Hays USD 489 RFP-2026-0007 HVAC Filter Supply Contract - Hays Public Schools 2026
Hays Unified School District 489School · Hays, KS- Due
- Oct 30, 2026
- Deadline passed
- Posted
- Oct 20, 2026
- Primary contact
- Nick Howard
- (785) 623-2420
The 30-second brief
Unified School District 489 (USD 489) in Hays, Kansas invites proposals for the annual supply, warehousing, and quarterly delivery of HVAC air filters for district facilities including Hays High School, Hays Middle School, Felten Elementary, Roosevelt Elementary, Wilson Elementary, O'Loughlin Elementary, Rockwell Administration Center, Early Childhood Connection, and the Transportation Department. The contract requires minimum MERV 8 (ASHRAE 52.2) efficiency rating, UL 900 listing, and heavy-duty moisture-resistant frame construction. Vendors must warehouse annual inventory and deliver quarterly in December, March, and June. Proposals are due by October 30, 2026, submitted via email to [email protected]. Evaluation is based on total cost (35 pts), compliance with ASHRAE and UL specifications (25 pts), warehousing and delivery capabilities (15 pts), product quality (15 pts), and references/experience (10 pts).
HVAC air filters, Pleated filters, Poly filters
Total Cost: 35 Points, Compliance with ASHRAE and UL Specifications: 25 Points, Warehousing and Delivery Capabilities: 15 Points, Product Quality and Brand Reputation: 15 Points, References and Experience: 10 Points
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Summary
Unified School District 489 (USD 489) in Hays, Kansas invites proposals for the annual supply, warehousing, and quarterly delivery of HVAC air filters for district facilities including Hays High School, Hays Middle School, Felten Elementary, Roosevelt Elementary, Wilson Elementary, O'Loughlin Elementary, Rockwell Administration Center, Early Childhood Connection, and the Transportation Department.
The contract requires minimum MERV 8 (ASHRAE 52.2) efficiency rating, UL 900 listing, and heavy-duty moisture-resistant frame construction. Vendors must warehouse annual inventory and deliver quarterly in December, March, and June. Proposals are due by October 30, 2026, submitted via email to [email protected]. Evaluation is based on total cost (35 pts), compliance with ASHRAE and UL specifications (25 pts), warehousing and delivery capabilities (15 pts), product quality (15 pts), and references/experience (10 pts).
EVALUATION CRITERIA
5- Total Cost: 35 Points
- Compliance with ASHRAE and UL Specifications: 25 Points
- Warehousing and Delivery Capabilities: 15 Points
- Product Quality and Brand Reputation: 15 Points
- References and Experience: 10 Points
REQUIRED DELIVERABLES
3- HVAC air filters
- Pleated filters
- Poly filters
REQUIRED ATTACHMENTS
7- Company name and contact information
- Years in business
- Three references for filter supply contracts
- Product information and manufacturers
- Completed pricing schedule
- Confirmation of warehousing capability
- Acknowledgement of all RFP requirements
- Submit to
- [email protected]
- Scope location
- Hays, KS
Questions about this RFP
How do I respond to this RFP from Hays Unified School District 489?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 30, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Nick Howard.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Hays Unified School District 489 in KS, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Nick Howard at (785) 623-2420. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: HVAC air filters, Pleated filters, Poly filters. Proposals should clearly address how each deliverable will be met.
Show 4 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Total Cost: 35 Points, Compliance with ASHRAE and UL Specifications: 25 Points, Warehousing and Delivery Capabilities: 15 Points, Product Quality and Brand Reputation: 15 Points, References and Experi..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Hays Unified School District 489?
All active and historical solicitations from Hays Unified School District 489 are tracked and searchable. As a school agency, Hays Unified School District 489 regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Company name and contact information, Years in business, Three references for filter supply contracts, Product information and manufacturers, Completed pricing schedule, Confirmation of warehousing ca. Review the full document from Hays Unified School District 489 for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Hays, KS. Review the full solicitation for detailed scope requirements.