Title
Heating, Ventilation, Air Conditioning and Refrigeration Systems - Requirements Contract - RFP 19-009 (Ordinance S-45454)
Description
Request to authorize the City Manager, or his designee, to enter into two separate contracts with Climatec, LLC and EMCOR for Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) systems, components, equipment/controls, maintenance, repair and installation services for the Aviation Department in a combined amount not to exceed $8.1 million for a five-year aggregate contract term. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
A Request for Proposal (RFP) was issued on Nov. 5, 2018 for two contracting opportunities for HVACR systems, components, equipment/controls, maintenance, repair and installation services at Phoenix Sky Harbor Airport, Deer Valley Airport and Phoenix Goodyear Airport. The two contracting opportunities solicited in the RFP as Group I and Group II will establish full service maintenance of all three airports' HVACR systems and related equipment and controls, water treatment equipment and Building Automation Systems (BAS) to ensure the equipment operates at peak efficiency and optimal energy/water efficiency 24 hours a day, all year round:
Group I
Provide all necessary materials, labor and equipment to perform predictive, preventive, scheduled/unscheduled maintenance, repairs and upgrades to the central plant equipment, BAS and other HVACR related equipment to ensure the controls operate at peak efficiency.
Group II
Provide all required equipment, tools and labor necessary to perform predictive and preventive maintenance on HVACR related equipment of the central plant, repairs and upgrades to the water treatment equipment and maintenance for HVACR related equipment to ensure optimal energy/water efficiency.
The Aviation Department currently utilizes two contractors for the maintenance of the multiple central plants and HVACR related equipment operating at all three airports. Both contracts will expire March 31, 2019.
Procurement Information
Request for Proposal (RFP) 19-009 was conducted in accordance with Administrative Regulation 3.10. Four proposals were received, two for Group I and two for Group II. The proposals received from Group I and Group II were deemed responsive and responsible. The proposals were evaluated and scored by consensus by an evaluation panel based on the following criteria, with a point range of 0-1000:
- Method of Approach to Scope of Services (0 - 350 points).
- Qualifications & Experience of Key Personnel (0 - 300 points).
- Firm Qualifications & Experience (0 - 200 points).
- Fee Schedule (0 - 150 points).
The Group I category award recommendation is Climatec, LLC as the best value to the City based on the following consensus scoring:
- Climatec, LLC: 965 points.
- Johnson Controls, Inc.: 844 points.
The Group II category award recommendation is EMCOR as the best value to the City based on the following consensus scoring:
- EMCOR: 975 points.
- Johnson Controls, Inc.: 948 points.
Contract Term
The initial three-year contract term for both categories will begin on or about April 1, 2019, with two one-year options to extend at the sole discretion of the Aviation Director, for a five-year aggregate contract term.
Financial Impact
The combined contract amounts will not exceed $8.1 for the five-year aggregate contract terms. Funds are available in the Aviation Department's operating budget.
Location
Phoenix Sky Harbor International Airport, 3400 E. Sky Harbor Blvd; Deer Valley Airport, 702 W. Deer Valley Road; and Phoenix Goodyear Airport, 1658 S. Litchfield Road, Goodyear, Ariz.
Council District: 1, 8, Out of City
Department
Responsible Department
This item is submitted by Assistant City Manager Deanna Jonovich and the Aviation Department.