Procurement & Compliance Reference
Documentation, payment terms, and account-setup workflow for buyers using PO procurement. Every document listed below is on file or produced on request — standard turnaround is one business day.
Action
Submit a quote request →
Sizes, MERV, depth, quantities, ship-to. Returned within 1 business day.
Action
Request documents →
W-9, COI, Section 889, vendor packets — submit your requirements.
Action
Open a procurement account →
Net terms, tax-exempt, blanket PO setup. Established in 1–2 business days.
Document Library
Form W-9
Current year, signed. Required for new vendor setup with most agencies and prime contractors.
TAT: Same dayTax-exempt account setup
Submit your exemption certificate once; applied to your account, not per-PO. Carries forward on every order.
TAT: Same dayCertificate of Insurance (COI)
General liability and umbrella through our carrier. Additional insured language and specific endorsements available — send your requirements.
TAT: 1 business daySection 889 representation
Statement covering covered telecommunications and surveillance equipment prohibitions under FY2019 NDAA. Per-PO or blanket statement of record.
TAT: 1 business dayManufacturer compliance & certifications
UL listings, ASHRAE 52.2 test data, MERV ratings, IEST-RP-CC001 for HEPA, NESHAP-related documentation. Pulled from the manufacturer source.
TAT: 1–3 business daysCountry of origin documentation
Supply chain documentation, product-line specific. TAA origin questions confirmed with the manufacturer.
TAT: 1–3 business daysVendor registration package
We complete agency-specific vendor onboarding forms — federal, state, municipal, and prime-contractor portals.
TAT: 2 business daysSole-source justification letter
Brand-justification documentation for OEM-required filtration where substitution is not appropriate. Specify application and required brand at quote.
TAT: 1–2 business daysSupplier diversity attestation
Business size attestation and small business statement where applicable. Standard format accepted by federal procurement systems.
TAT: Same dayPayment Terms
| Tier | Available to | Requirements | Common methods |
|---|---|---|---|
| Net 30 | Qualified buyers — federal, state, municipal, prime contractors, established commercial accounts | Credit application + W-9 review for new accounts | ACH, wire, agency P-card, GPC, business check |
| Net 45 | Established agencies, prime contractors with order history | Credit review + 6+ months order history | ACH, wire, business check |
| Net 60 | Large commercial accounts, established federal buyers | Credit review + volume threshold + executive approval | ACH, wire |
| Pre-pay | New accounts pending credit review, one-off retail orders | Standard online checkout or quote-to-invoice | ACH, wire, P-card, credit card (surcharge applies) |
| Blanket PO | Multi-building campuses, base operations, school districts, hospitality groups | SKUs, quantities, and ship cadence specified at PO setup | Per terms above; pricing locked for blanket term |
Procurement Account Setup
Send agency or company name + procurement contact
Through our contact page or by phone. Include intended use and any specific compliance requirements.
RTF returns W-9 and account credit application
Same-day W-9 turnaround. Credit application required only for net-terms accounts.
Submit tax-exempt certificate (if applicable)
Applied at the account level once. Carries forward on every order — no per-PO paperwork required after setup.
Submit COI requirements (if required by contract)
Limits, additional insured language, endorsements, certificate holder details. COI returned within one business day for standard requests.
RTF confirms account and assigned representative
Net terms tier confirmed (or pre-pay), tax-exempt status applied, all requested documents on file.
Submit first quote request
Quote returned within one business day, valid 30 days. PO accepted by reply, contact form, or your procurement portal.
Reference Information
Standard lead time
1–3 business days
Stock items ship from the closest of our nationwide locations. Custom-built and made-to-specification products run to manufacturing lead times confirmed at quote.
Quote validity
30 days
Pricing locked at quote confirmation. Blanket POs lock pricing for the full term of the blanket regardless of market changes during that period.
Freight options
Parcel · LTL · Drop-ship
UPS/FedEx Ground for parcel. LTL for full-pallet and case-volume orders. Multi-site drop-ship under a single PO supported with consolidated or per-ship invoicing.
Receiving accommodations
Lift gate · Inside · Base access
Specify requirements at PO time. For military installations, we coordinate with your TMO/transportation office and the receiving point on your behalf.
Returns — sealed cases
30 days, less freight
Sealed cases in original packaging may be returned within 30 days of receipt for credit, less freight charges.
Returns — custom orders
Non-returnable
Custom-built and made-to-specification products are non-returnable once produced. Verify dimensions before order release.
Freight damage window
5 business days
Concealed damage must be reported within 5 business days of delivery. Document with photos and the carrier delivery receipt for fastest credit processing.
Catalog scope
Full RTF catalog
Full HVAC, custom, carbon & gas-phase, paint booth & industrial. Bulk and full-case ordering available across the catalog.
Procurement FAQ
Is RTF Section 889 / NDAA compliant?
Section 889 of the NDAA primarily covers covered telecommunications equipment and video surveillance from specific Chinese companies and is generally not directly applicable to HVAC filtration products. If your contract or procurement portal requires a Section 889 representation, we provide a signed statement that RTF and our manufacturers do not supply covered telecommunications or surveillance equipment. Available per-PO or as a blanket statement of record.
Can the COI list my agency or company as additional insured?
Yes. Send your COI requirements — limits, additional insured language, endorsements, certificate holder details — and we will produce the COI through our carrier within one business day for standard requests.
Do you accept GSA Schedule orders?
RTF is not currently a GSA contract holder, but we work with prime GSA contractors who source through us. For GSA-specific requirements, contact us through our contact page with the schedule and SIN you are buying under and we will confirm pathway and pricing.
How do I set up tax-exempt purchasing?
Submit your exemption certificate through our contact page. We apply it to your account once, and it carries forward on every order. No need to send the certificate per-PO.
Can you handle a blanket PO with scheduled releases?
Yes. Specify SKUs, quantities, and ship cadence at PO setup. We hold the schedule and release per the agreed plan with locked pricing for the term of the blanket. Most efficient path for multi-building campuses, base operations, school districts, and hospitality groups.
Can you drop-ship a single PO to multiple locations?
Yes. Provide a ship-to schedule with your PO. We can invoice per-shipment or consolidated — your choice.
Can you ship to a military installation?
Yes. Provide your TMO/transportation office instructions, gate procedures, and any receiving requirements at PO time. We coordinate with the carrier and the receiving point on your behalf.
What credit card surcharge applies?
Credit cards are accepted with a processing surcharge on orders above the standard threshold. ACH is preferred for net-terms accounts and avoids the surcharge entirely. Government P-cards and GPCs are accepted without surcharge.
How do quote and PO formats work?
Quotes are formatted to match standard purchase requisitions and include line-item pricing, lead time, manufacturer cross-references, and any compliance documentation attached. POs are accepted by reply, contact form, or through your procurement portal — no custom system required on your end.
Do you supply sole-source or brand-justification letters?
Yes, for OEM-required filtration where substitution is not appropriate. Specify the application and required brand at quote and we will produce supporting documentation.
Set up your procurement account.
Send agency or company name, point of contact, ship-to address, and the documents you need on file. Account setup and document return same-day or next.