HVAC Air Filters

Warwick Public Schools, located in Rhode Island's Kent County, is seeking bids for a comprehensive HVAC air filter procurement for the 2025-2026 school year through Request for Proposal (RFP) #26-0004. The solicitation covers 144 distinct filter specifications across multiple district locations, including 12 elementary schools, 4 secondary schools, and 3 administrative buildings. Vendors must provide air filters with specific dimensions, MERV ratings ranging from 8 to 15, with current preferred brands including Dustlok Disposable-Die Cut Frame and AP 3000 High Capacity Pleat filters. The total projected filter requirement is approximately 3,590 filters, with three filter changes anticipated during the school year. Key submission requirements include a completed Bid Form, Cost Proposal Form, and current W-9, with electronic submissions mandated through BidNet Direct by September 30, 2025, at 10:00 AM. Evaluation criteria will focus on the lowest responsive bid price, with the district reserving the right to reject any or all proposals, and vendors must maintain bid pricing for 60 days after submission.

The procurement appears open to all qualified vendors without specific set-aside designations, though the district emphasizes non-discrimination principles across race, color, national origin, sex, religion, age, and disability. No incumbent vendor is explicitly identified, and the district previously purchased filters through state MPA pricing. Vendors must provide a comprehensive bid covering all listed filter specifications, with an all-or-nothing award approach that will select a single vendor based on overall bid quality, pricing, and references. The contract term is one year, from October 2025 to October 2026, with deliveries requiring inside delivery between 6 AM and 3 PM, Monday through Friday, at no additional charge. While specific budget allocations are not detailed, vendors must submit firm unit prices for each filter specification, with potential price adjustments reflecting manufacturer-level changes. Interested parties can direct questions to Kayla Quirk, Business & Procurement Manager, with all inquiries required to be submitted through BidNet Direct by September 25, 2025, at 12:00 PM.