SR-205-003 (36)
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Council Meeting April 28, 1987
TO: Mayor and City council
Santa
2P5-003
FROM: City Staff
SUBJECT: Recommendation to Award Bid to Provide Monthly
Maintenance of Heating, Ventilating and Air
Conditioning Systems, Bid #2103
Introduction
This report concerns award of bid for monthly maintenance of
heating, ventilating and air conditioning for the Transportation
Department at specified unit prices plus applicable sales tax and
two one year options.
Background
In response to published Notices Inviting Bids (published March
5,6, 1987) to provide monthly maintenance of heating, ventilating
and air conditioning systems in accordance with city specifica-
tiens, bids were received and publicly opened and read on March
26, 1987. proposal forms were mailed to nineteen (19) vendors
and notices were advertised in accordance with City Charter and
Municipal Code provisions.
Four proposals were received as
follows:
1. MONTHLY MAINTENANCE CHARGE
COMMERCIAL REFRIGERATION co.
$ 338.00jMONTH
445.00jMONTH
487.00/MONTH
B47.00/MONTH
b-l(
APR 2 8 1987
WESTERN ALLIED SERVICE
ROBERTSHAW CONTROLS CO.
*FM THOMAS AIR CONDITIONING
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2. HOURLY RATE FOR EMERGENCY SERVICE (REGULAR TIME)
WESTERN ALLIED SERVICE
ROBERTSHAW CONTROLS CO.
*FM THOMAS AIR CONDITIONING
COMMERCIAL REFRIGERATION CO.
$ 54.00/HOUR
65. DO/HOUR
47.50/HOUR
52.00/HOUR
3. HOURLY RATE FOR EMERGENCY SERVICE (WEEKENDS, SUNDAYS,
HOLIDAYS)
WESTERN ALLIED SERVICE
ROBERTSHAW CONTROLS co.
*FM THOMAS AIR CONDITIONING
COMMERCIAL REFRIGERATION CO.
$ 8l.0D/HOUR
85. o DjHOUR
52.S0/HOUR
57.00/HOUR
4. PORTAL TO PORTAL CHARGE (FOR EMERGENCY SERVICE)
WESTERN ALLIED SERVICE
ROBERTSHAW CONTROLS CO.
*FM THOMAS AIR CONDITIONING
COMMERCIAL REFRIGERATION CO.
$ 14.00/HOUR
130.00jHOUR
o
52.DO/HOUR
5. HOURLY RATE FOR ADDITIONAL WORK DONE DURING REGULAR
MAINTENANCE VISITS
WESTERN ALLIED SERVICE
ROBERTSHAW CONTROLS co.
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$ 54.00/HOUR
65.00/HOUR
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*FM THOMAS AIR CONDITIONING
COMMERCIAL REFRIGERATION CO.
47.50/HOUR
52.00/HOUR
6. DISCOUNT FROM MANUFACTURERS LIST PRICE ON REPAIR PARTS NOT
INCLUDED IN MAINTENANCE
WESTERN ALLIED SERVICE
ROBERTSHAW CONTROLS CO.
*FM THOMAS AIR CONDITIONING
COMMERCIAL REFRIGERATION CO.
NO DISCOUNT
50%
25%
26%
7. RENEWAL OPTIONS
WESTERN ALLIED SERVICE
ROBERTSHAW CONTROLS CO.
*FM THOMAS AIR CONDITIONING
COMMERCIAL REFRIGERATION CO.
(*WMBE FIRM)
2 ADDITIONAL YEARS
2 ADDITIONAL YEARS
2 ADDITIONAL YEARS
2 ADDITIONAL YEARS
Western Allied Service is the lowest bidder on the basis of the
monthly maintenance charge. Past experience indicates that most
all of the maintenance problems have been handled during the
monthly service of the heating, ventilating and air conditioning
units. The service charges indicated in items 2-6 are for emer-
gency calls and additional work required during regular main-
tenance visits. staff estimates that additional charges that
might be necessary concerning items 2-6 will not exceed the dif-
ferential in the monthly maintenance charge.
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BUdgetary/Financial Impact
Fiscal Year 1986/87 appropriation authority for this purchase is
in the Maintenance Division, of the Transportation Department,
account number 41-600-657-000-304. For the period of July 1987
through April 1988, appropriation will be as set forth in the
Fiscal Year 1987/88 budget for the Transportation Department.
Recommendation
It is recommended that the award of Bid #2103 be made to Western
Allied Service per specified unit prices including tax and two
one-year options, as the lowest and best bidder.
prepared By: E. O. Barnes, Purchasing Agent
Pam Wortham, Assistant purchasing Agent
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