Title
Commercial and Residential Heating, Ventilation, Air Conditioning, and Evaporative Cooler Contract - RFP-FY25-086-13 - Request for Award (Ordinance S-52085) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Delta Air Condition LLC, Optimum Air, Adobe Installation Inc. dba Adobe Energy Management, and Lee Collins Air Conditioning to provide heating, ventilation, air conditioning (HVAC), and evaporative cooler services to the Housing Department's properties. Further request to authorize the City Controller to disburse all funds related to this item. The aggregate value of the contracts will not exceed $1.25 million.
Report
Summary
This contract will provide servicing, maintenance, installation, and replacement of HVAC systems and evaporative coolers. The work will ensure that these units operate efficiently, and services will be requested by City personnel as needed. The facilities are multi-family dwellings, residential homes, community centers, and office buildings. Contractors shall perform service checks as recommended by the equipment manufacturer. New units and repairs must follow the new Environmental Protection Agency guidelines and in accordance with the Air Conditioning Contractor of America and Seasonal Energy Efficiency Ratio with a digital thermostat.
Procurement Information
A Request for Proposal procurement was processed in accordance with City of Phoenix Administrative Regulation 3.10.
Seven vendors submitted proposals deemed responsive and responsible. An evaluation committee of City staff evaluated those offers based on the following criteria with a maximum possible point total of 1,000:
- Method of Approach (400 points)
- Qualifications and Experience (400 points)
- Pricing (200 points)
After reaching consensus, the evaluation committee recommends award to the following vendors:
- Delta Air Condition LLC 752 points
- Optimum Air 682 points
- Adobe Insulation Inc. dba Adobe Energy Management 533 points
- Lee Collins Air Conditioning 497 points
Contract Term
The contracts will begin on July 1, 2025, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $1.25 million. The contracts are funded with U.S. Department of Housing and Urban Development funds. There is no impact to the General Funds.
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Housing Department.