HVAC Filters

Clayton County Public Schools (CCPS) in Georgia issued IFB 017-22 on June 30, 2022, for HVAC filters on an as-needed basis, with bids due August 2, 2022, at 3:00 p.m. EST. This is a closed procurement: bids were due over four years ago, and award information documents are present in the file.

The procurement was not set-aside for WBEs, MBEs, or SLBEs, though bidders were encouraged to use such vendors when possible. CCPS required a minimum of two years of prior experience supplying HVAC filters to school districts, colleges/universities, or similar-sized governmental organizations.

The scope covered pre-cut media pad HVAC filters across 25 line items in multiple nominal sizes (10" x 24" x 1/2" through 28" x 30" x 4") with estimated total quantities of approximately 12,680 units for MERV 10 filters and 12,545 units for MERV 8 filters. Addendum 1, issued June 30, 2022, added MERV 8 filters to the original MERV 10 requirement, allowing bidders to submit bids for either or both filter types. Filters required ASHRAE 52.1-92 test certification from an independent, commercially operated laboratory or ISO 9000–accredited test lab. Delivery occurred on a biweekly odd/even cycle across approximately 50 school locations (elementary, middle, and high schools; vocational centers; and administrative facilities), with delivery to a single consolidation point at 218 Stockbridge Road, Jonesboro, Georgia 30236.

Five vendors submitted bids for MERV 8 filters (FilterPro USA LLC at $26,333.60; Puremaxx LLC at $31,501.40; Mobley HVAC LLC at $32,394.10; Florence Filter Corporation at $101,548.50; and Trane selective bids). For MERV 10 filters, four vendors bid: FilterPro USA LLC at $36,894.80; Florence Filter Corporation at $42,691.50; Puremaxx LLC at $41,943.50; and Mobley HVAC LLC at $101,548.50. FilterPro USA LLC was the incumbent contractor, awarded in 2019.

The initial contract term was one year with two optional one-year renewals. All pricing was F.O.B. Destination, inclusive of all charges. Payment occurred within 30 days of delivery and invoice receipt. No bid, performance, or payment bonds were required. A non-mandatory pre-bid conference was held July 12, 2022, at 10:30 a.m. EST via Zoom. Written questions were due July 19, 2022, at 3:00 p.m. EST. Sample filters of one size per media type were due August 3, 2022.