die Cut Frame
Is the item # 27 a pleated filter MERV13? If not, can you please provide filter type, brand name, part #, specification sheet, and picture?
Answer: Item # 27 on the cost proposal states it is 14 1/2 x 73 1/2 x 3/8 - MERV 9. The brand is not specific, as long as the size and MERV are the same.
09/24/2025
Q10 Question: From Item # 2 to 27
Are the items starting from item 2 to item 27 a pleated filters or 3 ply panel or pad filter or ply disposable?
Can you please provide us with the media type, specification sheet and picture?
Answer: Ply disposable
09/24/2025
Q11 Question: From Item # 31 to item # 37
Are the item # 31 to item # 37 a pleated filters or 3 ply panel or pad filter or ply disposable? Can you please provide us with the media type, specification sheet and picture?
Answer: Ply disposable
09/24/2025
Q12 Question: Item # 70 MERV 13Dustlok Disposable-Die Cut Frame
Is the item # 70 a pleated filters MERV13? if not can you please provide us with the filter type, brand name, part #, specification sheet, and picture?
Answer: Item #70 states it is 16x77x1 - MERV 9. No specific brand is required.
09/24/2025
Q13 Question: Item # 75 Toll Gate MERV 8Dustlok Disposable-Die Cut Frame19 1/4 x 23 1
Is the item # 75 a pleated filters or ply panel or pad filter or ply disposable? Can you please provide us with the media type, specification sheet and picture?
Answer: Item # 75 states 19 1/4 x 23 1/2 x 5/8 - MERV 9
Ply disposable.
No specific brand required.
09/24/2025
Q14 Question: From Item # 92 to item # 93
Are the item # 92 and item 93 a mini-pleated filters? If not, can you please provide filter type, brand name, part #, specification sheet, and picture?
Answer: Item # 92: 20X20X4 and MERV 13 does not have to be mini-pleated.
Item # 93: 20X20X4 and MERV 14 is mini-pleated
No specific brand is required.
09/24/2025
Q15 Question: Item # 94 Oakland BeachAP 3000 High Capacity Pleat 20x20x4
Is item # 94 a mini-pleated filters? If not, can you please provide filter type, brand name, part #, specification sheet, and picture?
Answer: Yes, item # 94 is mini-pleated.
Q16 Question: Item # 95 Toll Gate MERV 8Cloth Pleated for Woodshop 20x24x1
Is the item # 95 pleated filter? Can you please provide us with the media type brand name, part #, specification sheet, and picture?
Answer: Yes, Item # 95 is a pleated filter.
09/24/2025
Q17 Question: Item # 102 Warwick NeckMERV 14AP 3000 High Capacity Pleat 20x24x2
Is the item # 102 a mini-pleated? If not, can you please provide filter type, brand name, part #, specification sheet, and picture?
Answer: No, item # 102 is 20 x 24x 2 - MERV 8
It is a standard Ply Disposable.
09/24/2025
Q18 Question: Item # 105 WinmanMERV 14AP 3000 High Capacity Pleat 20x25x2
Is the item # 105 mini-pleated? If not, can you please provide filter type, brand name, part #, specification sheet, and picture?
Answer: Item # 105 is a Regular pleat - MERV 8
09/24/2025
Q19 Question: Item # 120 Vets MERV 9 AP 3000 High Capacity Pleat24x24x4
Is the item # 120 a pleated filter or mini-pleated filter?
Can you please provide filter type, brand name, part #, specification sheet, and picture?
Answer: Item # 120 is a Regular pleat - MERV 8
No specific brand is required.
09/24/2025
Q20 Question: Item # 121, 123, 124, 125, 126, 127, 128, and item # 129
Are the above items a a pleated filters or 3 ply panel or pad filter or ply disposable?
Can you please provide us with the media type, specification sheet and picture?
Answer: Ply disposable
09/24/2025
Q21 Question: Is this bid for supply, installation, or services? If yes, can the vendor b
Is this bid for supply, installation, or services? If yes, can the vendor bid to supply the product without providing the installation/services?
Answer: Supply and delivery only.
No installation or services.
09/24/2025
Q22 Question: Do you accept the full case?
Do you accept the full case?
Answer: Only if a full case is equal to the quantity requested. We are asking for the filters to be quoted per unit price and will be ordered by the quantity requested.
09/24/2025
Q23 Question: Are the measurements actual filter dimensions or nominal dimensions?
Are the measurements actual filter dimensions or nominal dimensions?
Answer: Nominal Dimensions
Q24 Question: Will this be awarded to more than one bidder?
Will this be awarded to more than one bidder?
Answer: No. This bid will be awarded to one vendor with the best overall bid deemed to be in the best interest of Warwick Public Schools. Pricing, product quality, and vendor references will all be considered and used to evaluate the best overall bid.
09/24/2025
Q25 Question: Who is the current contractor? When was the current contractor awarded the
Who is the current contractor?
When was the current contractor awarded the contract? Can you please provide us with a copy of the current contract?
Answer: We do not have a current contractor.
09/24/2025
Q26 Question: Is it allowed for the vendor to not bid for some items?
Is it allowed for the vendor to not bid for some items?
Answer: All items with quantities listed are required in order to have a complete bid.
Items without currently needed quantities are requested and preferred, but are not required to be considered for the contract award.
09/24/2025
Q27 Question: There are a variety of items that do not have a quantity listed, Should bid
There are a variety of items that do not have a quantity listed, Should bidders quote those filters?
Answer: Please add a price quote for filters that do not have a quantity as well. The items with quantities listed are what is needed currently for this contract, and will be the only items used to total the grand total bid, based on the pre-set formula that is in the cost proposal form. Items without quantities listed we do not need at this time, but could potentially need to order in the future.
09/24/2025
Q28 Question: What is the estimated quantity/value per shipment?
What is the estimated quantity/value per shipment?
Answer: The quantities are listed per item. We will order all items by the quantities listed. This will be done in one order (per school location).
09/24/2025
Q29 Question: Is the shipping going on quarterly?
Is the shipping going on quarterly?
Answer: No, we will order one big shipment from the awarded vendor. Please disregard the changes per year column, as that is reflected in the quantities. Please refer to the updated cost proposal included in addendum no. 1.
09/24/2025
Q30 Question: At the price sheet, are there total quantities for each filter size monthly
At the price sheet, are there total quantities for each filter size monthly, every 4 months semiannually, or annually?
Answer: The quantities listed are grand totals of what is needed per item.
Q31 Question: In the past 12 months, how many shipments have been received?
In the past 12 months, how many shipments have been received?
Answer: We have ordered as needed. I do not know the number of shipments, but this bid will be one order upfront with all quantities listed (3,590 filters total in varies sizes).
09/24/2025
Q32 Question: Last year, how many invoices did you have?
Last year, how many invoices did you have?
Answer: It will be one order placed per school. Invoices should be one per school.
09/24/2025
Q33 Question: What was the contract amount spent last year?
What was the contract amount spent last year?
Answer: We did not have a contract last year.
09/24/2025
Q34 Question: What was the total final bid for the previous winning bidder?
What was the total final bid for the previous winning bidder?
Answer: We did not have a bid for this in recent school years. We purchased off state MPA pricing.
09/24/2025
Q35 Question: What is the expected number of shipments per year for each location?
What is the expected number of shipments per year for each location?
Answer: 1 shipment per school location.
09/24/2025
Q36 Question: How many different "ship to" locations are required? If multiple ship-to
How many different "ship to" locations are required?
If multiple ship-to locations are required, please provide a list of each "Ship To" location address.
Answer: The ship to is per school. Please see the attachment in addendum no. 1 for all school district locations and addresses.
09/24/2025
Q37 Question: Do you have a warehouse for the delivery?
Do you have a warehouse for the delivery?
Answer: No, all deliveries will be to the specific school location listed.
09/24/2025
Q38 Question: Is a lift-gate or forklift required for delivery?
Is a lift-gate or forklift required for delivery?
Answer: Yes, a forklift will be needed for delivery. We do not have a loading dock at all locations.
09/24/2025
Q39 Question: Is a pallet required for delivery?
Is a pallet required for delivery?
Answer: No, a pallet is not required.
09/24/2025
Q40 Question: Do you have a dock for delivery?
Do you have a dock for delivery?
Answer: No, not all schools have a loading dock.
Q41 Question: Is an appointment required for delivery?
Is an appointment required for delivery?
Answer: We do ask for communication on estimated delivery after the order has been placed.
Deliveries can take place between the hours of 6am and 3pm, Monday-Friday.
09/24/2025
Q42 Question: Do you need an inside delivery?
Do you need an inside delivery?
Answer: Yes, inside delivery is required.
09/24/2025
Q43 Question: Can you please provide us with a list of delivery addresses?
Can you please provide us with a list of delivery addresses?
Answer: Please find the district locations attached in addendum no. 1.
09/24/2025
Q44 Question: Will the department provide a separate line item for freight?
Will the department provide a separate line item for freight?
Answer: Please disclose any freight charges within your bid price. The pricing submitted should include the shipping and delivery.
Bid price is F.O.B. destination and shall include inside delivery at no extra cost to the District.
09/24/2025
Q45 Question: Are the samples required at the time of the bid? If yes, where and when wil
Are the 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?
Answer: No samples are required at the time of the bid.
09/24/2025
Q46 Question: What frequency would these filters be purchased?
What frequency would these filters be purchased?
Answer: One order per location.
09/24/2025
Q47 Question: Can the vendor provide you with filters from different brands that meet the
Can the vendor provide you with filters from different brands that meet the same specifications?
Answer: Yes, absolutely! An alternate line has been added to the cost proposal found attached in addendum no. 1.
09/24/2025
Q48 Question: What is the initial term of the contract? Are there any option years? If so
What is the initial term of the contract? Are there any option years? If so, how many years?
Answer: The contract term is for one year, the 2025-2026 school year.
Q49 Question: Is there a desired page limit for the proposal submission?
Is there a desired page limit for the proposal submission?
Answer: No restrictions on the number of pages, but all required forms must be completed and submitted electronically through BidNet Direct.
1. Bid Form (PDF format)
2. Cost Proposal (Excel format)
3. W-9 (PDF format)
09/24/2025
Q50 Question: When is the first PO usually requested after you announce the award?
When is the first PO usually requested after you announce the award?
Answer: Once the award is approved by our school committee, a PO will be issued within 2 weeks.
09/24/2025
Q51 Question: Is the submission on your website or in hard copy via mail? If it is via ma
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?
Answer: No mailed bids will be accepted. Electronic submissions will only be accepted through this portal, BidNet Direct.
09/24/2025
Q52 Question: Can you please provide us with the billing address, phone # and email addre
Can you please provide us with the billing address, phone # and email address of the account payable?
Answer: Our billing address is:
Warwick Public Schools
69 Draper Ave.
Warwick, RI 02889
Once the bid is awarded, we will provided contact information for our accounts payable department.
09/24/2025
Q53 Question: Is a bid bond, performance bond, or payment bond required? If yes, by how m
Is a bid bond, performance bond, or payment bond required?
If yes, by how much?
Answer: No bonds are required. However, the required references will be reviewed and verified.
Questions & Answers - 1
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