Accept the Lowest and Best Bid Submitted by Lakeland Winnelson Company - Invitation to Bid (ITB) #11007-MST Electric Water Coolers and Replacement Parts (Business Division)

This bid was prepared at the request of the HVAC and Energy Management Department to establish fixed pricing for the purchase of self-contained, wall hung electric refrigerated water coolers and replacement parts, as needed throughout the district. The HVAC and Energy Management Department intends to replace all outdated units with the Elkay VRC8S, thus standardizing all units throughout the district for cost efficiency and energy savings.

Award of this contract shall be to the lowest responsive, responsible bidder.  This recommendation has been reviewed by the HVAC and Energy Management Department Manager.  The initial term of this contract will be for a one-year period beginning April 6, 2011, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date. This contract may be renewed by the Superintendent per the terms of the specifications. 

Funds in the amount of $200,000 will be available in the HVAC and Energy Management Department budget for the purchase of  water coolers and replacement parts throughout the district. The district will save an estimated 18% on Elkay purchases during the initial contract, when compared to the cost of products previously purchased.

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.