1401 West Pecan
Pflugerville, TX 78660
REQUEST FOR PROPOSAL
Air Filter Replacements
TERMS, CONDITIONS, SPECIFICATIONS
AND BID FORMS
PROPOSALS ACCEPTED UNTIL:
2:00 p.m. on December 3, 2019
1401 West Pecan Street
Pflugerville, TX 78660
Nicole Ayer, Purchasing Buyer
SPECIAL TERMS AND CONDITIONS
SCOPE OF WORK
This proposal is intended to provide Pflugerville Independent School District (known herein as Pflugerville ISD
or the district), Pflugerville, Texas, with district requirements for Air Filter Replacements, delivered,
assembled, maintained, or installed (when applicable), in accordance with specifications and conditions
embodied within this inquiry. Quantities, where listed, are to be considered estimated needs only. Pflugerville
ISD reserves the right to purchase less than, or additional items as needed.
This RFP will be awarded on an all or none basis. Quantities or dollar amounts listed are to be considered
estimated needs only.
The scope of services provided by the Respondent shall include the cost to deliver and possibly install filters
as addressed within this proposal document.
Prices and/or discounts shall be negotiated to a firm amount for the duration of the contract unless
otherwise specified on the deviations page of this proposal document.
The warranty, general, special terms and conditions, insurance, submittal documents and specifications as
stated herein shall apply and shall not be nullified, voided or altered in any way by the inclusion of the
Proposer's pre-printed forms with this proposal or any other document submitted during, delivery of product,
invoicing, acknowledgements letters, emails, faxes, routine communications between the contracted parties,
of subcontract employees, or third parties unless specifically acknowledged and agreed, in writing by PISD.
Upon receipt of proposals, the District will review the proposals and may request additional information,
including product or service presentations, as appropriate.
Any additional agreements/contracts to be signed by PISD shall be included with the proposal.
8. The Contractor shall honor all minimum standard warranties
9. Warranty information must be submitted with your proposal.
10. All proposals may be submitted until 2:00 pm CST, Tuesday, December 3, 2019 to the Purchasing
Department, Pflugerville ISD, 1401 West Pecan Street, Pflugerville, Texas 78660, after which time the
proposals will be publicly acknowledged.
11. This proposal is prepared as a request for proposal and will not be publicly read aloud. After the proposal is
awarded, tabulations may be requested.
12. Proposals are to be sealed and clearly marked “Air Filter Replacements RFP#20-007NA”, on the outside
of the envelope.
Vendors shall submit one (1) original, and one (1) identical copy of their response.
14. Proposals are to be sealed and clearly labeled and must include the proposal title, proposal number,
due date and time of opening. Failure to follow these instructions may result in rejection of proposal.
15. The State of Texas does not employ a resident preference; however, it does employ a reciprocity rule. Offerors
whose principal place of business is located in a state which gives preference to residents are subject to the
same restriction when submitting an offer with an entity of the State of Texas.
Proposing vendors may use additional pages, and submit additional information as needed.
The deadline for submitting questions is 12:00 pm CST, November 20, 2019. Questions should be
submitted by email to Nicole.firstname.lastname@example.org. Answers to questions shall be made public by addenda to
be posted on the district’s website by the end of business on November 21, 2019 at 4:30 pm. Answers
shall be posted at: http://cms.pfisd.net/Page/259.
Questions will not be accepted by phone. Pflugerville ISD will only respond to questions submitted as
19. The following timeline will be used for this Request for Proposal:
November 11, 2019
Vendor Questions Due
November 20, 2019 @ 12:00 pm
Answers Posted by
November 21, 2019 @ 4:30 pm
December 3, 2019 @ 2:00 pm
School Board Meeting
January 16, 2020
January 17, 2020 (anticipated)
PRE-BID CONFERENCE & SITE VISITS
There will be no pre-bid conference.
PERMITS AND LICENSES
Contractors should be fully permitted and licensed to complete all work required. Copies of all applicable
permits and licenses should be provided with your proposal response.
22. The selected Respondent is responsible for all permitting and licensing as required by the project.
Bid, Payment, and Performance bonds will not be required for this project.
AWARD OF CONTRACT(S)
It is the intent of Pflugerville ISD to award a single contract to fulfill the requirements of the RFP.
The initial contract term shall begin upon approval by the Pflugerville ISD Board of Trustees (if contract value
exceeds $50,000) and shall end on December 31, 2020. If Board approval is not required, the contract shall
begin upon approval by the District’s Director of Purchasing.
The following criteria shall be used in evaluation (total of 100 points possible):
(1) the purchase price; (1-25)
(2) the reputation of the vendor and of the vendor’s goods or services; (1-10)
(3) the quality of the vendor’s goods or services; (1-15)
(4) the extent to which the goods or services meet district’s needs; (1-20)
(5) the vendor’s past relationship with the district; (1-10)
(6) the impact on the ability of the district to comply with laws and rules relating to historically
underutilized businesses; (1-5)
(7) the total long-term cost to the district to acquire the vendor’s goods or services; (1-15) and
(8) any other relevant factor specifically listed in the request for bids or proposals. (0)
(9) for a contract that is not for goods and services related to telecommunications and
information services, building construction and maintenance, or instructional materials,
whether the vendor or the vendor’s ultimate parent company or majority owner has its
principal place of business in the state or employs at least 500 persons in this state; (0)
RENEWAL OF CONTRACTS
The contract comes with four (4) additional one (1) year renewal options if both parties agree. Renewal terms
will run from January 1 through December 31 of the following year.
If this contract has renewal options, renewal notices will be posted on the district’s website located at
http://cms.pfisd.net/Page/259. Notices may not be sent directly to vendors.
It is the responsibility of each vendor to notify Pflugerville ISD of intent to change pricing, make other contract
changes, or terminate the contract at least thirty (30) days prior to the end of each annual contract term.
SPECIFICATIONS & SCOPE OF WORK
30. The awarded vendor will be expected to provide Goods and/or Services as specified within this document.
Proposing vendors may use additional pages, and submit additional information as needed. See page 5 for
31. Pflugerville ISD is soliciting proposals from qualified vendors for the purpose of providing Air Filter
Replacements to be provided at various times throughout the year.
Air Filter Replacements
All PISD campuses and facilities.
Job Type: Air Filter Replacement Services
The district currently purchases filters for 7160 air intake sites spread across 38 separate
Filter needs include
921 - 1” thick filters (various dimensions)
5862 - 2” thick filters (various dimensions)
377 - 4” thick filters (various dimensions)
The awarded firm will be expected to deliver and install new filters as well as removal and
recycling of used filters.
A. Proposed filters shall have a Minimum Efficiency Reporting Value of MERV 8 when evaluated
under the guidelines of ASHRAE Standard 52.2-2007. It shall also have a MERV-A of 8 when
tested per Appendix J of the same standard. The media shall maintain or increase in efficiency
over the life of the filter.
B. Initial resistance to airflow shall not exceed 0.23”, 0.31” or 0.27” w.g. at an airflow of 350,
500 or 492 fpm on 1”, 2” or 4” deep models respectively.
C. The filter shall be listed by Underwriters Laboratories as UL Class 900.
D. Manufacturer shall provide evidence of facility certification to ISO 9001:2008.
E. Manufacturer shall guarantee the integrity of the filter pack to 2.0” w.g.
F. Performance Guarantee: Manufacturer shall provide a written performance guarantee to the
owner at the time of bid and during submittal phase. Filters not including a written performance
guarantee equal to that of the Camfill-Farr 30/30 are unacceptable unless the bidder includes an
allowance to the owner at time of bid to cover any additional future costs associated with the
failure of the proposed product to meet these specifications. AT NO TIME WILL THE OWNER
ACCEPT ADDITIONAL POST-BID COSTS FOR PRODUCTS UNABLE TO MEET THIS
G. Air filters shall be medium efficiency ASHRAE pleated panels consisting of cotton and
synthetic media, welded wire media support grid, and beverage board enclosing frame.
H. Select filter media that is UL listed, Class I or Class II.
I. Manufacturer's published performance characteristics shall be supported by approved
independent laboratory test reports.