RFP Number 3. 18. 26. 1 - HVAC Merv13 Filters

David Douglas School District in Portland, Oregon is issuing RFP Number 3.18.26.1 for the procurement of HVAC MERV13 filters with quarterly delivery to multiple school locations throughout the district. The procurement seeks one or more qualified vendors capable of supplying approximately 4,725 filters annually in various sizes ranging from 6.75x16.75x1 inches to 29.75x24.40x4 inches, with delivery to nine elementary schools, three middle schools, one high school, an alternative high school, the district office, and multiple satellite locations across the Portland metropolitan area. Vendors must accommodate exact quantity ordering (singles rather than case quantities) via phone, fax, email, and online capabilities, provide custom filter sizes and special orders as needed, and deliver filters by specified deadlines: the first Monday of winter break, the Monday of spring break, and the first Monday after teachers depart for summer. The contract term is twelve months effective June 1, 2026, with options to renew for up to six additional one-year periods upon mutual consent, and the RFP notes that additional premises, filter sizes, and quantities may be added during the contract term. Proposals are due electronically through Oregon Buys by April 20, 2026, at 2:00 p.m. Pacific Time, with public opening ten minutes after the deadline. Evaluation is qualifications-based with cost as a consideration, using a 150-point total scoring system consisting of a 50-point price proposal scale and a 100-point technical proposal scale; the district reserves the right to conduct interviews with finalists. Vendors must provide three professional references demonstrating prior experience with similar products or services, certify resident bidder status as defined in ORS 279A.120, and agree to honor quoted prices for 90 days from the date of signature.

Proposers must certify compliance with state and federal non-discrimination laws, including ORS 279A.110 regarding minority, women, and emerging small business enterprises, and must indicate any current certification by the Oregon Office of Minority, Women & Emerging Small Business (OMWESB). All vendors must verify they are not debarred or suspended from federal, state, or local contracts and have not been convicted of fraud or other specified offenses within the preceding five-year period. Mandatory insurance requirements include workers' compensation coverage, commercial general liability insurance with limits of not less than $2,000,000 per occurrence, and automobile liability coverage of $1,000,000. The RFP does not identify a specific incumbent vendor or current contractor, nor does it specify a budget amount or award value, allowing the total annual spend to depend on the unit prices submitted by competing bidders across the estimated 4,725-unit annual requirement. All work must comply with Oregon prevailing wage laws and applicable civil rights statutes, and the district is exempt from state and federal excise, transportation, and sales taxes. The sample contract provided as Attachment D will form the basis of the final agreement and includes extensive Oregon Revised Statutes requirements covering labor standards, tax compliance, workers' compensation, nondiscrimination, and indemnification obligations.