SLED Opportunity · MARYLAND · FREDERICK COUNTY PUBLIC SCHOOLS
AI Summary
Solicitation for qualified vendors to furnish, deliver, and maintain an electronic Master Inventory List of HVAC filters for Frederick County Public Schools, aiming to standardize filter sizes and reduce costs. Includes detailed submission requirements and virtual pre-proposal meeting.
General work description:
This solicitation is to establish a contract with a qualified vendor(s) to furnish, deliver, and maintain an electronic Master Inventory List of filters utilized in the maintenance of HVAC systems throughout Frederick County Public Schools (FCPS). The awarded contractor shall be responsible for ensuring that the Master Inventory List remains current, accurate, and accessible to authorized FCPS personnel to support effective and efficient maintenance operations.
The contractor shall also seek to standardize filter sizes wherever practicable to leverage volume discounts and achieve cost efficiencies. The overarching objective of this effort is to reduce overall expenditures associated with filter purchases for FCPS.
Addendum 1 is being issued to provide additional corrections, and clarifications to the original bid package, along with a revised Form of Proposal.
The FCPS is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.
Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of NO VALUE of the total bid price, payable to Frederick County Public Schools, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.
Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanWednesday, April 15, 2026 to FCPS 191 South East Street, Frederick, MD 21701, Attn:David Guzman. Please have the Bidder Name, Contract Title ("26M4, HVAC Filters"), and Contract Number ("TBD") listed clearly on the outside of the envelope.
The contract shall be executed by the successful bidder and shall be returned, together with the Payment Bond, Performance Bond and Certificate(s) of Insurance to the County so that it is received within 10 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.
Please Upload your COMPLETE Proposal with Signature Page here.
Please upload your Technical Proposal here, excluding the Form of Proposal. Your Signature Page should be uploaded here.
Confirm that your Form of Proposal is not attached in your Technical Proposal and is attached separately here.
Complete and upload Statutory Affidavit and Non-Collusion Form
Complete and upload Certificate of Compliance Form
Complete and upload Vendor Conflict of Interest Disclosure Form
Please upload your completed MBE Attachment "A" Form here.
Please upload your completed MBE Attachment "B" Form here
Complete and upload a current W9 (dated within the last year)
Complete and upload the Proprietary Information Form
Would you like to have bidders respond to an electronic pricing table through ProcureNow? Answer no here if you are attaching your own pricing spreadsheet that you want them to fill out and upload or if the RFP has the vendor including their own formated cost proposal response.
Do you need to separate the Vendor's Fee Proposal from the rest of the Response?
Q (List of Filters): Is the list of 433 filters available in Excel format?
A: Yes this is available and wll be released in an upcoming addendum.
Q (MERV 10 Filters): Can we substitute MERV 11 filters for the MERV 10 filters?
A: No substitutions, please.
Q (MD Business License): Are we required to submit our Maryland Business License with our bid response or can we apply for that after we receive notification of award?
A: Per the solicitation requirements, vendors are required to submit proof of registration as a Maryland business with their proposal. This may be satisfied by providing either a copy of the Maryland business license or a letter of good standing from the State of Maryland.
Q (Service Level Agreements): Is Section 43 "Service Level Agreements" applicable to this bid's scope of work?
A: Section 43 (Service Level Agreement) is part of FCPS’s standard terms and is generally applicable to contracts involving system-based or technology services (e.g., help desk support, hosted systems, or software performance). Given the scope of this solicitation (HVAC filter supply and delivery), the SLA requirements outlined in Section 43 are not applicable.
Q (Service Level Agreements): If awarded, will the awarded Vendor be required to complete the monthly Service Level Agreement Reports?
A: No, for this solicitation the awarded vendor will not be required to complete monthly Service Level Agreement (SLA) reports. The SLA section included in the solicitation is part of FCPS’s standard terms and is generally applicable to system-based or technology service contracts, which does not apply to the scope of this project.
Q (All or None Clarification): Please clarify whether we are allowed to no bid on some line items?
A: Vendors may choose to no bid on individual line items. However, per Section II, Item 5 of the solicitation, if a vendor wishes to have their bid considered on an aggregate (all-or-none) basis, they must provide unit pricing for each item included in their bid. Failure to provide unit pricing for all items within the proposed scope may result in the bid being considered nonresponsive. Awards may be made by line item, group, or in the aggregate, whichever is determined to be in the best interest of FCPS.
Q (Order Frequency): How many times per year will FCPS place orders?
A: Replenishment orders will typically be placed on a quarterly basis, but frequency could change based upon needs.
Q (Terms and Conditions): Will Frederick County Public Schools consider alternate terms and conditions or cooperative agreement terms and conditions instead of the RFP's general terms and conditions?
A: Frederick County Public Schools (FCPS) utilizes standardized General Terms and Conditions in its solicitations to ensure compliance with applicable laws, Board policies, and risk management requirements. As such, these terms and conditions are generally not subject to wholesale replacement by alternate or cooperative agreement terms. Vendors may, however, submit specific exceptions or requested modifications to the General Terms and Conditions as part of their proposal. Any such exceptions will be reviewed by FCPS, but acceptance is at the sole discretion of FCPS and will typically be limited to minor or non-material revisions that do not conflict with legal or policy requirements. Use of cooperative agreement terms and conditions may be considered only where the cooperative contract has been previously approved and where its terms are consistent with FCPS requirements. In all cases, FCPS reserves the right to require adherence to its standard terms and conditions. Vendors are encouraged to clearly identify any requested exceptions within their proposal submission.
Q (Electronic Master Inventory List): Can you please provide some more information on the Electronic Master Inventory List? Is FCPS looking for Punchout Capabilities or Vendor Managed Inventory Capabilities?
A: The Electronic Master Inventory Sheet is a document that we utilize to track filters sizes for each piece of equipment. Additionally, it has info related to MERV requirements per manufacturer and the quantity of filters required per change. We typically manage it, but will require feedback from the awarded vendor to ensure we are operating as efficiently and cost effective as possible. As for actual inventory levels, these will be maintained by FCPS Warehouse staff.
Q (Filters Depth): Is the depth of the below size correct? 7.25 X 55.25 X 0.33 8 X 35 X 0.25 8 X 28 X 0.5 8.625 X 31 X 0.625 8.625 X 31.75 X 0.5 8.75 X 33.875 X 0.5 8.75 X X 57.75 X 0.5 8.5 X 20.5 X 0.5 12 X 18 X 0.5
A: Yes. This size is typically for a unit ventilator/fan coil. We have been able to purchase these in pleated filters in the past, but are willing to accept substitutions, link filters, etc., as long as they meet a MERV 8 rating.
Q (Item # 135 24 X 24 X 12): What type of filter is the below item # 135 below is? Can you please provide us with the MERV rate, Media, Specification sheet and picture? 24 X 24 X 12
A: These are filters for a Sternvent dust collection system located in a wood shop. I would defer to the manufacturer for the filter requirements. The model number for the equipment is DKPD96025-4 and the filter spec’d out for it is part number FILT-D4-CNW2N-2430N
Q (Item #163 (8.875 X 33.5 X 33.5 X 1)): Is the correct size of item # 163 below a 8.875X33.5 X 1? 8.875 X 33.5 X 33.5 X 1
A: This appears to be a typo. The correct size should be 8.875X33.5 X 1
Q (item # 197 (20 X 20 X 3) and Item # 318 (12 X 12 X 3)): What Type of filter are items # 197 and #318? Can you please provide us with the MERV rate, part # brand, Media, specification sheet and picture?
A: Thank you for catching this. This was a size error on the spreadsheet and should be 20 X 20 X 2 and 12 X 12 X 2.
Q (Item # 351 (2 X 20 X 1)): Is the size of item # 351 correct?
A: Thank you for asking. This was an error on the spreadsheet and should be 20 X 20 x 1
Q (Supply, installation, or services): Is this bid for supply, installation, or services? If yes, can the vendor bid to supply the product without providing the installation/services?
A: This RFP is for the supply of filters
Q (Do you accept the full case?): Do you accept the full case?
A: The expectation is that we will order what we need even if its not a full case. Please refer to bid lengiuage on yirem 6-ii on section II.
Q (Will this be awarded to more than one bidder?): Will this be awarded to more than one bidder?
A: This RFP will be awarded multiple vendors.
Q (Who is the current contractor?): Who is the current contractor?
A: FCPS has not had a contract and we currently don't have a specific contractor.
Q (When was the current contractor awarded the contract? Can you please provide us with a copy of the current contract?): When was the current contractor awarded the contract? Can you please provide us with a copy of the current contract?
A: There is no current contract for this RFP.
Q (Is it allowed for the vendor to not bid for some items?): Is it allowed for the vendor to not bid for some items?
A: That is correct, it is allowed for a vendor to not bid on some items.
Q (No subject): What is the estimated quantity/value per shipment?
A: Previous filter orders over the past 5 years were strictly MERV 13 and distributed to individual sites. I can share that we spent approximately $100K per order systemwide for 75-80 facilities, but the number will not be relevant to what we are currently looking for under this contract.
Q (No subject): Is the shipping going on quarterly?
A: As noted in question 7, replenishment orders will typically be placed on a quarterly basis, but frequency could change based upon needs.
Q (No subject): At the price sheet, are there total quantities for each filter size monthly, every 4 months semiannually, or annually?
A: The quantities on the Form of Proposal are estimated quantities.
Q (No subject): In the past 12 months, how many shipments have been received?
A: Approximately 250, but this would not a true comparison to what we are looking for under this contract. In the past we shipped to individual facilities, and under this contract and moving forward, we will be utilizing a centralized warehouse approach for distribution.
Q (No subject): Last year, how many invoices did you have?
A: Approximately 250, but this would not a true comparison to what we are looking for under this contract. In the past we shipped to individual facilities, and under this contract and moving forward, we will be utilizing a centralized warehouse approach for distribution.
Q (No subject): What was the contract amount spent last year?
A: There is no current contract.
Q (No subject): What was the total final bid for the previous winning bidder?
A: There is no active bid for this.
Q (No subject): What is the expected number of shipments per year for each location?
A: Shipping will only be to one location, and replenishment orders will typically be placed on a quarterly basis, but frequency could change based upon needs.
Q (No subject): Do you have a warehouse for the delivery?
A: Yes all filters will be deliverred to the FCPS warehouse.
Q (No subject): How many different "ship to" locations are required? If multiple ship-to locations are required, please provide a list of each "Ship To" location address.How many different "ship to" locations are required? If multiple ship-to locations are required, please provide a list of each "Ship To" location address.
A: Shipment location will to the FCPS warehouse. There shall be no multiple locations.
Q (No subject): Is a lift-gate or forklift required for delivery?
A: We have a forklift and operator on-site and available to assist with off-loading.
Q (No subject): Is a pallet required for delivery?
A: Yes orders should be palletized.
Q (No subject): Do you have a dock for delivery?
A: There is a dock for delivery at the FCPS warehouse.
Q (No subject): Is an appointment required for delivery?
A: This will be adderssed in an upciming addendum
Q (No subject): Do you need an inside delivery?
A: You will need to provide a vehicle capable of back up to our dock height roll-up door. From there we will unload using our forklifts and equipment.
Q (No subject): Are the samples required at the time of the bid? If yes, where and when will samples be needed? Is there a particular size for each type?
A: No, they are not required. If you should decide to send samples for review, please send to: FCPS Maintenance, 7446 Hayward Rd, Frederick MD, 21702
Q (No subject): What frequency would these filters be purchased?
A: As noted in question 7, replenishment orders will typically be placed on a quarterly basis, but frequency could change based upon needs.
Q (No subject): Can the vendor provide you with filters from different brands that meet the same specifications?
A: Yes, that is acceptable.
Q (No subject): When is the first PO usually requested after you announce the award?
A: There is no timeline for the first PO folling award annoucemnet.
Q (No subject): Is the submission on your website or in hard copy via mail? If it is via mail, how many copies are required with the original copy?
A: Submission for this solicitaion will done through the OpneGov platform.
Q (No subject): Can you please provide us with the billing address, phone # and email address of the account payable?
A: Please reffer to Bid lenguage for this information on Section I item 24.
Q (No subject): s a bid bond, performance bond, or payment bond required? If yes, by how much?
A: Bonds are not required for this RFP.
Q (Filter Shipping Costs): A question was raised on the Pre-Bid meeting about how to assign shipping cost related filter delivery. It was agreed not to inflate the price on the bid sheet to include shipping. How will FCPS direct suppliers to handle these costs?
A: The expectation is that the supplier will provide accurate shipping costs at the time of order, as item weights and final shipping charges are determined prior to shipment. Any additional or unforeseen costs must be reviewed and approved by the Contract Administrator on a case-by-case basis.
Q (Field Modification to Create Standard Filters): 1. The Specs call for “The contractor shall also seek to standardize filter sizes wherever practicable to leverage volume discounts and achieve cost efficiencies. For example, Line item 25 is a 20x44x1 Custom cut filter. Does FCPS want to consider putting (2) standards side by side. A 20x20 and a 20x24 would measure 19.5x43 combined. You could add a 1” Channel track in this frame and only have standards moving forward. Another example is line 33. This is a 24x25x2 however if you added a 1” channel track a 24x24x2 would work and this is a standard part that measures 23.5x23.5 and help streamline a lot of your order sizes. Would FCPS like us to propose these alternatives with pricing based on our recommendations.
A: This will be more applicable and expected once the contract is awarded. Please price as shown in the inventoried list of needs
Q (Custom Cut Sizes): Several of these are listed as standard and not nominal, for example line item one is clearly a standard filter at 16x20x2 (which measure 15.5x19.5x1.75) however line 20 is a custom at 17x30x1? Do we assume that these customs should be undercut by 0.5” on HxW or exact cut. I.e. should this part be 16.5x29.5 or 17x30 exact?
A: Fitment is critical to ensure over performance of equipment while maintaining proper IAQ. Size management and feedback from the vendor is part of this contract to ensure we are utilizing industry standardized filter sizes where applicable.
Q (High Capacity ): Has FCPS thought about providing High-Capacity Pleats to reduce change out? I.e. they make pleats that last 6,9,12+ months now that would reduce the changeouts, delivery, trash, CO2 output, sustainability. Most of these are financially backed, would FCPS consider an alternative bid with pleats that last 6 months or 12 months? This would reduce the volume purchased annually. The frequency question was addressed in Question 7 on your first response but if financially guaranteed 6 month+ options can be provided would FCPS consider this due to the labor savings it would provide?
A: We are only entertaining manufacturer's requirements and standard filters on this contract.
Q (Bid Tabulation ): Can you provide the bid tabulation for the last filter contract done with Frederick County Public schools
A: There is no previous contract for this solicitation and thus no bid tabulation.
Q (No subject): Could you please confirm if a MARYLAND BUSINESS EXPRESS DEPARTMENT ID is required for this bid? I am asking because this bid is for the supply of materials and not for construction services. If this number is indeed required, could you please provide us with the link to the appropriate website where we can find more information or apply?
A: Thank you for your question. A Maryland Business Express Department ID (SDAT ID) is not typically required solely for submitting a bid to supply materials. This number is generally assigned only after a business is registered with the Maryland Department of Assessments and Taxation (SDAT) and is used to identify the business in state records. However, if the solicitation requires vendors to be registered to do business in Maryland or in “good standing” with the State, then a Department ID would be necessary because it is issued as part of that registration process. A Department ID is a unique identifier assigned to businesses registered with SDAT and is used for filings, licensing, and other state interactions. Businesses can verify or obtain this information through the Maryland Business Express portal. You can find more information or register your business here: https://businessexpress.maryland.gov You may also search for or confirm a Department ID using the Business Entity Search tool: https://egov.maryland.gov/businessexpress/entitysearch
Q (8X35X0.25): Regarding the dimensions 8X35X0.25, could you please confirm if this is a pleated filter? Additionally, I would like to verify if the 0.25 depth is correct for this specification.
A: Yes. This size is correct and is typically used in a unit ventilator/fan coil. We have been able to purchase these in pleated filters in the past, but are willing to accept substitutions, link filters, etc., as long as they meet a MERV 8 rating.
Q (No subject): What type of filters is 24X24X12?
A: These are filters for a Sternvent dust collection system located in a wood shop. I would defer to the manufacturer for the filter requirements. The model number for the equipment is DKPD96025-4 and the filter spec’d out for it is part number FILT-D4-CNW2N-2430N
Q (Line Item #135 24 X 24 X 12 ): Is Line Item #135 24 X 24 X 12 a rigid cell filter or a pocket filter?
A: These are filters for a Sternvent dust collection system located in a wood shop. I would defer to the manufacturer for the filter requirements. The model number for the equipment is DKPD96025-4 and the filter spec’d out for it is part number FILT-D4-CNW2N-2430N
Q (Line Item #135 24 X 24 X 12 ): Please confirm whether Line Item #135 24 X 24 X 12 needs to be quoted with a header or without?
A: These are filters for a Sternvent dust collection system located in a wood shop. I would defer to the manufacturer for the filter requirements. The model number for the equipment is DKPD96025-4 and the filter spec’d out for it is part number FILT-D4-CNW2N-2430N
Q (Background Check Requirements): Do sections 31. "Employment of Child Sex Offenders and Persons with Uncontrolled Access to Students" and 32. "Criminal Background Checks" from the General Terms and Conditions apply to this solicitation if it is only for the supply of filters?
A: While Sections 31 and 32 do not apply to the delivery of filters, they do apply under this solicitation, as the expectation is that the account manager will travel to sites to perform analysis for filter size standardization and to update the master list, which may involve access to school facilities.
Q (Certification of Compliance Form): Does the Certification of Compliance form regarding background checks of personnel working on FCPS property apply to this solicitation if it is only for the supply of filters?
A: While Sections 31 and 32 do not apply to the delivery of filters, they do apply under this solicitation, as the expectation is that the account manager will travel to sites to perform analysis for filter size standardization and to update the master list, which may involve access to school facilities.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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