CLT HVAC AIR FILTERS

Agency:	City of Charlotte
State:	North Carolina
Type of Government:	State & Local
Category:	41 - Refrigeration, Air Conditioning and Air Circulating Equip.
Posted:	Dec 6, 2023
Due:	Jan 3, 2024
Publication URL:	To access bid details, please log in.

Closing date January 03, 2024, 10:00 AM

Reference number ITB AVIA 24-15
Status Open
Summary Bid Due Date & Time: January 3, 2024 at 10:00 AM EST.

Bid Type: Invitation to Bid

Department: Aviation

Description

The scope of this contract shall be to provide air filtration products as describedand to perform quarterly changes of these air filtration products for the air handling units whichcondition the air for the main terminal building, five concourses and the CLT Center. This contract isnot federally funded. The potential to add and/or remove units due to construction or other purposes will be requested as needed.

Pre-Bid Details

Date: December 18, 2023 at 10:00 AM EST.

Location : CLT Center, 5601 Wilkinson Boulevard, Charlotte, North Carolina 28208.

Instructions: Mandatory; site visit to follow (registration required - see ITB for details).

Bid Opening Instructions

Date: January 3, 2024 at 10:00 AM EST.

Location: Webex (see ITB for details)

All ITB activity to take place through the e-Builder portal (see under "Related Information" on right-side for link)

Contact details

Drew Buckner

andrew.buckner@cltairport.com

Details

Type: Invitation to Bid

Category: Commodities

Department: Aviation

Commodity Code(s):03100

Related Information

Attachment Preview

INVITATION TO BID

CLT HVAC AIR FILTERS

Rev.2/2/2023

ITB AVIA 24‐15 Issue Date 12.06.2023

Date: December 6, 2023

Subject: Invitation to Bid for the following goods and services:

CLT HVAC AIR FILTERS

ITB Number: AVIA 24-15

This letter extends an invitation for the submission of a bid to supply the Charlotte Douglas

International Airport with the non-federally funded goods and services as indicated above. Sealed

bids for the above will be received through the e-bidding portal until 10:00 AM eastern standard

time on January 3, 2024.

Bid Opening Via Webex:

https://charlotte.webex.com/charlotte/j.php?MTID=m41f33e64b7d293db9a681e07ca0ef4ad

Meeting number (access code): 2303 136 7182

Meeting password: icTM6tyiv32

A mandatory pre-bid conference to review the ITB regarding the project will be held on

December 18, 2023 at 10:00 AM EST. at the Charlotte Douglas International Airport, CLT Center,

5601 Wilkinson Boulevard, Charlotte, North Carolina 28208. You are required to attend and to

have a copy of the ITB with you at that time.

Any changes to the terms, conditions or specifications stated in this Invitation to Bid will be

documented in a written addendum issued by the Charlotte Douglas International Airport. Any

such addenda will be accessible through the e-bidding portal.

Questions should be directed to Drew Buckner through the e-bidding portal’s Q&A Board. Thank

you in advance for your interest in doing business with the Charlotte Douglas International Airport.

We look forward to your participation!

Charlotte Douglas International Airport (CLT), a City of Charlotte department, does not

discriminate based on disability. Auxiliary aids and services, written materials in alternative

formats, and reasonable modifications in policies and procedures will be provided upon request

to persons with disabilities. To make a request, please email Drew Buckner at

andrew.buckner@cltairport.com.

Sincerely,

Drew Buckner, CPPB, NIGP-CPP

ITB AVIA 24‐15, Issue Date: 12.6.2023

SECTION 1: GENERAL INSTRUCTIONS

A. INTRODUCTION

Pursuant to this Invitation to Bid (“ITB”), Charlotte Douglas International Airport (“CLT” or

“Airport”), which is owned and operated by the City of Charlotte, North Carolina (“City”), is

seeking sealed Bids from qualified and experienced companies (individually or collectively, the

“Bidder”) interested in providing CLT HVAC Air Filters (the “Work”). Details of the requested

Work are attached hereto as Exhibit A. The ITB consists of the following components:

Section1: General instructions and special conditions that apply to this bid process and

procurement.

Section 2: The forms that a Bidder is required to complete and return as its Bid (called the “Bid

Response Forms”)

Section 3: A contract substantially similar to the final contract the successful Bidder will be

expected to sign, including Exhibit A, the details for the entire scope of work falling under this

ITB (the “Specifications”).

Each reference to this ITB includes all components listed above as well as any addenda provided

by the Airport. Please review each section carefully, including all attachments and exhibits.

Bidders will be held accountable for having full knowledge of the contents of this ITB and for

performing any due diligence that may be necessary to submit a binding Bid. Failure to comply

with the terms, conditions and requirements of this ITB may result in disqualification of the

Bidder in the sole discretion of CLT.

The Work will be governed by a contract between the selected Bidder (“Company”) and the City,

a sample of which is attached hereto as Exhibit B to Section 3 (the “Contract”). The term of the

Contract shall be for three (3) years with two optional one-year renewals. Bidders are advised

to carefully read and review the form Contract as they prepare their Bid. CLT reserves the right

to revise the terms of the form Contract at any time during the ITB process and to negotiate

different terms with the Company.

ITB AVIA 24‐15, Issue Date: 12.6.2023

B. SCHEDULE

DATE

12/6/2023

12/13/2023

12/18/2023

12/21/2023

12/27/2023

1/3/2024

3/2024

5/1/2024

ACTIVITY (All times are EST)

Issue ITB

Registration due for mandatory pre-bid conference/site visit at

3:00 PM EST.

Mandatory pre-bid conference/site visit at 10:00 AM EST.

Submission of written questions due

Addendum Posted (no later than)

Bid due 10:00 AM EST.

Tentative City Council date

Estimated start date of services

CLT reserves the right to modify the deadlines set forth in the above table in its sole discretion.

Any such modifications will be stated in an addendum to this ITB.

C. DEFINITIONS

(1) Airport shall mean Charlotte Douglas International Airport aka “CLT.”

(2) Bid shall mean the response to this ITB completed on the Bid Response Forms.

(3) Bid Response Forms shall mean the forms attached hereto in Section 2 and submitted as

the response to this ITB.

(4) Bidder shall mean an individual or entity submitting a Bid in response to this ITB.

(5) City shall mean the City of Charlotte.

(6) Company shall mean the successful Bidder.

(7) Contract shall mean the terms and conditions under which the Company shall provide

the Work.

(8) ITB Project Manager shall mean the Airport employee identified in Section D(1) below,

who is responsible for the facilitation of this solicitation process.

(9) Project Manager shall mean the Airport or Company employee who is the point of

contact under the Contract.

(10)

Specifications shall mean the scope and details of the Work that the Company

will provide under the Contract.

(11)

Work shall mean the actual products and/or services provided in compliance with

the Specifications and under this Contract.

D. INSTRUCTIONS TO BIDDERS

1. Point of Contact

ITB AVIA 24‐15, Issue Date: 12.6.2023

The point of contact for all submissions and correspondence regarding this ITB is Drew

Buckner (“ITB Project Manager”) who can be contacted through the Q&A Board online in

the e-bidding portal. If there are technical questions regarding use of the e-bidding

portal, please contact the ITB Project Manager at andrew.buckner@cltairport.com.

2. Mandatory Pre-Bid Conference and Site Visit

A Pre-bid conference will be conducted on the date and at the time stated in the

Schedule above at the CLT Center, 5601 Wilkinson Blvd., Charlotte, NC 28208 with a site

visit to follow immediately after the meeting. You must register by sending your

name, date of birth, gender, phone number and email address through the e-Builder

portal Q&A tab no later than December 13, 2023, at 3:00 PM EST. in order to obtain a

visitors pass into the sterile/SIDA areas of CLT. No exceptions! Badged personnel that

plan to attend must also register.

This pre-bid conference is mandatory, and Bids will not be accepted from companies

that do not attend.

3. Questions and Addenda

The Airport is committed to providing all prospective Bidders with accurate and

consistent information in order to ensure that no Bidder obtains an unfair competitive

advantage. To this end, from the date of this ITB until the time of the Bid opening, no

interpretation or clarification of the meaning of any part of this ITB will be made orally to

any prospective Bidder except for questions answered at the pre-bid conference.

Requests for interpretation or clarification must be submitted electronically to the ITB

Project Manager via the e-bidding portal Q&A Board. All questions must be submitted

no later than the date and time stated in the ITB Schedule as the deadline for submission

of questions. Any questions received after that time may not be addressed prior to the

bid due date. When submitting a request for interpretation or clarification, bidders are

encouraged to utilize the following format:

Item # Page # Section # Section Title Question, Clarification or Modification

Interpretations, clarifications, supplemental instructions and/or changes to the terms,

conditions or requirements of this ITB will be documented in written addendum and

posted to the e-bidding portal.

Only the written interpretations, clarifications or supplemental instructions set forth in

the posted addenda shall be binding, and Bidders are warned that no other source is

authorized to give information concerning, explaining or interpreting this ITB. The

receipt of each addendum must be acknowledged using the space provided on Form 1

ITB AVIA 24‐15, Issue Date: 12.6.2023

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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CLT HVAC AIR FILTERS

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