REPLACEMENT_HVAC_FILTERS_(Addendum_#1_Revision).pdf

DEPARTMENT OF GENERAL SERVICES

Central Services Division

INVITATION FOR BIDS (IFB)

031-0725-26

For

REPLACEMENT HVAC FILTERS

RELEASE DATE: August 26, 2025

RESPONSE DUE: September 17, 2025, 5:00 pm

SUBMIT PROPOSAL TO: IFB COORDINATOR

Solano County digitally via OpenGov Solano County

Portal website at:

https://procurement.opengov.com/portal/solanocounty

Justine Jackson

Phone: (707) 784-6976 jmjackson@solanocounty.gov

Any bidder participating in this solicitation is required to have a vendor application on file with the

County. This application may be downloaded from the Solano County website at www.solanocounty.com . Include the application with your proposal. The County will post any changes and information relating to this IFB digitally via OpenGov. Bidders are responsible for frequently checking OpenGov at https://procurement.opengov.com/portal/solanocounty for any changes or information relating to this IFB.

“Smoking is not permitted in County Buildings or around Solano County campuses. Thank you in advance for your compliance.”

MEGAN M. GREVE

Director

MMGreve@SolanoCounty.com

(707) 784-7900

DUSTIN D. LENO

Assistant Director ddleno@solanocounty.com

(707) 784-7900

LORRAINE TANG

Support Services Manager lctang@solanocounty.com

(707) 784-3426

675 Texas Street, Suite 2500

Fairfield, CA 94533-6342

Fax (707) 784-6320 www.solanocounty.com https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.com/ mailto:MMGreve@SolanoCounty.com mailto:ddleno@solanocounty.com mailto:lctang@solanocounty.com http://www.solanocounty.com/

Solano County

INVITATION FOR BIDS

REPLACEMENT HVAC FILTERS

TABLE OF CONTENTS

1. INTRODUCTION

2. STATEMENT OF PURPOSE

3. CONTRACT TYPE AND DURATION

4. DELIVERY TERMS AND CONDITIONS

5. SPECIFICATIONS/DESCRIPTION OF SERVICES

6. INSTRUCTIONS TO BIDDERS

7. PRICING PROPOSAL

8. ELECTRONIC BID SUBMITTAL

9. STANDARD TERMS & CONDITIONS

Attachments:

A - PO TERMS_CONDITIONS

B - PREVIOUS AWARDED BID - HVAC DOCS

Invitation For Bids #031-0725-26 Title: REPLACEMENT HVAC FILTERS

1. INTRODUCTION

1.1. Summary

The County of Solano, on behalf of the Facilities Department, hereinafter referred to as the “County,” is soliciting bids to procure Heating, Ventilation, and Air Conditioner Filters (HVAC) for the County’s Facilities

Operations Division on an as needed basis. Solano County Facilities Operation Division maintains public facilities in all Solano County cities (Fairfield, Vacaville, Rio Vista, Dixon, Suisun, Vallejo, Benicia) and in unincorporated areas. Contractor shall furnish all HVAC Filters as specified. Services and or commodities to be rendered as specified within the guidelines as provided by this IFB in its entirety. This IFB, details deliverables and terms and conditions as required by the County.

1.2. Contact Information

Justine Jackson Buyer 675 Texas Street Fairfield, CA 94533 Email: jmjackson@solanocounty.gov Phone: (707) 784-6976

Department:

General Services - Countywide Services

1.3. Timeline

Release Project Date August 26, 2025

Question Submission Deadline September 4, 2025, 5:00pm

Question Response Deadline September 10, 2025, 5:00pm

Proposal Submission Deadline September 17, 2025, 5:00pm

Contractor Selection Date September 24, 2025

2. STATEMENT OF PURPOSE

2.1. Statement of Purpose

1. The purpose of this Invitation for Bid (IFB) is to define the County’s minimum requirements and gain adequate information by which the County may evaluate services offered by contractors or vendors. As used herein, the term contractor or vendor shall mean the contractor, its employees, or agents.

2. The County of Solano, on behalf of the General Services - Countywide Services, hereinafter referred to as the “County,” is soliciting bids to procure REPLACEMENT HVAC FILTERS .

3. The County of Solano exclusively reserves the sole and independent rights to make an award in whole or in part or any varying combination (split bid) if deemed will be in the best interest of the County. The award mailto:jmjackson@solanocounty.gov tel:(707)784-6976 may not necessarily be to the lowest bidder but to the lowest responsive and responsible bidder able to render services and perform the associated work in support of the County and fulfill all contract requirements.

4. Moreover, the County reserves the sole and independent right to award all bid items to more than one vendor (multiple award contracts), if deemed in the best interest of the County. If and where multiple award contracts are made, County department/agencies may purchase goods from one or more awarded vendors.

5. Services and/or commodities to be rendered as specified within guidelines as provided by this IFB in its entirety. This IFB, details deliverables and terms and conditions as required by the County.

6. Contractor to submit with bid one copy of descriptive literature, including any pictures or drawings and a specification sheet.

7. Bidders are responsible for checking the County's eProcurement Portal frequently for any current information and documents pertained to this IFB.

8. Bid shall be valid at least for (90) days after IFB closing date.

9. Questions regarding this solicitation shall be submitted via the County's eProcurement Portal Q&A feature no later than 5:00 pm on Thursday, September 4, 2025. Response to written questions will be posted via the

County's eProcurement Portal no later than 5:00 pm on Wednesday, September 10, 2025. If there is a delay in posting responses, the bid submission due date may be extended commensurate. The County cannot assure any response to questions/inquiries received after this date.

10. Samples: The County reserves the right to require a bidder to furnish samples of any item within seven calendar days after the request is made. The samples must be furnished free of charge, be clearly marked

“sample” with the Invitation for Bid number, bid item number, bidder’s name and address and delivered to the

Purchasing Services Office. Samples will be evaluated to determine compliance with all major characteristics of the article indicated. Failure of samples to conform to all such characteristics may be cause for rejection of the bid. Failure to submit the requested samples may eliminate the bidder from further consideration for award.

Samples will not be returned to bidder.

3. CONTRACT TYPE AND DURATION

3.1. Firm Fixed Price Contract

This is a Firm-Fixed-Price contract that shall be in the form of Purchase Order and all requirement, terms and conditions of this solicitation shall be incorporated in the PO by reference.

3.2. Period of Performance

Period of performance for this contract is Three (3) years with the option to renew for two (2) additional one-year periods The County reserves the right to award a three-year (3) contract through this IFB, which may be renegotiated and/or renewed/extended, subject to contractor performance and continued funding, for two additional one-year terms without a competitive bid process, representing a total contract term of no more than five (5) years at the sole discretion of the County, provided the County notifies the Contractor in writing of its intention to do so at least thirty (30) days prior to the contract expiration date.

3.3. Price Adjustments

Price adjustment may be negotiated prior to the beginning of a contract extension year. Any proposed price adjustment shall be submitted to the County in writing at least ninety (90) days prior to contract anniversary date and if approved, will be effective on that date for the subsequent contract period.

4. DELIVERY TERMS AND CONDITIONS

A. Delivery of supply is F.O.B Solano County, Facility Operations located at 500 Clay Street, Fairfield

California 94533.

B. Any materials should be delivered within the designated service hours of 8:00 AM to 5:00 PM.

5. SPECIFICATIONS/DESCRIPTION OF SERVICES

5.1. Scope of Work

The Contractor(s) shall provide HVAC filters, as specified, on an as-needed or scheduled basis in accordance with the requirements of this Invitation for Bid (IFB).

A. Supply only new, clean HVAC filters that meet or exceed the stated performance specifications.

B. Deliver within designated service hours of 8:00 AM to 5:00 PM.

C. Ensure materials arrive complete, accurate, and in proper working condition.

D. Maintain sufficient inventory to prevent delays in order fulfillment.

E. Confirm, process, and invoice orders promptly to ensure efficient operations.

F. Adhere to all applicable performance standards, delivery schedules, and IFB guidelines to support optimal HVAC performance and indoor air quality.

5.2. Specifications/Description

MERV - Minimum Efficiency Reporting Value, commonly known as MERV rating is a measurement scale by the American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) to rate the effectiveness of air filters. Filters shall meet the current “MERV” ratings.

A. DISPOSABLE POLYESTER FILTERS:

Disposable polyester filters shall consist of a polyester media pack bonded together in an interlocking pattern of tiny lint and dust traps. The frame shall be a one-piece pinch frame design.

B. HIGH CAPACITY PLEATED PANEL FILTERS:

The filters shall consist of a pleated media pack contained in a die cut beverage board frame. The media shall consist of a 100% synthetic, hydrophobic media and shall be white in color and un-dyed. The media shall be formed into uniformly shaped pleats with equal height measured from pleat apex to apex. The media shall have an expanded metal grid with 95% open area bonded to the air leaving side to shape the pleats and prevent fluttering in operation. The expanded metal grid shall be made of electroplate galvanized steel to inhibit rust. The media shall be a minimum of 1/4" larger than the inside dimension of the die cut frame to completely seal the pack inside the filter. The filters shall contain no less than the number of pleats per lineal foot as specified in the following schedule

Filter Thickness Pleats Per Foot

1" 14

2" 15

4" 11

The pleated media pack shall be contained in a frame made from two pieces of die cut beverage board with high wet strength characteristics. The die-cut shall use a 7-strap diagonal support pattern based on a 24x24 face size to increase adhesion points between the media pack and frame. Diagonal support members shall be an integral part of both die cut pieces, providing support for the media pack on both sides. The two mating pieces of the die cut frame shall fully overlap around the entire perimeter of the filter. Pleat Support Fingers (4" sizes only) Two (2) sets of pleat stabilizers (fingers) shall be inserted into the filters to maintain proper pleat separation and reduce fluttering in operation. The entire inside surface of both die cut frame pieces shall be coated with a water repellent adhesive to bond the pack inside the frame on all four edges. The pleat tips shall be bonded to the diagonal support members at all points of contact. The adhesive shall be water repellent and maintain its bonding characteristics when wet. The adhesive shall not soften or dissolve when the filter is wet.

The filters shall meet the following minimum performance requirements based on the ASHRAE 52.2-2007 Test

Standard. MERV results shall be after a conditioning step. Tests conducted on 24 x 24 size filters shall be representative of the performance of all sizes purchased.

Normal Size 24x24x2 24x24x4

Rated Face Velocity (FPM) 500 500

Rated Air Flow Capacity (CFM) 2000 2000

Initial Resistance (In. W.G.) @ Rated Air Flow 0.26" 0.18"

Final Resistance (In W.G.) 1.00" 1.00"

MERV (Conditioned) 13 13

E3 Average Particle Size 3-10 Micron

(Conditioned)

70% 70"

The filter shall have a maximum operating temperature of 225 °F. The filters shall be classified Class 2 per U.L.

Standard 900.

C. EXTENDED SURFACE POCKET FILTERS:

The filters shall consist of a series of media pockets attached to a metal header. The media shall consist of a high loft melt-blown synthetic fiber media on the air entering side and a spun-bond synthetic scrim backing on the air leaving side. The media shall be formed into pockets by a sonic sealing process around three sides to seal the edges. No stitching. Fabric ribbon separators shall be sealed inside the pockets to form aerodynamic channels. The Separators shall control the amount of pocket inflation and prevent adjacent pockets from touching when inflated. The header shall be made from a single piece of galvanized steel roll formed with multiple bends to provide a flanged inner track (seat) to support the individual pocket retainers. The header shall be 13/16" thick, +/- 1/16". Each pocket shall be attached to a galvanized steel retainer that fits inside the header. The pocket retainers shall be designed to firmly secure the pockets in the header and prevent bypass.

Each pocket shall be double sealed into the assembled filter. Adjacent retainers securing the pockets shall be fastened together by a series of punch through stakes with the media clamped in between. Each assembled pocket shall be bonded with adhesive to the flanged track on the inside of the header at all points of contact.

The filters shall meet the following performance requirements based on the ASHRAE 52.1 and 52.2 Test

Standards. Tests on 24x24 size filters shall be representative of the performance of all sizes purchased.

Filter Size 24x24x22, 6 Pocket

Rated Filter Efficiency 80-85%

Rated Air Flow Capacity (CFM) 2000

Initial Resistance @ 375 FPM (In W.G.) 0.30"

Final Resistance (In. W.G.) 1.50"

MERV Rating 13

Dust Holding Capacity (Grams) @ 1.5" W.G. 145g

The filters shall be classified Class 2 per U.L. Standard 900

D. EXTENDED SURFACE RIGID CELL PLEATED FILTERS:

The filters consist of a pleated media pack contained in galvanized steel cell sides. The media shall be made from synthetic fibers formed into a dual layer mat. A nonwoven, spun bonded synthetic scrim backing shall be applied to the air leaving side for protection and support. The media shall be a minimum of ½” larger than the inside of the cell sides to completely seal the pack inside the filter. The media shall be formed into uniformly shaped pleats supported by an expanded metal grid with 95% open area bonded to the air leaving side. The expanded metal grid shall be made of electroplate galvanized steel to inhibit rust. The inside of the cell sides shall be 100% coated with adhesive to seal the media pack around all four edges. The sealant must be water resistant to maintain the pack-to-cell-side bond under high humidity or moisture conditions. The cell sides shall be made of galvanized steel in a pan type (box) construction to contain the media pack and allow the maximum amount of media inside the filter. Plastic pleat stabilizers (fingers) shall be inserted from both sides of the filter to maintain proper pleat spacing and prevent fluttering in operation. The stabilizers shall be thoroughly bonded to the pleat pack to prevent shifting and maintain alignment over the life of the filter. Four

(4) support braces shall be riveted to the cell sides on both sides of the filter to provide extra rigidity and reinforcement for the media pack. The braces shall be connected from midpoint to midpoint on all four (4) sides. The filters shall contain a minimum amount of media per the following schedule:

Size Media Area (ft2)

24x24x12 58

24x20x12 47

24x12x12 28

20x20x12 39

The filters shall meet the following performance requirements based on ASHRAE 52.2-2007 Test Standard.

Tests conducted on 24x24 size filters at a face velocity of 500 FPM shall be representative of the performance of all sizes purchased.

Filter Size 24x24x12

Filter Efficiency 80-85%

Rated Air Flow (CFM) 2000

Initial Resistance (In. W.G.) @ Rated Air Flow .58"

Final Resistance (In. W.G.) 1.50"

The filters shall be classified Class 2 per U.L. Standard 900. The filters shall operate at temperatures up to 180

°F without materially affecting filter integrity or performance.

E. HIGH CAPACITY EXTENDED SURFACE MINI-PEAT FILTERS:

The filters consist of a pleated synthetic media pack contained in cell sides made of high impact plastic. The media shall be made of a continuous sheet of Dura-Tuff™ 100% synthetic media pleated to form an extended surface, mini-pleat media pack. The media shall be molded into a series of preformed channels that will direct airflow through the pack. The media shall be water resistant. Humidity or exposure to sensible moisture shall have no affect on the performance of the filters other than a temporary rise in resistance. The media shall be very durable and highly resistant to tearing or abrasion. The media shall be molded into a series of preformed channels that shall form the pleats. Beads of adhesive shall be applied to the media, bonding the pleats into a rigid pack. The cell sides shall be made of a high strength, high impact polystyrene plastic. The frame shall be moisture, chemical and corrosion resistant. The frame shall mechanically lock together at each corner. The media pack shall be sealed into the cell sides by foamed hot-melt adhesive, preventing bypass between the pack and frame. The filters shall contain a minimum amount of media per the following schedule:

Size Media Area (ft2)

24x24x4 49

The filters shall meet the following minimum performance requirements based on the ASHRAE 52.2 Test

Standards. Tests conducted on 24x24 size filters shall be representative of the performance of all sizes purchased. The filters shall be classified Class 1 per U.L. Standard 900. The filters shall be totally incinerable.

No metal components are acceptable. The filter shall operate at temperatures up to 140°F without materially affecting filter integrity or performance.

Filter Size 24x24x4

Filter Efficiency 90-95%

Rated Air Flow (CFM) 2000

Initial Resistance (In. W.G.) @ Rated Air Flow .43"

Final Resistance (In. W.G.) 1.50"

F. HIGH CAPACITY HEPA FILTERS:

Each filter shall be individually tested for efficiency (penetration) and initial resistance at rated air flow. The penetration and resistance values shall be indicated on the filter label. The filters shall meet the requirements of IES-RP-CC001.3. The filters shall provide a minimum efficiency (penetration) of 99.99% (.01% penetration) on 0.3 micron particles (IES-RP-1.3 Type A).

Each filter shall be individually tested for efficiency (penetration) and initial resistance at rated air flow. The penetration and resistance values shall be indicated on the filter label. The filters shall meet the requirements of IES-RP-CC001.3. The filters shall provide a minimum efficiency (penetration) of 99.99% (.01% penetration) on 0.3 micron particles (IES-RP-1.3 Type A).

Scan Test: The filters shall be scanned for leak detection.

Resistance: The filters shall have an initial (clean) resistance of 1.35" W.G. @ 500 FPM.

Construction: The filters shall consist of a pleated media pack sealed inside rigid cell sides.

Media: The media shall be made from ultra-fine micro-glass fibers formed into a wet laid, high density paper.

The media shall be pleated to form an extended area media pack. The media shall be water resistant and temperature resistant to 1000°F. Moisture shall have no effect on the performance of the filter other than a temporary rise in resistance.

Separators: Pleat spacing shall be maintained by corrugated separators inserted between each pleat. The separators shall be made of Aluminum. The aluminum separators shall be hemmed to dull the sharp edges of slit metal.

Cell Sides: The cell sides shall be made from 16gauge galvanized steel and have a four piece box construction.

Media Pack Bond: The media pack shall be sealed inside the cell sides with urethane

Gasket Seal: The gasket shall be made of neoprene and be applied to the filter on the downstream side.

Underwriters Laboratories, Inc. Classification: U.L. Class 1 per U.L. Standard 900

G. HIGH CAPACITY EXTENDED SURFACE V-BANK MINI-PLEAT FILTERS:

This specification covers extended surface, mini-pleat filters. The filters shall consist of a series of four (4) mini-pleat media packs assembled in a V-bank arrangement and sealed in a support structure made of high impact polystyrene plastic components. No metal components are acceptable. The media shall be made of a continuous sheet of 100% synthetic fibers with dual layer construction pleated to form an extended surface, minipleat media pack. The media shall be water resistant. Humidity or exposure to sensible moisture shall have no affect on the performance of the filters other than a temporary rise in resistance. The media shall be very durable and highly resistant to tearing or abrasion. The separators shall be beads of adhesive to maintain proper pleat spacing over the life of the filter. The ends of the mini-pleat packs shall be contained in preformed panels that properly position the packs and allow them to be completely sealed. The pleat packs shall be supported by high strength plastic struts. The packs shall be bonded to the support struts along their entire length. The plastic end panels and support struts shall be formed with a header on the air entering side for proper latching or installation into side access systems. The plastic support struts lock mechanically into the end panels.

Performance: The filters shall meet the following minimum performance requirements based on the ASHRAE

52.2 Test Standard. Tests conducted on 24x24 size filters shall be representative of the performance of all sizes purchased.

• Required efficiency performance: 80-85%. Rated air flow capacity (CFM) 2000. Initial Resistance @

500 FPM (In. W.G.) 0.38. Final Resistance (In. W.G.) 1.50”. MERV Rating 13.

• Required efficiency performance: 90-95%. Rated air flow capacity (CFM) 2000. Initial Resistance @

500 FPM (In. W.G.) 0.46. Final Resistance (In. W.G.) 1.50”. MERV Rating 14.

The filters shall be classified Class 1 per U.L. Standard 900. The filters shall be totally incinerable. No metal components are acceptable. The filter shall operate at temperatures up to 140°F (60oC) without materially affecting filter integrity or performance.

Reverse and\or Standard Flow: The County will require standard flow and reverse flow models. The plastic end panels shall be notched for use with 12” spring latches in reverse air flow applications.

5.3. Filter Locations and Quantities

Below are examples of orders placed in 2025, along with the corresponding contacts and locations.

All orders should be organized according to their respective points of contact and locations provided. This method will help ensure that orders are properly tracked and managed across the multiple locations the county supplies, allowing for greater accuracy, efficiency, and ease of reference in future requests.

Filter Order 2025

Location - Probation 2-08

Filter Size MERV Total

12x24x4

17x22x2

17x34x2

24x24x4

Total Filter to address below 68

Contact: Mike Jenschke

Solano County Probation c/o General Services - FacOps

675 Texas Street Fairfield, CA 94533

Location - CAC 2-09

Filter Size MERV Total

14x30x1

16x20x1

16x20x2

17x22x2

20x20x1

20x25x1

20x25x4

24x24x2

24x12x4

24x24x4

Poly

Total Filter to address below 406

Contact: Andrew Martin

Solano County Probation

Location - CoGen 2-02

Filter Size MERV Total

24x24x1 13 1

Total Filter to address below 1

Contact: Andrew Martin

Solano County Probation

512 Clay St. Fairfield CA, 94533

Location - Facilities (CEC) Bldg 2-39

Filter Size MERV Total

12x24x4

24x24x4

10x41x1

7x52x1

20x20x2

Total Filter to address below 36

Contact: Mike Jenschke

Solano County Administration Center

Location - Facilities (AG) Bldg 2-40

20x20x2

16x16x2

16x25x2

Total Filter to address below 40

Contact: Mike Jenschke

Solano County Administration Center

Location - OES Facility Bldg 2-35

Filter Size MERV Total

14x20x2

14x25x1

Total Filter to address below 8

Contact: Mike Jenschke

Solano County Administration Center

512 Clay Street Fairfield, CA 94533

Location - H&SS - Fairfield Bldg 2-46

16x20x2

16x25x2

20x20x2

20x20x1

20x25x1

Total Filter to address below 382

Contact: Scott Barton

Solano County Administration Center

275 Beck Ave. Fairfield, CA 94533

Location - H&SS - Fairfield Bldg 2-89

Filter Size MERV Total

24x24x2

12x24x2

24x24x12

12x24x12

Total Filter to address below 156

Contact: Scott Barton

Solano County Health and Social Services

2101 Courage Drive Fairfield, CA 94533

Location - H&SS - Fairfield Bldg 2-49

24x24x2

12x24x2

18x24x2

12x24x4

24x24x4

10x16x2

14x16x2

16x16x1

Total Filter to address below 204

Contact: Scott Barton

Solano County Health and Social Services

740 Beck Ave. Fairfield, CA 94533

Location - Juvenile Hall Fairfield Bldg 2-16

Filter Size MERV Total

24x24x2

12x24x2

24x24x15

24x12x15

20x20x2

20x25x2

16x25x2

Total Filter to address below 196

Contact: Mike Little

Solano County Juvenile Hall

740 Beck Ave. Fairfield, CA 94533

Location - Library Fairfield Bldg 9-02

Filter Size MERV Total

24x24x2

20x20x2

Total Filter to address below 98

Contact: Frank Chavez/ Mike Little

Solano County Library

1150 Kentucky Ave. Fairfield, CA 94533

Location - L&J North Mech Room Fairfield Bldg 2-

Filter Size MERV Total

24x24x2

18x24x2

20x25x4

24x24x22

12x24x22

Total Filter to address below 400

Solano County Facilities c/o General Services - FacOps

512 Clay St. Fairfield, CA 94533

Street Storage behind OES in Mechanical Room

Location - Justice Center Vallejo Bldg 2-78

Filter Size MERV Total

24x24x2

20x20x2

16x20x2

24x24x22

20x25x2

Total Filter to address below 168

Contact: Mike Jenschke

Solano County Justice Center

355 Tuolumne St. Vallejo, CA 94590

Location - Justice Center Vallejo Bldg 2-77

Filter Size MERV Total

24x24x2

12x24x2

12x24x4

24x24x4

Total Filter to address below 116

Contact: Mike Jenschke

Solano County Justice Center

321 Tuolumne St. Vallejo, CA 94590

Location - Justice Center Vallejo Bldg 2-48

Filter Size MERV Total

24x24x2

12x24x2

12x24x12

24x24x12

Total Filter to address below 192

Contact: Mike Jenschke

Solano County Justice Center

365 Tuolumne St. Vallejo, CA 94590

Location - Claybank SDF Fairfield Bldg 2-22

20x20x2

16x20x2

16x25x1

18x24x1

15x30-1/8x1

20x25x2

16x25x2

15-5/8x20-3/4x2

Total Filter to address below 244

Contact: Frank Chavez

Solano County Justice Center

2500 Claybank Rd. Fairfield, CA 94533

Location - Claybank for Stanton Correctional 2-54

Filter Size MERV Total

24x24x2

16x20x2

18x18x2

24x24x1

12x24x2

14x20x2

24x24x4

24x24x22

12x24x22

14x14x2

Total Filter to address below 272

Contact: Jagdeep Sanghera

Solano Detention Facility

2450 Claybank Rd. Fairfield, CA 94533

Location - Claybank for New Animal Shelter Bldg 2-

Filter Size MERV Total

20x20x2

16x20x2

14x14x1

15x30x1

16x25x2

Total Filter to address below 74

Contact: Jagdeep Sanghera

Solano Detention Facility

2510 Claybank Rd. Fairfield, CA 94533

Location - Rourke Training Facility Bldg 2-54

Filter Size MERV Total

11x20-3/8x4

18x24x4

11-3/8x26-7/8x4

Total Filter to address below 88

Solano County Facilities (Connex Box)

2485 Claybank Rd. Fairfield, CA 94533

Location - Cordelia Warehouse Bldg 2-14

Filter Size MERV Total

20x30x1

14x24x1

14x30x1

Total Filter to address below 18

Contact: Mike Little

Solano County Facilities (Connex Box)

3255 North Texas St. Fairfield, CA 94533

Location - Family Justice Center Bldg 2-19

Filter Size MERV Total

20x20x2

16x16x2

16x25x2

Total Filter to address below 48

Family Justice Center (Connex Box)

Location - Heavy Equipment Shop Bldg 2-24

Filter Size MERV Total

18x24x1 13 2

Total Filter to address below 2

Contact: Mike Little

Solano County Facilities (Connex Box)

Location - Sign Shop Bldg 2-25

Filter Size MERV Total

20x25x2

16x25x2

Total Filter to address below 4

Contact: Fernando Sanchez

Solano County Facilities (Connex Box)

Location - Facilities Shop Bldg 2-28

20x20x2

16x16x2

20x20x1

Total Filter to address below 24

Contact: Mike Little

Solano County Facilities (Connex Box)

Location - Communications Bldg 2-29

Filter Size MERV Total

14x25x2

15x20x2

Total Filter to address below 6

Contact: Dylan Roberts

Solano County Facilities (Connex Box)

Location - Small Garage Bldg 2-30

20x20x1 10 1

Total Filter to address below 1

Contact: Fernando Sanchez

Solano County Facilities (Connex Box)

Location - U.S. Post Office Bldg 2-37

Filter Size MERV Total

20x20x2

16x20x2

20x25x2

16x25x2

Total Filter to address below 36

Contact: Mike Little

Solano County Facilities (Connex Box)

Location - Lake Solano Nature Center Bldg 2-58

Filter Size MERV Total

15x20x2

18x20x2

Total Filter to address below 30

Location - Rio Vista Sandy Beach Bldg 3-37

Filter Size MERV Total

18x25x1 13 2

Total Filter to address below 2

Contact: Fernando Sanchez

Solano County Facilities (Connex Box)

Location - WJC Govt. Center Bldg 3-06

Filter Size MERV Total

24x24x2

16x20x2

12x24x2

12x12x1

24x24x12

12x24x12

16x25x2

Total Filter to address below 322

Location - Library Tech Services Bldg 9-05

Filter Size MERV Total

20x20x2

16x20x2

16x25x2

Total Filter to address below 24

Contact: Mike Little

Solano County Facilities (Connex Box)

Location - Suisun Vets Bldg 2-51

Filter Size MERV Total

16x25x4

20x25x4

24x24x4

Total Filter to address below 10

Contact: Frank Chavez

701 Texas St. Fairfield, CA 94533

Location - Dixon Vets Bldg 2-07

Filter Size MERV Total

20x20x2

16x20x2

20x30x2

24x24x4

16x25x2

Total Filter to address below 64

Contact: Frank Chavez

Solano County Facilities (Connex Box)

Location - Rio Vista Bldg 2-43

Filter Size MERV Total

20x20x2

16x20x2

Total Filter to address below 24

Contact: Frank Chavez

Location - Vacaville Veterans Bldg 2-62

Filter Size MERV Total

20x20x2

20x25x1

20x25x2

Total Filter to address below 28

Contact: Frank Chavez

Solano County Facilities (Connex Box)

Location - Vallejo Veterans Hall 3-01

Filter Size MERV Total

16x16x2

16x25x2

Total Filter to address below 56

Contact: Frank Chavez

Solano County Facilities (Connex Box)

420 Admiral Callahan Ln. Vallejo, CA 94591

6. INSTRUCTIONS TO BIDDERS

6.1. INFORMED BIDDERS.

Before submitting bids, bidders must fully inform themselves of the conditions, requirements and specifications of the products or materials to be furnished. Failure to do so will be at bidder’s own risk and they cannot secure relief on the plea of error.

6.2. BID FORMS.

Bid must be submitted via electronic submission via the County's eProcurement Portal at https://procurement.opengov.com/portal/solanocounty

6.3. PRICES, NOTATIONS, AND MISTAKES.

All prices and notations must be ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person who signs bid. Prices shall be stated in units and quotations made separately on each item. In case of conflict, unit prices will govern. Where there is a conflict between words and figures, words will govern.

6.4. OFFERS OF MORE THAN ONE PRICE.

Bidders are allowed to submit more than one bid but not more than two bids. Bidders may submit one base bid and one alternate bid. Where bidder submits more than one bid, one bid shall be marked “base bid” and the other shall be marked “alternate bid.” Base bid and the alternate bid shall be submitted in accordance with the terms and conditions of this bid solicitation. The County reserves the sole right to accept or reject any alternate offer, in whole or part. Any such acceptance, in whole or in part, shall be in the best interest of the County.

6.5. TERMS OF THE OFFER.

Solano County’s acceptance of bidder’s offer shall be limited to the terms herein unless expressly agreed in writing by Solano County. Bids offering terms other than those shown herein will be declared non-responsive and will not be considered.

6.6. BIDDER AGREEMENT TO TERMS AND CONDITIONS.

Submission of a bid through the County's eProcurement Portal will be interpreted to mean bidder has agreed to all the terms and conditions set forth in the pages of this solicitation.

6.7. CANCELLATION OF CONTRACT.

The County of Solano may cancel this contract without cause at any time by giving thirty (30) days written notice to the supplier/vendor. The County of Solano may cancel this contract with cause at any time by giving ten (10) days written notice to the vendor. Cancellation for cause shall be at the discretion of the County of

Solano and shall be, but is not limited to, failure to supply the service specified within the time allowed or within the terms, conditions, or provisions of this contract. The successful bidder may not cancel this contract without prior written consent of Purchasing Services.

6.8. COMPLIANCE OR DEVIATION TO SPECIFICATIONS.

Bidder hereby agrees that the services offered will meet all the requirements of the specifications in this solicitation unless deviations from them are clearly indicated in the bidder’s response. Bidder may submit an attachment entitled “Exception to Specifications,” which must be signed by bidder’s authorized representative. An explanation must be made for each item to which an exception is taken, giving in detail the extent of the exception and the reason for which it is taken. Bids failing to comply with this requirement will be considered non-responsive. Submittal of brochure or other manufacturer literature is desirable but shall not be an acceptable substitution for the requirement. The County reserves the sole and independent right to accept or reject any exception or deviation in whole or part. Any such acceptance, in whole or in part, shall be in the best interest of the County.

6.9. COMPLIANCE WITH LAWS.

All bids shall comply with current federal, state, local and other laws relative thereto.

6.10. FORCE MAJEURE.

If execution of this contract shall be delayed or suspended and if such failure arises out of causes beyond the control of and without fault or negligence of the Vendor, the vendor shall notify the County of Solano, in writing, within twenty-four (24) hours, after the delay. Such causes may include but are not limited to acts of God, war, acts of public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather.

6.11. FORMATION OF CONTRACT.

Bidder’s bid submittal and Solano County’s written acceptance shall constitute a binding contract.

6.12. LAWS GOVERNING CONTRACT.

This contract shall be in accordance with the laws of the State of California. The parties stipulate that this contract was entered into in the County of Solano, in the State of California. The parties further stipulate that the County of Solano, California, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.

6.13. NOMENCLATURES.

The terms successful bidder, supplier, vendor, and contractor may be used interchangeably in this solicitation and shall refer exclusively to the person, company, or corporation with whom the County of Solano enters into a contract as a result of this solicitation.

6.14. SELL OR ASSIGN.

The successful bidder shall not have the right to sell, assign, or transfer, any rights or duties under this contract without the specific written consent of the County of Solano.

6.15. SEVERABILITY.

If any provisions, or portions of any provisions, of this contract are held invalid, illegal, or unenforceable, they shall be severed from the contract and the remaining provisions shall be valid and enforceable.

6.16. BID PREPARATION.

Solano County shall not pay for any information herein requested, or is it liable for any costs incurred by prospective bidders.

6.17. PROMPT PAYMENT TERMS.

Discounts for payments made twenty (20) days or more from receipt of invoice will be considered in award of bid. Payment discounts must be clearly shown on the Bid Form. Normal payment terms are net 30-45 days, after receipt of invoice and equipment acceptance.

6.18. TAXES-SALES.

California sales tax should be shown separately on the bid form, when and where indicated (if not indicated on bid sheet do not include in your bid).

6.19. TAXES, FEDERAL EXCISE.

TAXES, FEDERAL EXCISE. The County of Solano is exempt from federal excise tax.

6.20. DEADLINE FOR BID SUBMITTALS.

Unless otherwise specified, the time of day for the following events shall be between 8:00 a.m. and 5:00 p.m., Pacific Time.

6.21. BIDS MUST BE SUBMITTED ON OR BEFORE THE SUBMISSION DATE AND TIME.

Contractors shall respond to the IFB and any exhibits, attachments, or amendments. A contractor's failure to submit a bid as required on or before the deadline shall cause the bid to be disqualified.

6.22. BID SUBMITTALS.

An electronic submission of Bids via the County's eProcurement Portal at https://procurement.opengov.com/portal/solanocounty are due no later than Wednesday, September 17, 2025 and 5:00 pm(PST). Late submittals will not be accepted. The County will not pay any costs associated with the preparation, submittal, or presentation of any bid. Please register as a Vendor on the

County's eProcurement Portal for uninterrupted notification and access to County bidding opportunities. The

County will only accept submission of all bids via the County's eProcurement Portal. Any hard copy submission, any other submission method (email, fax, etc.) will be retained in the file unopened and will be considered disqualified from consideration in further bidding process.

6.23. BID AMENDMENT.

The County shall not accept any amendments, revisions, or alterations to bids after the deadline for submittal.

6.24. BID WITHDRAWAL.

To withdraw a bid, contractor must submit a written request, signed by an authorized representative, to the Bid

Coordinator prior to the official deadline / submittal date and time. After withdrawing a previously submitted bid, the contractor may submit another at any time up to the deadline for submittals.

6.25. BIDS FOR ADDITIONAL SERVICES.

If a contractor indicates an offer of services in addition to those required by and described in this IFB, these additional services may be added to the contract before, or at any time during an agreed to contract period, at the sole discretion of the County.

6.26. BID ERRORS.

Contractors are liable for all errors or omissions contained in their bids. Contractors will not be allowed to alter documents after the deadline for submitting bids.

6.27. CONFLICT OF INTEREST.

By submitting a bid, the contractor certifies that no amount shall be paid directly or indirectly to an employee or official of the County of Solano as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Contractor in connection with the procurement under this IFB.

6.28. NON-DISCRIMINATION.

No person shall be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the County’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or California State Constitutional or statutory law; nor shall they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the County or in the employment practices of the County’s contractors. Accordingly, all vendors entering into contracts with the County shall, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places.

6.29. RIGHT TO REFUSE PERSONNEL.

Any personnel involved in this service shall submit to a criminal history screening during the contract period, if directed by the County at contractor's sole expense. The County reserves the right to refuse, at its sole discretion, any subcontractors or any personnel provided by the prime contractor or its subcontractors that fails to submit to screening or for any other reason that is in the best interest of the County.

6.30. LICENSURE.

The contractor must hold all necessary and applicable insurance, as well as all business and professional licenses. The County may require any or all contractors to submit evidence of proper documents.

6.31. PROTESTS.

Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the Director of General Services. The protest shall be submitted in writing to the Director of General Services within seven (7) calendar days after such aggrieved person or company knows or should have known of the facts giving rise thereto. The protesting contractor/vendor shall file a detailed statement specifying the grounds for the protest. The protest letter must be mailed to the Director of

General Services, 675 Texas Street, Suite 2500, Fairfield, CA 94533.

6.32. CONTRACT AWARD.

The awarded bidder(s) will be issued a purchase order(s) by the County for the duration of each contract year.

6.33. CONTRACT MONITORING.

The contractor shall be responsible for the completion of all work services set out in the contract. All work services are subject to inspection, evaluation, and acceptance by the County. The County may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. At reasonable times, the County may inspect those areas of the contractor's place of business that are related to the performance of the contract. If the County requires such an inspection, the contractor shall provide reasonable access and assistance.

6.34. CONTRACT AMENDMENT.

If during the course of this contract, additions to and/or deletions from services provided are required as a result of changes to any statute, bylaw or regulation, the County shall notify the contractor. Added work shall be within the general scope of this IFB. In such instances, the County shall provide the contractor a written description of the additional work, and the contractor shall submit a time schedule for accomplishing the additional work and a price for the additional work based on the rates included in the contractor’s bid. If the

County and the contractor reach an agreement regarding work services and associated compensation, said agreement shall become effective by means of a contract amendment. Any such amendment requiring additional work must be mutually agreed upon by the parties and signed by the contractor and must be approved by other County officials as required by County laws and regulations. The contractor shall not commence additional work until the County has issued a written contract amendment and secured all required approvals.

6.35. LOCAL VENDOR PREFERENCE:

A. In order to address the competitive disadvantage faced by local businesses that seek to enter into contracts with the County because of the higher costs of doing business in the County, and to encourage businesses to locate and remain in the County, the County has implemented a local preference policy.

B. Definition of Local Business

1. For purposes of this section, a “local business” means a business enterprise, including but not limited to a sole proprietorship, partnership, or corporation, which has the following:

2. a valid business license issued from the County or a political subdivision within the County; and

3. its principal business office, or a satellite office with at least one full-time employee, located in the

County.

C. Preference

1. Where the lowest responsible bidder is not a local business, the purchasing agent shall provide the lowest responsible local business bidder, should one exist and its bid is within five percent (5%) of the lowest responsible bidder, with notice and an opportunity to reduce its bid to match that of the lowest responsible bidder. Notice shall be by telephone and either facsimile or electronic mail. The local business shall have five (5) business days after the date of such notice to match the lowest bid, in writing. Should the local business so match, it shall be deemed the lowest responsible bidder and receive the award.

2. Should the lowest responsible local business bidder decline to match as set forth above, the purchasing agent shall provide the next lowest responsible local business bidder, should one exist, and its bid is within five percent (5%) of the lowest responsible bidder, with the same notice and opportunity to match the bid of the lowest responsible bidder as above. This process shall continue as necessary, until an award is made either to a responsible local business bidder within five percent (5%) of the lowest responsible bidder, or the lowest responsible bidder itself.

3. In instances where a local business and a non-local business submit equivalent, lowest responsible bids, the purchasing agent shall give preference to the local business.

4. No contract awarded to a local business under this section shall be assigned or subcontracted in any manner that permits more than fifty (50) percent or more of the dollar value of the contract to be performed by an entity that is not a local business.

D. Declaration of Compliance

1. In submitting a bid subject to this section, a local business shall affirm its compliance with Sections

22-24 of the Solano County Code, on a form to be provided by the purchasing agent (Declaration form included in this bid).

E. Notice

1. The purchasing agent shall provide adequate notice of the provisions of this section to prospective bidders.

F. Exceptions

1. The exceptions provided for in section 1.1.11 of the County’s Purchasing & Contracting Policy

Manual shall apply to this section. Furthermore, this section is made expressly inapplicable to public works or other projects to the extent the application would be prohibited by state or federal law.

6.36. BIDDER REGISTRATION.

The County of Solano, Purchasing Services is now partnering with OPEN GOV to create an electronic procurement portal that will allow you to receive notifications of County business opportunities and submit bids and proposals to Solano County digitally. All Vendors who wish to compete for County work, must register on the County's eProcurement Portal.

BIDDER REGISTRATION PROCEDURE: Register as a Vendor at https://procurement.opengov.com/portal/solanocounty

When registration is completed, vendors will receive email notifications of bidding opportunities that match the commodity/services listed in the vendor profile. It is critical to list the National Institute of Purchasing (NIGP) codes related to the services and/or commodities offered by the vendors/contractors.

Remember that all vendors are also required to be register with the County of Solano. The vendor applications may be obtained here: (Solano County Vendor Application).

For further information on registration, please contact Solano County Purchasing Services at

Purchasing@solanocounty.com or (707) 784-6320.

7. PRICING PROPOSAL

BIDDER OFFERS AND AGREES TO FURNISH THE ABOVE ARTICLE(S) AT THE PRICES AND TERMS STATED SUBJECT TO

THE INSTRUCTIONS AND CONDITIONS OF THIS IFB.

Note: For complete details, delivery terms and other requirements, please refer to the details in this IFB.

HVAC FILTER DIMENSIONS & MERV LEVELS

https://procurement.opengov.com/portal/solanocounty https://www.solanocounty.com/civicax/filebank/blobdload.aspx?BlobID=43060 mailto:Purchasing@solanocounty.com

Line Item Description MERV

Level Quantity Unit of

Measure Unit Cost Total

1 10X20X1 13 20 EA

2 16X25X2 13 574 EA

3 20X20X2 13 176 EA

4 16X20X2 13 324 EA

5 20X24X2 13 4 EA

6 16X20X1 13 26 EA

7 16X25X1 13 20 EA

8 18X24X2 13 38 EA

9 20X30X2 13 24 EA

10 18X20X2 13 10 EA

11 20X25X2 13 90 EA

12 20X20X1 13 38 EA

13 14X20X1 13 2 EA

14 24X25X1 13 4 EA

15 8X14X1 13 4 EA

16 12X24X4 15 98 EA

17 24X24X4 15 368 EA

18 17X22X2 13 2 EA

19 17X34X2 13 2 EA

20 17X22X2 10 26 EA

21 24X24X2 13 828 EA

22 14X30X1

FIBERGLASS

DISPOSABLE

8 EA

Quantity Unit of

Measure Unit Cost Total

23 20X25X1 13 6 EA

24 20X25X4 15 40 EA

25 24X24X1 13 3 EA

26 10X41X1 13 2 EA

27 7X52X1 13 2 EA

28 16X16X2 13 80 EA

29 14X25X1 13 4 EA

30 14X20X2 13 8 EA

31 12X24X2 13 158 EA

32 24X24X12 14 92 EA

33 12X24X12 14 34 EA

34 10X16X2 13 2 EA

35 14X16X2 13 2 EA

36 16X16X1 11 4 EA

37 24X24X15 15 24 EA

38 24X12X15 15 16 EA

39 20X20X2 11 36 EA

40 20X25X2 11 20 EA

41 20X25X4 13 26 EA

42 24X24X22 15 352 EA

43 12X24X22 15 52 EA

44 12X24X4 13 12 EA

Quantity Unit of

Measure Unit Cost Total

45 24X24X4 13 68 EA

46 12X24X12 13 24 EA

47 24X24X12 13 72 EA

48 18X24X1 13 6 EA

49 15X30-1/8X1 10 4 EA

50 15-5/8X20-3/4X2

(EXACT)

10 4 EA

51 18X18X2 10 2 EA

52 14X14X2 (NOMINAL) 15 2 EA

53 14X14X1 13 6 EA

54 15X30X1 13 12 EA

55 20X30X1 13 6 EA

56 14X24X1 13 6 EA

57 14X30X1 13 6 EA

58 16X16X2 10 8 EA

59 14X25X2 13 2 EA

60 15X20X2 13 28 EA

61 20X20X1 10 1 EA

62 12X12X1 10 2 EA

63 18X25X1 13 2 EA

64 16X25X4 13 4 EA

65 20X25X1 11 4 EA

66 11X20-3/8X4

(EXACT)

10 16 EA

Quantity Unit of

Measure Unit Cost Total

67 18X24X4 11 16 EA

68 11-3/8X26-7/8X4

(EXACT)

10 56 EA

TOTAL

8. ELECTRONIC BID SUBMITTAL

8.1. Do you agree to all of the terms and conditions of this IFB?*

THE UNDERSIGNED OFFERS AND AGREES TO FURNISH THE ABOVE ARTICLE(S) AT THE PRICES

AND TERMS STATED SUBJECT TO THE INSTRUCTIONS AND CONDITIONS OF THIS IFB

☐ Yes

☐ No

*Response required

8.2. Bid Validity Period - 90 Days: *

Bidder confirms that its bid shall be valid for a period of 90 days after IFB closing date.

☐ Please confirm

*Response required

8.3. Specification Confirmation:*

Did you bid on the item(s) per the specifications provided?

☐ Yes

☐ No

*Response required

When equals "No"

8.3.1. Alternative Specifications:*

If proposing alternative products, bidders must attach the specifications of said products here.

*Response required

8.4. Subcontractor Listing:

If the Bidder will use subcontractors to assist with providing the goods/services requested in this solicitation, the Bidder must upload details of said subcontractors here. Note - The County reserves the right to deny or accept subcontractors and subcontracting.

8.5. Non-Collusion Declaration Pursuant to Public Contract Code Sec. 7106:* The undersigned declares: I am the authorized representative of the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding.