Air Filters

INVITATION FOR BID
AIR FIL TERS
CITY OF WINS TON-SALEM
Property M aintenance
Bids Will Be Op ened 10:00 a.m.
June 22 , 2026
SUITE 324, CITY HALL BUILDING
101 NORTH M AIN STREET
WINSTON-SALEM, NORTH CAROLINA
BY THE
CITY/COUNTY PURCHASING DEPARTMENT
324 City Hall Building
Winston-Salem, NC 27101
IF 26260 Air Filters Page 1 of 12

Notice to Bidders
It is the policy of the City of Winston-Salem that an employee, officer, or agent of the City may not
participate in any manner in the bidding, awarding, or administering of contracts in which they, or a
member of their immediate family, their business partner, or any organization in which they serve as an
officer, director, trustee, or employee, have a financial interest.
The successful bidder must comply with all provisions of the Americans with Disabilities Act (ADA)
and all rules and regulations promulgated thereunder. By submitting a bid, the successful bidder agrees
to indemnify the City from and against all claims, suits, damages, costs, losses, and expenses in any
manner arising out of, or connected with, the failure of the Company, its subcontractors, agents,
successors, assigns, officers, or employees to comply with the provisions of the ADA or the rules and
regulations promulgated thereunder.
All bids must be firm and not subject to increase, unless specified within the provisions of this Invitation
for Bid (IFB) and mutually agreed upon by the City and the proposer.
No special inducements will be considered that are not a part of the original bidding document.
City Rights and Options
The City, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute or otherwise modify this IFB at any time
* To cancel this IFB with or without the substitution of another IFB
* To take any action affecting this IFB, this IFB process, or the equipment subject to this IFB that
would be in the best interests of the City
* To issue additional requests for information
Public Records
Any material submitted in response to this IFB will become a "public record" once the bidder's
document(s) is opened and the bidder is determined to be a participant in the solicitation process and
shall be subject to public disclosure consistent with Chapter 132, North Carolina Statutes. Bidders must
claim any applicable exemptions to disclosure provided by law in their response to this IFB. Bidders
must identify materials to be protected and must state the reasons why such exclusion from public
disclosure is necessary and legal. The City reserves the right to make all final determination(s) of the
applicability of North Carolina General Statutes 132-1.2, Confidential Information.
Familiarity with Laws and Ordinances
The submission of a bid on the items/equipment requested herein shall be considered as a representation
that the bidder is familiar with all federal, state, and local laws, ordinances, rules and regulations which
affect those engaged or employed in the provision of such services, or equipment used in the provision
of such services, or which in any way affects the conduct of the provision of such services; and no plea
of misunderstanding will be considered on account of ignorance thereof. If the bidder discovers any
provisions in the IFB documents that are contrary to or inconsistent with any law, ordinance, or
regulation, it shall be reported to the City in writing without delay.
The bidder agrees that in carrying out this contract, compliance will be maintained with all applicable
federal, state, and local laws, specifically including, without limitations, the Occupational Safety and
Health Act of 1970 and Section 1324A, the Immigration Reform and Control Act.
The bidder certifies that the bid is made in good faith and without collusion with any person bidding on
this contract or with any officer or employee of the City of Winston-Salem.
IF 26260 Air Filters Page 2 of 12

The undersigned further agrees, in connection with the performance of this contract, not to discriminate
against any employee or applicant for employment because of race, religion, color, gender, age,
handicap, political affiliation or national origin.
Ethics Policy / Code of Conduct
The City of Winston-Salem has established guidelines for ethical standards of conduct for City
representatives and to provide guidance in determining what conduct is appropriate in particular cases.
City representatives should maintain high standards of personal integrity, truthfulness, honesty, and
fairness in carrying out public duties; avoid any improprieties in their roles as public servants including
the appearance of impropriety; and never use their position or power for improper personal gain. In
establishing an ethics policy, the City of Winston-Salem desires to protect the public against decisions
that are affected by undue influence, conflicts of interest, or any other violation of these policies as well
as promote and strengthen the confidence of the public in their governing body. For a complete review
of the City Policy click the following link.
http://www.cityofws.org/Home/Departments/Purchasing/Articles/Bids
Equal Employment Opportunity / ADA
The Contractor shall not discriminate against any employee or applicant for employment because of
race, creed, color, religion, national origin, political affiliation, gender, age or disability. The contractor
shall comply with all applicable laws and regulations regarding the American with Disabilities Act
(www.ADA.gov) as amended from time to time and all rules and regulations promulgated thereunder
and other laws and regulations pertaining to equal employment. The Contractor hereby agrees to
indemnify the Owner from and against all claims, suits, damages, costs, losses and expenses in any
manner arising out of or connected with the failure of the contractor, its subcontractors, agents,
successors, assigns, officers or employees to comply with the provisions of the ADA or rules and
regulations promulgated thereunder. The Contractor agrees to act affirmatively in its employment and
promotion practices, and in the general treatment of its employees.
Stimulation of the Local Economy
In an effort to stimulate the local economy, foster development and promote efficiency in the provision
of city services and the completion of various city projects, the City of Winston-Salem has undertaken
an initiative to strongly encourage all parties contracting with the City of Winston-Salem to evaluate
their internal operations and hiring practices and, where appropriate, to initiate efforts to stimulate the
local economy by hiring applicants and contractors from the Winston-Salem/Forsyth County Area and
by utilizing minority and women contractors and service providers. Such efforts to stimulate the local
economy may be accomplished by posting job vacancies with the North Carolina Employment Security
Commission, the Piedmont Triad Regional Council of Governments, and the Winston-Salem Urban
League; and utilizing the State of North Carolina Office for Historically Underutilized Business database
(https://www.ips.state.nc.us/IPS/vendor/SearchVendor.aspxt=hobtain) or other local resources such as
the City of Winston-Salem M/WBE Program to identify Winston-Salem/Forsyth County based
contractors and subcontractors. Stimulation of the local economy requires a collaborative effort of both
the public and private sector. The city is committed to taking reasonable steps to achieve said goal.
Iran Divestment Act
Contractor hereby certifies that it is not on the North Carolina State Treasurer's list of persons
engaging in business activities in Iran, prepared pursuant to NCGS G.S. 147-86.58, nor will
Contractor utilize on this agreement any subcontractor on such list. This list, along with additional
information about the Iran Divestment Act, is available on the Treasurer's Office site:
https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-
Resources.aspx.
IF 26260 Air Filters Page 3 of 12

SPECIAL TERMS AND CONDITIONS
DETAILED SPECIFICATIONS: Detailed specifications for the items/equipment are included with
the bid request. Bids to be submitted in accordance with the specifications and these Special
Terms and Conditions, both of which require doing all that is necessary, proper, or incidental to
the furnishing of the equipment identified herein. All things not expressly stated in the
specifications or Special Terms and Conditions but involved in carrying them out must be
included in bidder's proposal as though they were specifically stated.
NOTICE TO BIDDERS: All bids are subject to the provisions of the instructions to Bidders, special
terms and conditions specific to this Invitation for Bids, the specifications, and General Contract
Terms and Conditions. The City of Winston-Salem objects to and will not evaluate or consider
any additional terms and conditions submitted with a bidder response. This applies to any
response appearing in or attached to the document as part of the bidder's response. DO NOT
ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of a
proposal, the bidder agrees that any additional terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect. It shall be the bidder's responsibility to
read this entire document, review all enclosures and attachments, and comply with all
requirements specified herein.
The bidder is cautioned that the requirements of this bid can be altered only by written addendum
and that verbal communications from whatever source are of no effect.
EXCEPTIONS TO SPECIFICATIONS:
In the event that clarifications or changes to bid specifications are necessary, changes will be
made by written addendum. In all cases items/equipment must be furnished as requested, and
where brand names are used, consider the term "or equal" to follow. Such references are not
intended to be restrictive and comparable products of other manufacturers will be considered.
However, written approval for any proposed substitution or change in specifications must
be obtained by bidder prior to the close of bids.
Any request for an approved equal, change in specification or protest of specifications must be
fully supported with technical data, test results, or other pertinent information and evidence that
the substitute offered is equal to, or better than, the specification requirement. The bidder shall
not construe this paragraph as inviting deviation or implying that any deviation will be
acceptable.
Bidder's failure to request exceptions to specifications or approved equals as stated above will
be interpreted as the bidders' intent to comply fully with the requirements as written. Conditional
or qualified bids shall be subject to rejection in whole or in part.
The City of Winston-Salem reserves the right to postpone bid openings for its own convenience.
GENERAL REQUIREMENTS: The items/equipment furnished shall be new and unused and the
manufacturer's latest listed and published stock model, or models which meet all the applicable
requirements of these specifications. Specifications may require that certain makes and models
of vehicles, auxiliaries and/or accessories be provided.
BIDDERS SUBMITTALS(when requested): Bidder must furnish all information requested herein
including descriptive literature and/or complete specifications covering the products offered.
Reference to literature submitted with a previous bid will not satisfy this provision. Bids which
do not comply with these requirements will be subject to rejection. All documents submitted
should bear the name of the bidder.
IF 26260 Air Filters Page 4 of 12

EXPENSES INCURRED IN PREPARING BID: The City of Winston-Salem accepts no
responsibility for any expense incurred by the bidder in the preparation and presentation of a bid.
Such expenses shall be borne exclusively by the bidder.
CONTRACT/AWARD: Pursuant to the laws governing public contracts in North Carolina, the
successful bidder's/vendor's response to this Invitation for Bids and Proposals and any addenda
thereto, plus the City's issuance of a City of Winston-Salem Purchase Order for the proposed
goods and/or services shall constitute a binding contract.
PURCHASE OF ADDITIONAL ITEMS: Subject to the successful bidder's acceptance, the City
reserves the option to purchase additional items/equipment as specified herein at the bid price
and awarded in this Invitation for Bids and Proposals within one (1) year from bid opening date.
This bid may also be utilized by other entities per N.C.G.S. to piggyback at the sole discretion of
the vendor.
INDEMNIFICATION: The bidder/vendor covenants to save, defend, keep harmless, and indemnify
the City of Winston-Salem and all of its officers, departments, agencies, agents, and employees
from and against all claims, loss, damage, injury, fines, penalties and cost - including court
costs and attorney's fees, charges, liability, and exposure, however, caused resulting from,
arising out of, or in any way connected with the bidder's/vendor's negligent performance or
nonperformance of the terms of the contract.
VENDOR SUPPORT/SERVICE AND PARTS(where it applies): The vendor and/or manufacturer
bidding on these specifications must have the ability to provide repair parts and technical service
in the form of a service representative, including the maximum time from receipt of notice to
arrival of parts or the service representative. The manufacturer, whether they are the vendor or
not must be satisfactory to the City of Winston-Salem from the standpoint of experience,
reliability, and demonstrated ability to manufacture equipment comparable as to size and type as
that required by the specifications and shall have manufactured and/or sold equipment of the size
and type specified which has operated satisfactorily in the field for a minimum of one year. The
City of Winston-Salem reserves the right to reject bids from vendors that have failed to perform
satisfactory under previous contracts with the City of Winston-Salem and/or vendors that cannot
produce satisfactory evidence that they can furnish promptly all spare parts needed for ordinary
service and repair of the items/equipment herein specified.
IF 26260 Air Filters Page 5 of 12

INSPECTION, TRAINING, PERFORMANCE TEST AND ACCEPTANCE:
a. Upon delivery the items/equipment will be subject to inspection to verify conformance
with specifications by the staff of the City of Winston-Salem
b. Any defects or failure of items/equipment to perform or comply with any requirements
of the City specifications must be immediately remedied by the vendor at the vendor's
own expense prior to acceptance by the City.
WARRANTY(where it applies): Bidder to include the warranty provisions as outlined in bid
specifications.
TAX EXEMPTIONS: The City of Winston-Salem is exempt from Federal Excise Tax but not from
State and Local Sales Tax. Sales tax should not be included in bid prices but may be added as
separate items.
EVALUATION AND SELECTION OF BIDS: The evaluation of vendor bids shall center on the
match between the stated specifications and other requirements included in the final bid request
and the vendor's proposal including selection of the lowest responsible bidder, with consideration
of past performance, service record, and reliability. The statutory provisions controlling
purchasing by local governments in N. C. (GS 143) includes selection standards for use in making
of awards. The provision reads, "All contracts shall be awarded to the lowest responsible,
responsive bidder, taking into consideration quality, performance, and the time specified in the
bids for the performance of the contract". The City of Winston-Salem reserves the right to accept
or reject any or all bids and proposals and further specifically reserves the right to make the award
or awards in the best interest of the City of Winston-Salem.
All bids shall be made firm for no less than sixty (60) days.
IF 26260 Air Filters Page 6 of 12

Nondiscrimination Ordinance
As a condition of entering into this contact, the Contractor represents and warrants that it will fully
comply with the City's Non-Discrimination Policy, as set forth in Chapter 2, Section 2-8 Entitled "Policy
of Nondiscrimination" of the Winston-Salem City Code. As part of such compliance, the Contractor
shall not discriminate on the basis of race, ethnicity, color, creed, religion, sex, sexual orientation, gender
identity, gender expression, pregnancy, veteran status, disability, age, marital status, familial status,
protected hairstyle, political affiliation or national origin in the screening of applicants, the hiring and
treatment of its employees, the provision of the goods and/or services set forth herein, or the solicitation,
selection, hiring, or treatment of its subcontractors, vendors or suppliers, (hereinafter collectively
"subcontractors"), if any, in connection with this contract or the contract solicitation process if
applicable, nor shall the Contractor retaliate against any person or entity for reporting instances of such
discrimination. The Contractor shall enact employment policies consistent with this obligation to refrain
from such discrimination and shall provide evidence of such to the City within 90 calendar days of the
first receipt of City funds. The Contractor shall provide equal opportunity for subcontractors to
participate in all of its subcontracting and supply opportunities, if any, under this contract, provided that
nothing contained in this clause shall prohibit or limit otherwise lawful efforts to remedy the effects of
marketplace discrimination that has occurred or is occurring in the marketplace. The Contractor
understands and agrees that a violation of this clause shall be considered a material breach of this contract
and may result in termination of this contract, disqualification of the Contractor from participating in
future City contracts pursuant to Winston-Salem City Code Section 2-3 or other sanctions. Furthermore,
as a condition of entering into this contract, the Contractor agrees to: (a) promptly provide to the City
in a format specified by the City all information and documentation that may be requested by the City
from time to time regarding the screening of applicants, the hiring and treatment of its employees
particularly if City funds were used in connection with hiring and compensation process, and the
solicitation, selection, treatment and payment of subcontractors, if any, in connection with this
Agreement; and (b) if requested, provide to the City within sixty days after the request a truthful and
complete list of the names of all subcontractors that the Grantee has used under this contract, including
the total dollar amount paid by the Contractor on each subcontract or supply contract. The Contractor
further agrees to fully cooperate in any investigation conducted by the City pursuant to the City's
Nondiscrimination Policy, to provide any documents, relevant to such investigation, that are requested
by the City. The Contractor agrees to provide to the City from time to time on the City's request,
payment affidavits detailing the amounts paid by the Contractor to subcontractors and suppliers in
connection with this contract within a certain period of time. Such affidavits shall be in the format
specified by the City from time to time. Nothing in this contract shall negate or diminish the requirements
of the City's MWBE program. Nothing in this contract shall infringe upon any rights afforded to the
Contractor by state or federal law.
Public Health & Safety
To protect public health, including the health of city employees, and to slow the rate of transmission of COVID-
19, all vendors, contractors and service providers, including their employees, officers, agents and
subcontractors, conducting business with the City of Winston-Salem (collectively hereinafter "City
Contractors") must align their operations, employment and safety practices with the guidance and
recommendations of the CDC and OSHA relating to COVID-19 and the executive orders issued by Governor
Roy Cooper, until further notice. All City Contractors must implement, adhere to, and enforce measures that
require, amongst other things, frequent hand washing, the use of hand sanitizer, social distancing and the
wearing of contractor-provided PPE including, but not limited to, face masks and gloves, recommended by the
CDC, OSHA, the State of North Carolina or the City of Winston-Salem, by all of their employees and
subcontractors accessing city owned or leased property. Until further notice, all City Contractors must refrain
from accessing city owned or leased property without the aforementioned PPE and must refrain from accessing
city owned or leased property if exhibiting any symptoms associated with COVID-19. Failure to adhere to the
requirements set forth herein may result in the removal of a City Contractor from city owned or leased property
and the City's exercise of the appropriate contract suspension or termination provisions.
IF 26260 Air Filters Page 7 of 12

Proposal Form
Air Filters
Submit proposals to the following location:
US Postal Service address: or Hand-delivery or FedEx address:
City/County Purchasing Department City/County Purchasing Department
Post Office Box 2511 101 N. Main Street, 324 City Hall
Winston-Salem, North Carolina 27102 Winston-Salem, North Carolina 27101
BIDDERS:
The City of Winston-Salem is seeking bids for Air Filters per specifications included in this
document.
For any questions or comments regarding this bid please contact TaWanna A. Gates at (336) 747-
6938 tawannag@cityofws.org
***Bids may be submitted per email to tawannag@cityofws.org
IF 26260 Air Filters Page 8 of 12

Air Filters
Qty Description
192 20 x 60 810 Media Merv 10
Each Price $ __________________ Total for 192 $_________________________
Qty Description
240 24 x 20 x 12 Poly Pak, 65%, SH, No Gasket
Each Price $ __________________ Total for 240 $ __________________________
Qty Description
12 24 x 12 x 11 12 Magna 1000, Box Sty., 99.97%, Gasket on Air Exit
Each Price $ __________________ Total for 12 $ ___________________________
Qty Description
48 24 x 30 x 11 12 Magna 1000, Box Sty., 99.97%, Gasket on Air Exit
Each Price $ __________________ Total for 48 $ __________________________
NOTE: Items to be delivered in four (4) separate shipments as requested.
Estimate freight charge $ ________________________
Estimate liftgate charge $ _______________________
GRAND TOTAL $ ____________________________________________________________
IF 26260 Air Filters Page 9 of 12

BID AUTHORIZATION AND SIGNATURE
Bids are to be signed by an officer of the company authorized to bind the submitter to its
provisions. Failure to manually sign and notarize this bid form will disqualify the bidder and the
bid will not be considered.
________________________________________ _____________________________
Company Telephone Number
________________________________________ _____________________________
Authorized Signature Witness
________________________________________ _____________________________
Typed Name and Title Federal Identification #
________________________________________ _____________________________
Address, (P.O. Box or Street) City, State, Zip E-Mail Address
IF 26260 Air Filters Page 10 of 12