Title
HVAC Filter Maintenance Supply and Service - Requirements Contract - IFB 20-FMD-002 (Ordinance S-45935)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with American Air Filter Company, Inc. dba AAF International and DL Sales Corp. to provide HVAC Filter Maintenance Supply and Service. The total aggregate amount is $2,255,000 over the life of the contract. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Contractors awarded will provide the City with full service heating, ventilation, and air conditioning (HVAC) filter replacement services and supply air filters at various City facilities. The contracts will be used by the Public Works, Water Services and Phoenix Convention Center departments.
Procurement Information
Invitation for Bids (IFB) 20-FMD-002 was conducted in accordance with Administrative Regulation 3.10. On May 1, 2019, the solicitation was posted on the City’s website. Public Works, Procurement Division, received three offers on May 29, 2019. Six groups were identified in the bid submittal. Groups 1 - 5: full service supply and filter maintenance for multiple departments; and Group 6: supply of filters only. The offers were evaluated based on price, responsiveness to specifications, and responsibility to provide the required goods and services. Both vendors are being recommended accordingly as listed below:
AAF International:
Group 1 - Metro Locations (Filter supply and installation)
Group 2 - Water Services Locations (Filter supply and installation)
Group 3 - Fire Locations (Filter supply and installation)
Group 4 - Police Locations (Filter supply and installation)
Group 6 - Filter Only
DL Sales Corp:
Group 5 - Downtown Locations (Filter supply and installation)
Group 6 - Filter Only
Contract Term
The initial one-year term shall begin on or about Sept. 1, 2019, with four options to extend in increments of up to one year, for a total contract option term of five years.
Financial Impact
This contract will have a $451,000 estimated annual expenditure, with a total aggregate amount of $2,255,000 over the life of the contract. Funds are available in the Phoenix Convention Center, Water Services and Public Works departments' budgets.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr., Deputy City Manager Karen Peters, and the Phoenix Convention Center, Water Services and Public Works departments.