Windsor Sensor XP Vacuums for Fayette County .pdf

Windsor Sensor XP Vacuums for Fayette County Public Schools Request for Quotes No. 25-018-075

Georgia Procurement Registry Event No.

PE-65615-NONST-2025-000000051

NOTICE TO VENDORS

Brief Description of NEED: Fayette County Public Schools is seeking firm pricing for Windsor Sensor XP12 Vacuums for the custodial staff throughout the school district.

Service Location(s): All Fayette County Public Schools Locations

Complete solicitation documents may be obtained at www.fcboe.org. FCPS is not responsible for respondents and/or subcontractors not obtaining the information provided through the full set of contract documents.

Responses must be submitted via email, mail/parcel delivery, or hand delivery to the Fayette County Public Schools offices located at Fayette County Public Schools Facilities Services and directed to Jamie Marrero, Purchasing Associate. Envelopes should be sealed and marked conspicuously on the front with the solicitation name and number above.

SUBMISSION - BY HAND, MAIL OR COMMON COURIER

Fayette County Public Schools ATTN: Jamie Marrero, Purchasing Department Facilities Services 939 Goza Road, Fayetteville, Georgia 30215

SUBMISSION - BY EMAIL to:marrero.jamie@fcboe.org http://www.fcboe.org mailto:marrero.jamie@fcboe.org

Windsor Sensor XP Vacuums for Fayette County Public Schools (RFQ 25-018-075)

Objective

The Fayette County Public Schools Purchasing Department (hereinafter FCPS) invites you to participate in a request for quote (RFQ). This RFQ will consist of providing and delivering Windsor Sensor XP12 Vacuums to Fayette County Public Schools Facilities Services. The most responsive and responsible respondent will provide installation and/or demonstration upon delivery to the facility, if applicable.

Responses Due

Responses to this request for quote are due no later than the date and time specified in the timeline of events either physically or electronically to the FCPS Purchasing Department located at Facilities Services, 939 Goza Road, Fayetteville, Georgia 30215. Quotes received after the specified date and time will not be considered.

Vendors are instructed to carefully read all items, conditions, terms, specifications, and attachments herein and referenced before completing their quote. Failure to comply with any requirements of the RFQ may be a cause for rejection.

Section A: Instructions to Respondents

1. Respondent Registration

1.1. Respondents are encouraged to register with the issuing agent, Jamie

Marrero, by sending an email tomarrero.jamie@fcboe.org after reviewing this solicitation. Respondents who register will automatically receive an email update with additional documents such as addenda and be notified of award issuance, even if they choose not to submit a response.

2. Project Documents and Forms

2.1. Documents and forms required for submission as part of this RFQ can be found on the FCPS Purchasing Department website. Failure to include required submissions listed herein may result in a rejection of the response. A list of required forms is contained herein and additional submissions may be required per the specifications contained herein.

3. Schedule of Events

3.1. RFQ Released: Friday, December 6, 2024

3.2. Respondent Questions Due: Tuesday, December 10, 2024

3.3. Addenda Issued (if applicable): Wednesday, December 11, 2024

3.4. Respondent Quotes Due: Before 10:00AM (EST), Friday, December 13, 2024

3.5. Anticipated Project Start: Late December 2024

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4. Response Delivery

4.1. Responses may be submitted electronically, by mail, or hand-delivered to Facilities Services, 939 Goza Road, Fayetteville, Georgia 30215, Attention:

Purchasing Department.

4.2. Quote openings will occur at the date and time specified at the address above.

4.2.1. No faxed or telephone responses will be accepted or considered.

4.3. Responses may be emailed to the issuing agent if meeting the following guidelines:

4.3.1. Emailed responses must be in a consistent, clear, and readable format and complete. (Adobe PDF format is preferred)

4.3.2. All response documents should be bound in one document. Multiple separate documents may result in evaluation score reductions.

5. Attachments

5.1. Any specification listed with “Must Include Attachment” should include a document within the response conforming to standards set forth.

5.2. All attachments must be marked and labeled using the following format:

Attachment #, Solicitation Reference, Respondent Name, Solicitation Title, and Number.

6. Response Format Requirements

6.1. The solicitation document has been carefully organized. All sections, specifications, requirements, and appendices are numbered; therefore responses should be organized in the same manner referencing the solicitation document when necessary.

6.2. All pages should be numbered and contain page headings or footers with the respondent's name and the solicitation title and number.

6.3. Multiple Response from the Same Respondent

6.3.1. Respondents may submit more than one response when offering multiple alternatives.

6.3.2. Responses must be separate and each should conform to all terms and conditions within the solicitation.

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6.3.3. Responses must be labeled separately to easily identify differing responses from the same respondent.

Section B: Scope of Work and Specifications

7. Scope of Work

7.1. Fayette County Public Schools Facilities Services is seeking firm pricing for Windsor Sensor XP12 Vacuums to supply to the custodial staff throughout the schools district. Please see the attached specification sheet provided by the manufacturer. There will be no alternatives accepted for this project.

8. Technical Specifications

8.1. Windsor Sensor XP12 Vacuum (See manufacturer specifications attached)

8.1.1. Quantity range desired for this project is 60-120 units.

8.1.2. Final quantity purchased will be determined by pricing and budget allotment.

Section C: General Terms and Conditions

FCPS’s General Terms and Conditions are posted on the Purchasing Department website under the heading of Vendor Terms, Conditions, and Forms at www.fcboe.org. By submission of a response, the respondent acknowledges they have read and understood these General Terms and Conditions as well as any terms and conditions contained herein.

Section D: Special Terms and Conditions

9. Quote Opening

9.1. Quotes will be opened at the date and time provided in the schedule of events. All results will be publicly posted on the FCSD website once an award recommendation is made.

9.2. Quote openings are open to the public.

9.3. Quotes must be marked with the RFQ number.

9.4. Electronically delivered quotes will utilize the timestamp generated on the email.

9.5. Quotes must conform to the guidelines listed herein.

9.6. Quotes received late will be marked “non-responsive” and may not be considered at the sole discretion of the FCPS Purchasing Department.

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10. Questions

10.1. All questions concerning this solicitation must be submitted in writing by email to the issuing agent.

10.2. No questions other than written will be accepted and only answers provided via addenda shall be binding.

11. Award Oversight

11.1. The awarded respondent will report to Harold Sullivan, Facilities Supervisor, or their designee.

12. Cooperative Purchasing

12.1. This solicitation allows for other Fayette County, Georgia government entities, including local municipalities, to purchase from the awarded contract at the same prices quoted during the effective term pending an agreement between the awarded respondent(s) and the third party.

13. Quote Evaluations

13.1. According to the Fayette County Board of Education policy, DJE “lowest price alone will not be the sole determining criteria in the selection process”.

13.2. Factors that may be used in evaluating responses may include but are not limited to, the following: price/cost, warranty, service guarantees or past performance, costs of ownership analysis, business capabilities analysis, delivery schedules and methods, and product-specific manufacturer/quality standards.

13.3. Respondents may inquire as to specific evaluation methods and may request in writing an explanation of evaluation methods used to determine an award.

See General Terms and Conditions regarding award protests.

14. Delivery

14.1. Delivery is expected on or about the date requested ARO.

14.2. Freight is FOB destination, freight prepaid (allowed).

14.3. The respondent must contact the end-user listed on purchase orders at least 24 hours before delivery to confirm the delivery date and time.

14.4. FCPS standard hours of operation are 6:30 AM to 3:00 PM (EST), Monday through Friday, except for school holidays.

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14.5. The delivery location does not have a loading dock; therefore, all deliveries must be made as a tailgate or inside delivery as defined in the solicitation, any resulting purchase order, or resulting contract.

14.5.1. Tailgate delivery will be defined as follows: the driver will be required to move the pallets from the interior bed of the truck to the edge of the bed. The FCSD will use a forklift to move the pallets from the edge of the truck bed to the warehouse.

14.5.2. Inside-delivery will be defined as follows: the driver will be required to move the material from the interior bed of the truck to the interior of the facility.

14.6. Any pallets must be covered or shrink-wrapped to protect cartons from dirt and moisture during shipment and pallet construction should allow for four-way entry of handling equipment and surface/platform board approximately one inch apart minimizing carton damage.

14.7. Failure to deliver per the response could result in the awarded respondent being declared in default.

14.8. The awarded respondent shall be responsible for the delivery of items in good condition at the point of destination.

14.9. Respondent shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices.

14.10. Back Orders: Back orders may be made only when specifically authorized to do so by the project administrator. The necessity to back-order may be deemed a breach of contract.

15. Cost Escalation/Price Change

15.1. The Purchasing Department recognizes that independent market factors may result or necessitate the need for price changes. Through the submission of a quote, the respondent agrees to the following:

15.2. All price increases must be based upon product cost ONLY, and documentation of the price increase is required.

15.3. Quote prices must be held firm for the term of the solicitation or December 31st of the issuing year, after which an escalator can be invoked.

15.4. The awarded respondent must provide the FCPS Purchasing Department written notification at a minimum of 30 days before a price escalation change.

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15.5. Single changes of no more than 10% are allowed. There are exceptions only when market conditions dictate a revised escalator for a particular commodity.

15.6. FCPS reserves the right to accept or reject any price escalation. A rejection of a price escalation may result in the termination of any agreement, contract, purchase order, or other agreement without fault or obligation.

16. Quantities

1.1. Projects listed within this solicitation are not guaranteed to be purchased.

Purchase orders will be issued, as needed, for the term of this solicitation.

The Fayette County School District anticipates that these projects will be completed. But, the approval will be determined by the available budget allotment.

17. Term

17.1. The term of this RFQ and resulting agreement is from the date of resulting award issuance until December 31, 2025, with no option to renew.

17.2. Per the General Terms & Conditions, should the Fayette County Board of Education fail to appropriate funding for each fiscal year beginning July 1st, this solicitation and resulting contract or purchase orders will be canceled with no-fault or obligation beyond products or services already received and properly invoiced.

17.2.1. FCPS may notify the awarded bidder in writing thirty (30) days prior to cancellation for non-appropriation.

18. Required Forms

18.1. The forms listed below are required for submission and included as attachments. They may also be located on FCPS’s Purchasing Department website at www.fcboe.org.

18.1.1. Solicitation Response Form

18.1.2. Reference Form

18.1.3. W-9 Documentation

18.1.4. Cost Proposal

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18.2. Failure to include any form may result in a reduction in evaluation scoring or the submitted quote being declared non-responsive at the sole discretion of the FCPS Purchasing Department.

18.3. This request for quote, any addenda, and the awarded quote will be incorporated into any resulting contract and/or purchase order.

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Cost Proposal

Item Quantity Cost (Including Shipping & Delivery)

Windsor Sensor XP12 Vacuum Per Unit $

Windsor Sensor XP12 Vacuum 60 $

Windsor Sensor XP12 Vacuum 120 $

Comments: ____________________________________________________________

Company Name Date

Printed Name Signature

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Sensor® XP 12, 15 and 18 inch Upr ight Vacuums

Of ten imi ta ted, Never dup l ica ted.

» Power fu l , 1 .6 hp vacuum motor pu l l s more d i r t f rom the carpet .

» Standard h igh e f f ic iency f i l t ra t ion t raps 99 .6% at 0 .3 microns fo r improved indoor a i r qua l i ty.

» Opt iona l HEPA F i l te r System ava i lab le .

» U l t ra- l ight hand le we ight increases operator comfor t and product iv i ty.

» On-board too ls and extens ion wand make Sensor XP the per fect deta i l c lean ing mach ine .

» Automat ic he ight ad jus tment max imizes c lean ing e f f ic iency.

» E lect ron ic sys tem protects the mach ine fo r longer l i fe .

» Ava i lab le in 12 , 15 and 18 inch c lean ing widths to hand le any need product ive ly.

Scan the QR code to watch a Sensor Vacuums product demonstration.

Five reasons why you should be using the Sensor XP

Light, Quiet and Easy to Use

Sensor XP provides effortless vacuuming:

» Light handle weight—only 1.5 pounds.

» Electronic control alerts the operator when bag is full or brush is jammed.

» Brush automatically adjusts for any carpet or hard floor surface.

» Brush-assisted movement.

» Flat-to-floor hinge for cleaning under furniture.

» Extension hose for hard-to-reach areas.

» Quiet operation.

Simple to Maintain

Sensor XP’s unique design simplifies machine maintenance:

» Lights indicate when to change bag or if brush is jammed.

» Brush belt compartment is sealed from grit, assuring years of use without belt replacement.

» Brush releases with the push of a button for quick changing.

» Removable handle for easy electrical cord service.

Reliable Cleaning Performance

Sensor XP’s durable construction and special safeguards provide dependable, high-efficiency vacuuming:

» Automatic brush adjustment maximizes cleaning efficiency.

» Automatic system also prevents premature brush, bearing and motor wear.

» More powerful 1.6 hp, two-stage vacuum motor for superior dirt pick up.

» Sensor XP shuts off if warning lights are ignored for longer machine life.

» Backed by Windsor’s extensive parts and technical service support.

Increased Productivity

A Complete Vacuuming System in One Machine Sensor XP increases productivity for many cleaning applications:

» On-board hose for above-the-floor cleaning.

» Extension wand with easy-grip handle to vacuum in hard-to-reach areas.

» Crevice tool and upholstery brush stored on back of machine.

High Filtration for Cleaner Indoor Air

Unlike most vacuums that throw dust back into the air, Sensor XP discharges only clean air:

» Standard three-step filtration system traps 99.6% at 0.3 microns.

» Optional HEPA filtration system traps 99.97% at 0.3 microns.

» High filtration systems trap harmful particles and allergens.

Sensor XP’s 0.3 micron filtration system increases performance and improves indoor air quality.

1. Triple-lined bag filters out dust and dirt.

2. Off-set Air Quality MicroFilter™ provides increased vacuuming performance. HEPA filter kit available (part #5827W/8.628-485.0).

3. Final exhaust filter catches motor exhaust particles.

4. Precision-engineered body parts prevent seam air leaks.

1, 2 & 3 » Sensor XP automatically sets the brush height to the best cleaning position for the pile.

4 » In the upright storage position, Sensor XP’s adjustment wheel lifts the brush completely off the floor.

Hard Floor Low Pile Deeper Pile

On-board extension hose with easy grip handle offers above-the-floor vacuuming convenience

Sensor XP’s ultra-light handle weight (1.5 pounds) provides fatigue-free cleaning

Large capacity, top-filling bag

Powerful, two-stage, 1.6 hp vacuum motor

40 foot power cord

Convenient cord hooks with quick release

Cleans both hard floors and carpets

Quiet operation Low-level exhaust

Slip-free, neoprene toothed brush belt is enclosed for protection from dirt

Rubber-stripped wheels for smooth operation and traction

Cleans flush to baseboard

Two-row, chevron brush maintains constant speed of 5400 bristle contacts per minute (2700 rpm)

Quick-release hose for easy maintenance

Sensor XP’s indicator lights warn the operator:

1. When the bag is full.

2. If there is a clog.

3. If the brush is jammed or worn out.

12, 15 or 18 inch cleaning path

Rugged ABS construction

The Automatic Vacuuming System™ adjusts Sensor XP’s brush for highest efficiency on any surface

Performance Features

Target Markets:

• Hospitality

• Education

• Office Buildings

• Casinos

• Cruise Ships

• Healthcare

Technical Specifications

SRXP12 SRXP15 SRXP18

Model Number.: 1.012-024.0 1.012-027.0 1.012-030.0

Vacuum Motor: High performance, two-stage, 1.6 hp (1200 watts), 90" (228 cm) waterlift, 105 cfm (50 l/s) airflow

Same Same

Housing: Injection molded, high-impact ABS plastic Same Same

Brush Drive: Non-slip toothed belt, enclosed, electronic safety clutch and speed control

Same Same

Brush Speed: 5400 brush contacts per minute, 2700 rpm Same Same

Brush Servo Motor: Automatically sets brush height, electronic sensor Same Same

Dust Bag: Triple layer bag with 323 in³ (5.3 l), enclosed, top-loading

Same Same

Filtration: 99.6% at 0.3 microns, 76 in² (490 cm²) filtration area Optional HEPA filter, 99.97% at 0.3 microns

Same Same

Wheels: 2.5" (6.4 cm) dia. rubberized Same Same

Cable: 40' (12 m) 18/3 SJT, double insulated Same Same

Electrical: Operates on 120V, 60 cycle 230V, 50 Hz models available in some markets

Same Same

Agency Approval: UL Listed to U.S. and Canadian Safety Standards Same Same

Working Width: 12" (31 cm) 15" (38 cm) 18" (46 cm)

Height: 46" (117 cm) Same Same

Handle Weight: 1.5 lbs (0.7 kg) Same Same

Weight With Cable:

Without Cable:

18 lbs (8.2 kg) 16 lbs (7.2 kg)

18 lbs (8.2 kg) 16 lbs (7.2 kg)

19 lbs (8.6 kg) 17 lbs (7.7 kg

Shipping Weight: 20 lbs (9.2 kg) 20 lbs (9.4 kg) 21 lbs (9.7 kg)

Sound Level: 69 dBA at operation Same Same

Tools: On-board crevice and upholstery tools, optional dusting brush and clip

(part #1094 and part #5352WS) available

Same Same

Approvals: CRI Indoor Air Quality Testing Program Same Same

Warranty: Lifetime on belts, 5 years on bag housing, 2 years on motor and chassis.

See full warranty for details.

Same Same

Patents: 5028245, 4955106, 5056175 Same Same

Specifications are subject to change without notice.

Sensor’s door will not close if bag is missing, and machine will not run if either bag or filter is not in place. This added safety feature prevents machine damage.

No-tools brush removal is simple and quick.

15 inch and 18 inch models for productivity in larger areas.

Sensor XP comes with a crevice and upholstery tool stored on the back of the machine.

Sensor XP’s low profile, flat-to-floor hinge design makes it easy to clean under beds and other furniture.

Windsor Innovations Protect:

WaterIndoor Air Quality People Environment

© 2014. All rights reserved.

A-399

Bold Innovation. Expert Results.

www.windsorind.com » 800-444-7654 1351 W. Stanford Ave. Englewood, CO 80110 USA

A member of KÄRCHER North America

Solicitation Response Form Place this form on top of your response.

Company Name:

Point of Contact:

Street Address:

City:

State:

Zip Code:

Telephone:

Email:

Website:

Authority to Act The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the products/services in accordance with the terms and conditions herein.

Terms, Conditions, and Specifications Through the submission of response and signature below, the respondent verifies that their solution, if applicable, complies fully, or complies with an exception, to all stated general and special terms, conditions, and specifications. See the FCPS General Terms and Conditions for further information and directions on notating exceptions to stated specifications.

Addenda Through the submission of response and signature below the respondent verifies that they have read and understood any addenda issued for this solicitation if issued.

Signature: _____________________________________ Date: _______________________

FCPS Purchasing Department Reference Form

Requested Information Response

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City, State, Zip

Phone Number

Email

Requested Information Response

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Requested Information Response

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