Accept the Lowest and Best Bids Submitted by Various Bidders - Invitation To Bid #4833-KO HVAC Systems/Equipment/Service/Repair Maintenance, Replace or Install (Business Division)

This bid was prepared at the request of the Air Conditioning and Energy Management Services Department to establish a fixed price for HVAC systems, equipment, service, repair maintenance, replacement and installation. This award is made by section to the lowest responsive and responsible bidder meeting specifications. There is no award for section 8. The Air Conditioning and Energy Management Services Department will quote the items in section 8 as necessary. This recommendation has been reviewed by the 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, six (6) bidders responded. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

As stated in the 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.”

These items are, or will be, included in the General Fund Budget in an amount not to exceed $700,000.

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 Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.