Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation To Bid #4692-KO Refrigerant Gases (Business Division)

This bid was prepared at the request of the Cooling Equipment Maintenance Department to establish a fixed price for the purchase of refrigerant gases. This award is made by item to the lowest responsive and responsible bidders meeting specifications. This recommendation has been reviewed by Mike Phillips, Cooling Equipment Maintenance Manager. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, 169 vendors were notified of the solicitation, three (3) bidders responded, and 166 did not respond. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

As stated in the OPPAGA report: “Efficient purchasing and warehousing requires 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.”

These items are, or will be, included in the General Fund or Capital Outlay Budget in an amount not to exceed $160,000.

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, 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 contractor administration team must first give consideration to the specifications and supporting data of the expiring contract.