Title
Air Conditioning Cooler Parts and Equipment - IFB 23-FMD-032 - Requirements Contract (Ordinance S-49460)
Description
Request to authorize the City Manager, or his designee, to enter into separate contracts with United Refrigeration, American Refrigeration Supplies, Inc, and Ferguson Enterprises, Inc. for the purchase of air conditioning and cooler parts and equipment for existing Citywide heating, ventilation, and air conditioning (HVAC) systems on an as-needed basis. The total amount is $3,575,000 over the life of the contracts. Further request to authorize the City Controller to disburse all funds related to this item.
Report
Summary
The purchase of air conditioning and cooler parts and equipment is necessary to maintain the functional operation and longevity of existing heating, ventilation and air conditioning systems for various City departments including, but not limited to Aviation, Phoenix Convention Center and Public Works.
Procurement Information
Invitation for Bid 23-FMD-032 was conducted in accordance with Administrative Regulation 3.10. There were three offers received by the Public Works Procurement Services on Nov. 16, 2022. The offers were evaluated based on discount, responsiveness to all specifications, terms and conditions and responsibility to provide the required goods.
The offers submitted by United Refrigeration, American Refrigeration Supplies, Inc., and Ferguson Enterprises, Inc. are recommended for contract award based on the discount percentages on various manufacturer parts. Because of the extensive list of manufacturers, the following vendors are recommended for contract award.
American Refrigeration Supplies, Inc.
Ferguson Enterprises, Inc.
United Refrigeration
Due to the large volume of parts necessary to maintain the wide variety of air conditioning and cooler unit manufacturers used throughout the City, all three offers are being recommended for contract award. In addition to the variety of manufacturers covered, multiple awards are necessary to ensure contractor availability during summer months when contractor availability is diminished.
Contract Term
The initial one-year contract term shall begin on or about April 1, 2023, with four options to extend in increments of up to one year, for a total contract option term of five years.
Financial Impact
These contracts will have a $715,000 estimated annual expenditure, with a total amount of $3,575,000 over the life of the contracts. Funds are available in the Phoenix Convention Center, Aviation, and Public Works departments' budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua, Interim Deputy City Manager John Chan and the Phoenix Convention Center, Aviation, and Public Works departments.