...Title
Air Conditioning, Cooler Parts and Equipment - Requirements Contract - IFB 19-FMD-015 (Ordinance S-45414)
Description
Request to authorize the City Manager, or his designee, to enter into contract with United Refrigeration, American Refrigeration Supplies, Inc., Ferguson Enterprises, Inc., Aspen Refrigerant, Inc. and Trane U.S., Inc. for 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 aggregate amount is $6,286,000 over the life of the contracts. Further request authorization for City Controller to disburse all funds related to this item.
Report
Summary
The purchase of air conditioning and cooler parts and equipment are necessary to maintain the functional operation and longevity of existing HVAC systems for various City departments including, but not limited to: Aviation, Water Services, Parks and Recreation, Housing, Convention Center and Public Works.
Procurement Information
Invitation for Bid (IFB) 19-FMD-015 was conducted in accordance with Administrative Regulation 3.10. There were six bid offers received by the Public Works Procurement Services Division on Jan. 9, 2019. The offers were evaluated based on price, responsiveness to all specifications, terms and conditions, and responsibility to provide the required goods. The offers submitted by United Refrigeration, American Refrigeration Supplies, Inc., Ferguson Enterprises, Inc., Aspen Refrigerant, Inc. and Trane U.S., Inc. are deemed to be fair and reasonable based on the market and previous contract pricing.
The following represent the discount percentage off the manufacturer parts price list offered by each selected vendor.
Vendor Name Discount Percentage
United Refrigeration 15 to 61 percent
American Refrigeration Supplies, Inc. 54 to 60 percent
Ferguson Enterprises, Inc. 0 to 53 percent
Aspen Refrigerant, Inc. 0 to 10 percent
Trane U.S., Inc. 0 to 10 percent
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 five 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 March 15, 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 $1,257,200 estimated annual expenditure, with a total aggregate amount of $6,286,000 over the life of the contract. Funds are available in the Water Services, Convention Center, Aviation, Housing, Parks and Recreation and Public Works departments' budgets.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.