Accept the Lowest and Best Bid Submitted by Bay To Bay Balancing. Inc. - Invitation to Bid (ITB) #0007016-MST HVAC Testing and Balancing (Business Division)

This bid was prepared at the request of the Air Conditioning and Energy Management Services Department to establish fixed hourly pricing for testing and balancing of heating, ventilating, and air conditioning systems. This recommendation has been reviewed by the Cooling Equipment Maintenance Manager. A more detailed review of specifications can be obtained by contacting the Procurement Department.

As stated in OPPAGA report: “Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment, and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality.”

Funds of approximately $30,000 for 2007/2008 are available in the Air Conditioning Maintenance Department Budget for the purchase of balancing, testing, and commissioning of heating, ventilating, and air conditioning systems services. The recommendation represents a cost savings for a service technician of appromimately 19%.

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.