Title
Heating, Ventilation and Air Conditioning Filter Maintenance Service and Supply - Agreement Recommendation (Ordinance S-47698)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with American Air Filter Company, Inc. dba AAF International for air filter replacement services and purchase of air filters. Further request authorization for the City Controller to disburse all funds related to this item. The total aggregate amount is $11.5 million over the life of the agreement.
Report
Summary
The Public Works Department is responsible for maintenance of various City buildings across the Valley. The awarded vendor will provide the City with Heating, Ventilation and Air Conditioning (HVAC) filter replacement services, and supply air filters to allow City staff to change filters as-needed. Due to the City's COVID-19 requirements, all filters have been upgraded to Minimum Efficiency Reporting Value (MERV) 13 rather than MERV 10 to help with filtration of indoor air. This agreement will aid in the citywide effort to maintain quality air in City buildings to support our community, residents, and employees.
Procurement Information
Invitation for Bids (IFB) 22-FMD-008 was conducted in accordance with Administrative Regulation 3.10. Five groups were identified in the bid submittal. Groups 1 - 4 are for supply and filter replacement at multiple locations, with Group 5 being the supply of filters only. The offers were evaluated based on price, responsiveness to specifications, and responsibility to provide the required goods and services.
The award recommendation can be found in Attachment A.
Contract Term
The initial one-year term shall begin on or about Sept. 1, 2021, with four option years to extend in increments of up to one year, for a total agreement term of five years.
Financial Impact
This agreement will have an estimated annual expenditure of $2.3 million, with a total aggregate amount of $11.5 million over the life of the agreement. Funding is available in the Public Works Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.