Coahoma County School District
 
 
 
 
 
 
Portable Air Purifiers Request for Proposal
R FP-PORTABLE-AIR-PURIFlERS-CCSD
 
 
 
 
 
 
 
 
 
September 2021

 

 
The Coahoma County School District will receive Bids for Portable Air Purifiers for classrooms, gyms, cafeterias, and large meeting areas with filters in the following manner:
 
Un-priced bid proposals will be accepted until 10:00 a.m., CST on Thursday, September 30, 2021, in sealed envelopes at the Coahoma County School District Central Office, 1555 Lee Drive, Clarksdale, MS 38614, or by electronic bid submission. Submissions will be evaluated and vendors submitting acceptable offers will be invited to submit priced bids. Electronic bids and/or reverse auction bids can be submitted at www.centralbidding.com. For any questions relating to the electronic bidding process, please contact Central Bidding at 225-810-4814.
 
Bidding will be held by electronic reverse auction on Tuesday, October 5, 2021 from 9:00 a.m. to 10:00 a.m., CST unless extended by anti-bid sniping.
 
Specifications are on file at the Coahoma County School District Central Office. To receive a copy of the specifications, please contact the ESSER Coordinator by email at [email protected].  Specifications may also be downloaded at www.centralbidding.com for a fee.  All bids must comply with the specifications provide.  The Coahoma County School District reserves the right to amend the specifications, as necessary, and agrees to notify all having requested bid packets.
 
The contract will be awarded to the lowest responsible bidder. The Coahoma County School District reserves the right to waive any informalities and to reject any and all bids.
 
 
Coahoma County School District
 
Attn: Gared Watkins Sr.
1555 Lee Drive
Clarksdale, MS 38614
 
 
To be published: September 10, 2021     
September 17, 2021

 

 
BID NOTICE 
 
 

TO: FROM:

PROSPECTIVE BIDDER
 
Gared Watkins Sr.
Coahoma County School District 1555 Lee Drive
Clarksdale, MS 38614

 
 
 
 

ISSUSE DATE:           September 1, 2021 REQUEST FOR BIDS/REVERSE AUCTION UNPRICED BID PROPOSALS
DATE: THURSDAY, SEPTEMBER 30, 2021
 TIME: 10:00 A.M., CST
LOCATION: COAHOMA COUNTY SCHOOL DISTRICT
1555 Lee Drive
Clarksdale, MS 38614


 
 
 
REVERSE AUCTIONDATE:   TUESDAY, OCTOBER 5, 2021 TIME: 9:00 A.M. TO 10:00 A.M., CST LOCATION: COAHOMA COUNTY SCHOOL
DISTRICT
1555 Lee Drive
Clarksdale, MS 38614

 
BID ITEMSITEM DESCRIPTION:            HEPA GRADE PORTABLE AIR PURIFIERS
 
PROCUREMENT SCHEDULE:

Public Notice to Newspaper
 
Newspaper Run Dates
 
Release of Bid
 
Un-priced Bid Proposals Due
 
Invitation to Bid
 
Reverse Auction Date
 
Approval by Board
 

 

 
 
PORTABLE AIR PURIFIERS WITH AIR FILTERS SPECIFICATIONS AND CONDITIONS
UN-PRICED PROPOSAL FORM
 
EXECUTIVE SUMMARY:
Coahoma County School District is requesting proposals from vendors for a portable air purifier and replacement filter(s) that will include 275 portable air purifiers with the appropriate number of filter(s) designed to complete one annual replacement cycle per purifier for classrooms and 25 portable air purifiers with the appropriate number of filter(s) designed to complete one annual replacement cycle per purifier for gyms, cafeterias, and large meeting areas. These devices, with filters, will be distributed to five schools and work spaces within the school district.
 
GENERAL TERMS:
All equipment/supplies furnished under this contract shall be new, unused and the same as the manufacturer's current production model. Accessories not specifically mentioned herein, but necessary to furnish complete unit ready for use, shall also be included. Unit shall conform to the best practice known to the body trade in design, quality of material and workmanship start ability. Filters must made of HEPA grade materials and provide protection by capturing and destroying airborne viruses such as COVID-19. Assemblies, sub-assemblies and components parts shall be standard and interchangeable throughout the entire quantity of units as specified in this invitation to bid.
 
BlD QUOTATION:
Bidders shall complete every space in the specification bidder's proposal column with a check mark to indicate if the item being bid is exactly as specified. If not, the "NO" column must be checked and a detailed description of the deviation from the specification to be supplied. Any exceptions to or deviation from our specifications can be listed in the space provided below the corresponding specification table.

 

 
DELIVERY, INSTALLATION, ASSEMBLY:
Anticipated delivery shall be in the months of November and December,  2021. This is subject to change according to the needs of the Coahoma County School District. Should delivery in full exceed December 31, 2021, the Coahoma County School District reserves the right to reduce the number of units ordered or void the order in full. The total cost that is bid during the electronic reverse auction shall be inclusive of shipping charges.  The delivery truck should include a lift in order to deliver units.
 
REFERENCES:
The vendor must include two references in providing devices and support. References must be from a learning environment and shall include the size of the project, a brief overview of the project, and address and proper contact information for each reference.
REQUESTED RFP PRICING MODEL:
Coahoma County School District is looking for firm pricing that will be good for 120 days from the RFP acceptance time.
 
PRICING SUBMISSION:Prices submitted during the reverse auction should include the total price of everything listed in the specs below, the cost of delivery to the assigned district locations, and any other costs associated with the procurement of the devices. Vendors will be able to see the submitted prices and have the opportunity to submit a lower price if they chose.
 
SUBMISSION:Un-Priced Proposals will be received by the Coahoma County School District, 1555 Lee Drive, Clarksdale, MS 38614 or electronically at www.centralbidding.com.   at the date and time specified on the BID NOTICE. Neither dating of the un-priced proposal form, nor placing it in the mail by this date will meet legal requirements. All un-priced proposals must be received at the Board of Education Office or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The Coahoma County School District reserves the
 



 

 
right to reject any and/or all un-priced proposals received and to waive any and all informalities.
 
If submitting a paper un-priced proposal, it shall be typed. Any changes that are made must be initialed. No changes shall be allowed after the un-priced proposals are opened. The Coahoma County School District shall not be responsible for any errors or omissions. Un-priced proposals may be hand delivered, mailed or submitted electronically. Paper un­ priced proposals must be submitted in a sealed 8" x 10' or larger envelope. Please label outside envelop or shipping box as follows or the bid may be rejected: 
Attn: Gared Watkins Sr. Portable Air Purifiers September 27, 2021
Name of company or person submitting bid
 
Any un-priced proposals received after the opening date or time shall be refused and marked "Late Un-Priced Proposal" and returned to the bidder unopened. For this purpose, the official time for the un-priced proposal opening shall be based upon the time as indicated by the Central Office. 
Un-Priced Proposals may be modified or withdrawn by written notice from the Bidder, if received by the Central Office prior to the date and time set forth in the BID NOTICE. In order to modify an un-priced proposal, the bidder must submit a new un-priced proposal with the words "Modified Un-Priced Proposal" shown in the lower left corner of the sealed envelope or shipping box. The original un-priced proposal remains the property of the Coahoma County School District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an un-priced proposal, all documents shall remain the property of Coahoma County School District.
 

 
All items contained in this un-priced proposal are to be per specifications unless otherwise specified. 
Paper un-priced proposals shall be submitted on the supplied un-priced proposal form, electronic un-priced proposals shall be submitted online at www.centralbidding.com. Should the bidder's response not be submitted on the supplied un-priced proposal form, the District reserves the right to reject the bid. 
 
QUALIFICATIONS:
Un-Priced Proposals will be evaluated and venders submitting acceptable specifications will be invited to participate in the Electronic Reverse Auction. The Coahoma County School District reserves the right to extend the auction date if necessary to complete the pre-qualification process.
 
METHOD OF BIDDING:
Bids from approved vendors will only be accepted by bidding in this Electronic reverse Auction Bid Event that has a starting date and time of Tuesday, October 5, 2021 at 9:00 a.m., CST. Bids that cover the total cost of acquisition will be accepted through an electronic process hosted by Central Bidding. To participate in this Electronic Reverse Auction Bid Process, vendors must complete the free registration at:  https://www.centralacutionhouse.com/registration.php.  For any
questions relating to the electronic submittals and/or bidding process, please call
 
Central Bidding at 225-810-4814.
 
ADDITIONAL INSTRUCTIONS:
 
ACCOUNTING PRACTICES:                                        
The Coahoma County School District requires that Purchase Orders be issued before any items are ordered or delivered by the vendor.  The Coahoma County School District shall not be responsible for any products delivered without an approved Purchase Order, and/or without a signed acknowledgement of receipt by a District employee at time of delivery.


                                                                                                                               
 
The awarded vendor shall provide accurate, readable, and timely reports, such as invoices, credits, and statements as requested by the District.
 
BUDGETARY CONSTRAINTS:
The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.
 
GOVERNING LAW:
This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi and venue for the resolution of any dispute shall be Coahoma County, Mississippi. Bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost of legal action to the Bidder.
 
W-9 FORM:
The Coahoma County School District requires the attached W-9 Form to be completed and included in your bid submission.
 
INSURANCE REQUIREMENTS:
The Coahoma County School District requires a current copy of Liability and Workman's Compensation Insurance be included in your bid submission.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 


 
 
PORTABLE AIR PURIFIER WITH FILTER(S) SPECIFICATIONS ARE AS FOLLOWS (BIDDER SHALL COMPLETE BY CHECKING YES OR NO): 
I.     Portable Air Purifier for Classrooms
Yes
No
Provide 275 units before December 31st
 
 
Covers a minimum of 1,500 Sq. Ft.
 
 
Moves a minimum of 250 cubic feet of air per minute (CFM)
 
 
Has a minimum Clean Air Delivery Rate (CADR) of 425
 
 
Uses certified HEPA filters to establish at a 4-stage filtration or greater process
 
 
Filtrates 99.97% of particles (a minimum of 0.3 microns or larger) thus, providing protection against the COVID-19 virus
 
 
Contains an extra level of protection, a HEGA carbon cloth, which captures and destroys airborne viruses
 
 
Must be plug and start
 
 
4-Year Warranty on hardware/fan and motor
 
 
 
In the space below, describe any exceptions for the portable air purifier for classrooms:
 


 


 


 


 


 


 


 


 
 
 
 



 

 
II.       Portable Air Purifier for Gyms/Cafeterias/Large Meeting Rooms
Yes
No
Provide 25 units before December 31st
 
 
Covers a minimum of 2,500 Sq. Ft.
 
 
Moves a minimum of 560 cubic feet of air per minute (CFM)
 
 
Has a minimum Clean Air Delivery Rate (CADR) of 950
 
 
Filter composition must include pre-panel, true medical HEPA, Activated Carbon material
 
 
Filtrates 99.99% or greater% of particles (a minimum of 0.1 microns or larger) thus, providing protection against the
COVID-19 virus
 
 
Must be plug and start
 
 
4-Year Warranty on hardware/fan and motor
 
 
 
In the space below, describe any exceptions for the portable air purifier for gyms, cafeterias, and large meeting rooms:
 


 


 


 


 


 


 


 


 
 
 
 
 
 
 
 
 



 

 
III.        Filters for Classrooms Units
Yes
No
Provide enough filters to complete an annual filter replacement for 275 units
 
 
Uses certified HEPA filters to establish at a 4-stage filtration or
greater process
 
 
Filtrates 99.97% of particles (a minimum of 0.3 microns or
larger) thus, providing protection against the COVID-19 virus
 
 
Contains an extra level of protection, a HEGA carbon cloth, which captures and destroys airborne viruses
 
 
 
 
 
 
In the space below, describe any exceptions for the portable air purifier filters:
 


 


 


 


 


 


 


 


 
 
 
 
 
 
 
 
 
 
 
 
 
 
 



 



In the space below, describe any exceptions for the portable air purifier filters for gyms, cafeterias, and large meeting rooms:
 


 


 


 


 


 
 


 
 


 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 


Coahoma County School District
 
 
 
 
 
 
Portable Air Purifiers Request for Proposal
R FP-PORTABLE-AIR-PURIFlERS-CCSD
 
 
 
 
 
 
 
 
 
September 2021

 

 
The Coahoma County School District will receive Bids for Portable Air Purifiers for classrooms, gyms, cafeterias, and large meeting areas with filters in the following manner:
 
Un-priced bid proposals will be accepted until 10:00 a.m., CST on Thursday, September 30, 2021, in sealed envelopes at the Coahoma County School District Central Office, 1555 Lee Drive, Clarksdale, MS 38614, or by electronic bid submission. Submissions will be evaluated and vendors submitting acceptable offers will be invited to submit priced bids. Electronic bids and/or reverse auction bids can be submitted at www.centralbidding.com. For any questions relating to the electronic bidding process, please contact Central Bidding at 225-810-4814.
 
Bidding will be held by electronic reverse auction on Tuesday, October 5, 2021 from 9:00 a.m. to 10:00 a.m., CST unless extended by anti-bid sniping.
 
Specifications are on file at the Coahoma County School District Central Office. To receive a copy of the specifications, please contact the ESSER Coordinator by email at [email protected].  Specifications may also be downloaded at www.centralbidding.com for a fee.  All bids must comply with the specifications provide.  The Coahoma County School District reserves the right to amend the specifications, as necessary, and agrees to notify all having requested bid packets.
 
The contract will be awarded to the lowest responsible bidder. The Coahoma County School District reserves the right to waive any informalities and to reject any and all bids.
 
 
Coahoma County School District
 
Attn: Gared Watkins Sr.
1555 Lee Drive
Clarksdale, MS 38614
 
 
To be published: September 10, 2021     
September 17, 2021

 

 
BID NOTICE 
 
 

TO: FROM:

PROSPECTIVE BIDDER
 
Gared Watkins Sr.
Coahoma County School District 1555 Lee Drive
Clarksdale, MS 38614

 
 
 
 

ISSUSE DATE:           September 1, 2021 REQUEST FOR BIDS/REVERSE AUCTION UNPRICED BID PROPOSALS
DATE: THURSDAY, SEPTEMBER 30, 2021
 TIME: 10:00 A.M., CST
LOCATION: COAHOMA COUNTY SCHOOL DISTRICT
1555 Lee Drive
Clarksdale, MS 38614


 
 
 
REVERSE AUCTIONDATE:   TUESDAY, OCTOBER 5, 2021 TIME: 9:00 A.M. TO 10:00 A.M., CST LOCATION: COAHOMA COUNTY SCHOOL
DISTRICT
1555 Lee Drive
Clarksdale, MS 38614

 
BID ITEMSITEM DESCRIPTION:            HEPA GRADE PORTABLE AIR PURIFIERS
 
PROCUREMENT SCHEDULE:

Public Notice to Newspaper
 
Newspaper Run Dates
 
Release of Bid
 
Un-priced Bid Proposals Due
 
Invitation to Bid
 
Reverse Auction Date
 
Approval by Board
 

 

 
 
PORTABLE AIR PURIFIERS WITH AIR FILTERS SPECIFICATIONS AND CONDITIONS
UN-PRICED PROPOSAL FORM
 
EXECUTIVE SUMMARY:
Coahoma County School District is requesting proposals from vendors for a portable air purifier and replacement filter(s) that will include 275 portable air purifiers with the appropriate number of filter(s) designed to complete one annual replacement cycle per purifier for classrooms and 25 portable air purifiers with the appropriate number of filter(s) designed to complete one annual replacement cycle per purifier for gyms, cafeterias, and large meeting areas. These devices, with filters, will be distributed to five schools and work spaces within the school district.
 
GENERAL TERMS:
All equipment/supplies furnished under this contract shall be new, unused and the same as the manufacturer's current production model. Accessories not specifically mentioned herein, but necessary to furnish complete unit ready for use, shall also be included. Unit shall conform to the best practice known to the body trade in design, quality of material and workmanship start ability. Filters must made of HEPA grade materials and provide protection by capturing and destroying airborne viruses such as COVID-19. Assemblies, sub-assemblies and components parts shall be standard and interchangeable throughout the entire quantity of units as specified in this invitation to bid.
 
BlD QUOTATION:
Bidders shall complete every space in the specification bidder's proposal column with a check mark to indicate if the item being bid is exactly as specified. If not, the "NO" column must be checked and a detailed description of the deviation from the specification to be supplied. Any exceptions to or deviation from our specifications can be listed in the space provided below the corresponding specification table.

 

 
DELIVERY, INSTALLATION, ASSEMBLY:
Anticipated delivery shall be in the months of November and December,  2021. This is subject to change according to the needs of the Coahoma County School District. Should delivery in full exceed December 31, 2021, the Coahoma County School District reserves the right to reduce the number of units ordered or void the order in full. The total cost that is bid during the electronic reverse auction shall be inclusive of shipping charges.  The delivery truck should include a lift in order to deliver units.
 
REFERENCES:
The vendor must include two references in providing devices and support. References must be from a learning environment and shall include the size of the project, a brief overview of the project, and address and proper contact information for each reference.
REQUESTED RFP PRICING MODEL:
Coahoma County School District is looking for firm pricing that will be good for 120 days from the RFP acceptance time.
 
PRICING SUBMISSION:Prices submitted during the reverse auction should include the total price of everything listed in the specs below, the cost of delivery to the assigned district locations, and any other costs associated with the procurement of the devices. Vendors will be able to see the submitted prices and have the opportunity to submit a lower price if they chose.
 
SUBMISSION:Un-Priced Proposals will be received by the Coahoma County School District, 1555 Lee Drive, Clarksdale, MS 38614 or electronically at www.centralbidding.com.   at the date and time specified on the BID NOTICE. Neither dating of the un-priced proposal form, nor placing it in the mail by this date will meet legal requirements. All un-priced proposals must be received at the Board of Education Office or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The Coahoma County School District reserves the
 



 

 
right to reject any and/or all un-priced proposals received and to waive any and all informalities.
 
If submitting a paper un-priced proposal, it shall be typed. Any changes that are made must be initialed. No changes shall be allowed after the un-priced proposals are opened. The Coahoma County School District shall not be responsible for any errors or omissions. Un-priced proposals may be hand delivered, mailed or submitted electronically. Paper un­ priced proposals must be submitted in a sealed 8" x 10' or larger envelope. Please label outside envelop or shipping box as follows or the bid may be rejected: 
Attn: Gared Watkins Sr. Portable Air Purifiers September 27, 2021
Name of company or person submitting bid
 
Any un-priced proposals received after the opening date or time shall be refused and marked "Late Un-Priced Proposal" and returned to the bidder unopened. For this purpose, the official time for the un-priced proposal opening shall be based upon the time as indicated by the Central Office. 
Un-Priced Proposals may be modified or withdrawn by written notice from the Bidder, if received by the Central Office prior to the date and time set forth in the BID NOTICE. In order to modify an un-priced proposal, the bidder must submit a new un-priced proposal with the words "Modified Un-Priced Proposal" shown in the lower left corner of the sealed envelope or shipping box. The original un-priced proposal remains the property of the Coahoma County School District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an un-priced proposal, all documents shall remain the property of Coahoma County School District.
 

 
All items contained in this un-priced proposal are to be per specifications unless otherwise specified. 
Paper un-priced proposals shall be submitted on the supplied un-priced proposal form, electronic un-priced proposals shall be submitted online at www.centralbidding.com. Should the bidder's response not be submitted on the supplied un-priced proposal form, the District reserves the right to reject the bid. 
 
QUALIFICATIONS:
Un-Priced Proposals will be evaluated and venders submitting acceptable specifications will be invited to participate in the Electronic Reverse Auction. The Coahoma County School District reserves the right to extend the auction date if necessary to complete the pre-qualification process.
 
METHOD OF BIDDING:
Bids from approved vendors will only be accepted by bidding in this Electronic reverse Auction Bid Event that has a starting date and time of Tuesday, October 5, 2021 at 9:00 a.m., CST. Bids that cover the total cost of acquisition will be accepted through an electronic process hosted by Central Bidding. To participate in this Electronic Reverse Auction Bid Process, vendors must complete the free registration at:  https://www.centralacutionhouse.com/registration.php.  For any
questions relating to the electronic submittals and/or bidding process, please call
 
Central Bidding at 225-810-4814.
 
ADDITIONAL INSTRUCTIONS:
 
ACCOUNTING PRACTICES:                                        
The Coahoma County School District requires that Purchase Orders be issued before any items are ordered or delivered by the vendor.  The Coahoma County School District shall not be responsible for any products delivered without an approved Purchase Order, and/or without a signed acknowledgement of receipt by a District employee at time of delivery.


                                                                                                                               
 
The awarded vendor shall provide accurate, readable, and timely reports, such as invoices, credits, and statements as requested by the District.
 
BUDGETARY CONSTRAINTS:
The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.
 
GOVERNING LAW:
This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi and venue for the resolution of any dispute shall be Coahoma County, Mississippi. Bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost of legal action to the Bidder.
 
W-9 FORM:
The Coahoma County School District requires the attached W-9 Form to be completed and included in your bid submission.
 
INSURANCE REQUIREMENTS:
The Coahoma County School District requires a current copy of Liability and Workman's Compensation Insurance be included in your bid submission.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 


 
 
PORTABLE AIR PURIFIER WITH FILTER(S) SPECIFICATIONS ARE AS FOLLOWS (BIDDER SHALL COMPLETE BY CHECKING YES OR NO): 
I.     Portable Air Purifier for Classrooms
Yes
No
Provide 275 units before December 31st
 
 
Covers a minimum of 1,500 Sq. Ft.
 
 
Moves a minimum of 250 cubic feet of air per minute (CFM)
 
 
Has a minimum Clean Air Delivery Rate (CADR) of 425
 
 
Uses certified HEPA filters to establish at a 4-stage filtration or greater process
 
 
Filtrates 99.97% of particles (a minimum of 0.3 microns or larger) thus, providing protection against the COVID-19 virus
 
 
Contains an extra level of protection, a HEGA carbon cloth, which captures and destroys airborne viruses
 
 
Must be plug and start
 
 
4-Year Warranty on hardware/fan and motor
 
 
 
In the space below, describe any exceptions for the portable air purifier for classrooms:
 


 


 


 


 


 


 


 


 
 
 
 



 

 
II.       Portable Air Purifier for Gyms/Cafeterias/Large Meeting Rooms
Yes
No
Provide 25 units before December 31st
 
 
Covers a minimum of 2,500 Sq. Ft.
 
 
Moves a minimum of 560 cubic feet of air per minute (CFM)
 
 
Has a minimum Clean Air Delivery Rate (CADR) of 950
 
 
Filter composition must include pre-panel, true medical HEPA, Activated Carbon material
 
 
Filtrates 99.99% or greater% of particles (a minimum of 0.1 microns or larger) thus, providing protection against the
COVID-19 virus
 
 
Must be plug and start
 
 
4-Year Warranty on hardware/fan and motor
 
 
 
In the space below, describe any exceptions for the portable air purifier for gyms, cafeterias, and large meeting rooms:
 


 


 


 


 


 


 


 


 
 
 
 
 
 
 
 
 



 

 
III.        Filters for Classrooms Units
Yes
No
Provide enough filters to complete an annual filter replacement for 275 units
 
 
Uses certified HEPA filters to establish at a 4-stage filtration or
greater process
 
 
Filtrates 99.97% of particles (a minimum of 0.3 microns or
larger) thus, providing protection against the COVID-19 virus
 
 
Contains an extra level of protection, a HEGA carbon cloth, which captures and destroys airborne viruses
 
 
 
 
 
 
In the space below, describe any exceptions for the portable air purifier filters:
 


 


 


 


 


 


 


 


 
 
 
 
 
 
 
 
 
 
 
 
 
 
 



 



In the space below, describe any exceptions for the portable air purifier filters for gyms, cafeterias, and large meeting rooms: