Accept the Lowest and Best Bids Submitted by Grainger and Trane HVAC Parts and Supplies - Invitation to Bid (ITB) #11034-MST Dehumidifiers (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 classroom dehumidifiers needed throughout the district. The HVAC and Energy Management Department intends to replace all outdated units with the Ebac WM150, thus standardizing all units throughout the district for cost efficiency and energy savings.

Award of this contract shall be to the lowest responsive, responsible bidders.  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 $75,000 will be available in the HVAC and Energy Management Department budget for the purchase of self-contained classroom dehumidifiers.  The district will save on energy costs by standardizing the outdated units.

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.