HVAC Air Filter Services

The Cherokee County School District (CCSD) in Georgia is soliciting proposals through a Request for Proposal (RFP) for customized HVAC air filter services to be provided district-wide across approximately 52 schools and administrative buildings. The procurement seeks qualified air filter service providers to supply, install, and manage quarterly replacement of HVAC filters rated at Merv 8 or Merv 9 specifications at all CCSD locations, including 57 total facilities spanning multiple municipalities such as Canton, Woodstock, Acworth, and Waleska. Deliverables include supplying steel 24-gauge custom-fabricated frames, installing filter media materials, removing used filters and debris, and ensuring compliance with all applicable Federal, State, County, City, electrical, plumbing, HVAC, and Fire Safety Codes. The estimated total quantity across all filter sizes is approximately 5,085 units, with the largest single order being 1,173 units of 15x30x1 filters. Proposers must submit filter media samples in 1-inch and 2-inch thicknesses, filter specifications, laboratory test documentation, metal frame samples, detailed Scope of Work, certified service technician lists, and ASHRAE Air Filter Test Standard compliance documentation by 2:00 p.m. on Wednesday, May 27, 2026, with proposals due by 9:00 a.m. on Thursday, May 28, 2026, through the electronic portal only. Questions must be submitted through the Euna Procurement portal by 2:00 p.m. on Thursday, May 21, 2026. The contract term runs from July 1, 2026, through June 30, 2027, with potential renewal options available if requested by the awarded proposer at least 120 days before term expiration. Award will be made on an "all or none" basis to a single proposer responsible for managing filter change-outs across all district locations. Evaluation criteria consist of 25 points for Approach and Scope of Work, 25 points for Service and Support, 20 points for Qualifications, 20 points for Price, and 10 points for References, with additional consideration given to quality, product availability, craftsmanship, cost and price escalation, presentation, litigation history, warranty, experience, minimum order requirements, volume discounts, and preference for local representatives or vendors.

No set-aside designations for disadvantaged enterprises, minority-owned businesses, or other restricted categories are identified in this RFP documentation. Proposers must satisfy multiple compliance and qualification requirements, including non-collusion certification, debarment and suspension certification, Georgia Security and Immigration Compliance Act registration with E-Verify for all employees, and completion of the mandatory acknowledgement form confirming understanding of all general and specific terms and conditions. Proposers must maintain comprehensive insurance coverage including General Liability Insurance of $2,000,000 General Aggregate and $1,000,000 per occurrence, Business Automobile Liability Insurance with equivalent limits, statutorily required Workers' Compensation Insurance, Employee Fidelity Insurance of $250,000 minimum per employee, and Data Breach Insurance of $3,000,000 per occurrence if access to District data is involved, with the Cherokee County School System named as certificate holder and additional insured. All pricing must be firm for the entire contract term and any renewals, with payment terms established as net 30 after complete delivery or service completion; all associated costs including assembly, installation, shipping, delivery, handling, environmental fees, and fuel surcharges must be included in the proposal, and CCSD is exempt from state sales tax and federal excise tax. No specific budget range or award value is disclosed in the RFP documentation; however, the estimated procurement scope of 5,085 filter units across quarterly service cycles for a one-year term provides indication of contract magnitude. No incumbent vendors or current contractors are identified in the available documentation.