SR 09-26-2017 3C
City Council Report
City Council Meeting: September 26, 2017
Agenda Item: 3.C
1 of 3
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Bid Award for the Purchase of Heating, Ventilation and Air Conditioning
(HVAC) Units and Supplies
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4283 to Howard Industries, a California-based company, for the
purchase of heating, ventilation and air conditioning units and supplies for the
Facilities Maintenance Division;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Howard Industries for the purchase of heating, ventilation and air conditioning
units and supplies in an amount not to exceed $75,000 for one year, with two
additional two-year renewal options, with an annual increase of 2%, for a total
amount not to exceed $390,303 over a five-year period, with future year funding
contingent on Council budget approval.
Executive Summary
The City purchases a broad variety of heating, ventilation and air conditioning (HVAC)
units and supplies to maintain and repair the HVAC systems in City-owned facilities. On
April 19, 2017, the City solicited bids for such units and supplies. After reviewing the
three bids received, staff recommends Howard Industries as the best bidder for one
year in an amount not to exceed $75,000, with two additional two-year renewal options
with an increase based on manufacturer pricing, for a total amount not to exceed
$390,303 over a five-year period.
Discussion
Facilities Maintenance staff completes approximately 800 HVAC work orders per fiscal
year including the repair, replacement and maintenance of air conditioners, boilers,
building automation systems, chillers, condensers, ductwork, fans, heaters, piping,
thermostats and other equipment at various City facilities. These work requests require
the purchase of HVAC supplies and new HVAC units. In 2014, the City awarded Bid
2 of 3
#4162 to Howard Industries and Airgas Refrigerants to provide HVAC units and
supplies for one year in FY 2014-15 in an amount not to exceed $99,455. On June 23,
2015, Council awarded Bid #4162 to Howard Industries to provide HVAC units and
supplies for the next two years, through June 2017, for a total not to exceed amount of
$300,000 over a three-year period, per Attachment A.
Vendor/Consultant Selection
On April 19, 2017, the City published Notices Inviting Bids to furnish and deliver HVAC
units and supplies for repairs and maintenance in accordance with City specifications.
The bid was posted on the City's on-line bidding site, and notices were advertised in the
Santa Monica Daily Press in accordance with City Charter and Municipal Code
2.24.100(a) provisions. A total of 27 vendors downloaded the bid. Three bids were
received and publicly opened on May 8, 2017 per Attachment B. Bids were evaluated
based on the criteria in SMMC 2.24.072, including price, previous experience, ability to
deliver, quality of product, and compliance with City specifications. Howard Industries is
not the lowest bidder but offered competitive pricing, and four renewal options which are
preferable as they allow the City to budget for upcoming years. The lowest bidder, Allied
Refrigeration, Inc., did not offer any renewal options and neglected to bid on six items
which resulted in a less comprehensive bid. The third bidder, Airgas Refrigerants, Inc.,
only provided pricing for two of the 14 items listed in the bid and was the highest bidder
on both items. Howard Industries has satisfactorily supplied the City with HVAC units
and supplies since 2014 under a previous contract. Based on these criteria, staff
recommends Howard Industries as the best bidder.
Financial Impacts and Budget Actions
The purchase order to be awarded to Howard Industries is for an amount not to exceed
$390,303. Funds of $75,000 are available in the FY 2017-18 budget in various
departments. The purchase order will be charged to account 014523.544010, and
expenditures will be transferred to departments incurring maintenance services. Future
year funding is contingent on Council budget approval.
3 of 3
Prepared By: Kyla Johnson, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. June 23, 2015 Staff Report
B. 4283 HVAC Supplies Bid Results
C. Howard Industries Oaks
City Council Report
City Council Regular Meeting: June 23, 2015
Agenda Item: 3-C
1 of 3
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Purchase of Heating, Ventilation and Air Conditioning (HVAC) Units and
Supplies
Recommended Action
Staff recommends that the City Council authorize the Purchasing Services Manager to
exercise the first year renewal option of Bid #4162 and issue a purchase order with
Howard Industries, a California-based company, for heating, ventilation and air
conditioning units and supplies in an amount not to exceed $100,000 for one year, with
one additional one-year renewal option with an increase based on manufacturer pricing
for a total amount not to exceed $300,000 over a three year period, with future year
funding contingent on Council budget approval.
Executive Summary
The City purchases a broad variety of heating, ventilation and air conditioning (HVAC)
units and supplies to maintain HVAC systems at City facilities. In May 2014, the City
solicited bids for the purchase of HVAC units and supplies. After reviewing the two bids
received, Howard Industries and Airgas Refrigerants were selected to provide HVAC
units and supplies for FY 2014-15 in an amount not to exceed $99,455. As Airgas
Refrigerants did not offer renewal options, Howard Industries is recommended as the
best bidder to provide HVAC units and supplies for the next two years through June
2017 for a total not to exceed amount of $300,000 over a three-year period. Discussion
Staff completes approximately 600 heating, ventilation and air conditioning (HVAC)
work orders per year including repair, replacement and servicing of air conditioners,
boilers, building automation systems, chillers, condensers, ductwork, fans, heaters,
piping, thermostats and other equipment.
Vendor Selection
In May 2014, the City published Notices Inviting Bids to provide HVAC units and
2 of 3
supplies as required by Facilities Services responsible for HVAC repair and
maintenance in accordance with City specifications. The bid was posted on the City's
on-line bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. A total of 297 vendors
were notified, 24 vendors downloaded the bid (Bid #4162). Two bids were received and
publicly opened on June 6, 2014 per Attachment A. Bids were evaluated based on the
criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality
of product, and compliance with City specifications.
Howard Industries offered the lowest bid pricing on 13 of 15 commonly purchased
HVAC items and has supplied the City for several years at reasonable prices. Airgas
Refrigerants offered the lowest bid pricing on R-22 refrigerant, but offered no renewal
options past FY 2014-15. Based on these criteria, Howard Industries was
recommended as the best bidder for the purchase of HVAC units and supplies; and
Airgas Refrigerants was recommended as the best bidder for the purchase of R-22
refrigerant in accordance with the City specification.
On December 4, 2014, the Purchasing Services Manager awarded Bid #4162 and
issued purchase order #24290-OF to Howard Industries to provide HVAC units and
supplies through June 2015 in an amount not to exceed $83,125. On January 21, 2015,
purchase order #24316-OF was issued to Airgas Refrigerants in an amount not to
exceed $16,330. At the time of issuance, the purchase orders were approved under the
Purchasing Services Manager’s authority. This action incorporates purchase orders
#24290-OF and #24316-OF and two additional one-year renewal options for a three-
year total not to exceed $300,000.
3 of 3
Financial Impacts and Budget Actions
The renewal option and purchase order to be awarded to Howard Industries is for an
amount not to exceed $300,000. The purchase order will be charged to account
014523.544010 and expenditures will be transferred to departments incurring
maintenance services. Funds in the amount of $100,000 are included in the FY 2015-17
Proposed Biennial Budget in various department budgets. Future year funding is
contingent on Council budget approval.
Prepared By: Kevin Nagata, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Results for Bid #4162 HVAC Units and Supplies (PDF)
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City, CA PAGE 1 OF 1
Project HVAC UNITS AND SUPPLIES (4283)
Issued on 04/19/2017
Bid Due on May 8, 2017 3:00 PM (Pacific)
Item
Num Section Item Code Item Description
Unit Of
Measure Quantity Unit Price Responses Unit Price Responses Unit Price Responses
1 Pricing
IN STORE
PURCHASE
ADVANCED DISTRIBUTOR PRODUCTS AX36 AIR
HANDLER EA 1 N/A N/A NO RESPONSE NO RESPONSE
1 Pricing DELIVERED
ADVANCED DISTRIBUTOR PRODUCTS AX36 AIR
HANDLER EA 1 N/A $ 1,058.54 NO RESPONSE NO RESPONSE
2 Pricing
IN STORE
PURCHASE
DAYTON 5.0 TON 14.5 SEER AC CONDENSER R-
410A - 6ELA8 EA 1 N/A N/A $ 1,846.46 4A7A6061J100A
2 Pricing DELIVERED
DAYTON 5.0 TON 14.5 SEER AC CONDENSER R-
410A - 6ELA9 EA 1 N/A $ 1,592.11 $ 1,846.46
3 Pricing
IN STORE
PURCHASE DAYTON V BELT, 42 IN, A40 - 1A109 EA 1 N/A $ 5.53 $ 7.96
3 Pricing DELIVERED DAYTON V BELT, 42 IN, A40 - 1A110 EA 1 N/A $ 5.53 $ 7.96
4 Pricing
IN STORE
PURCHASE FORANE R22 REFRIGERANT, 30 LB - R-22 EA 1 N/A $ 765.00 $ 740.00
4 Pricing DELIVERED FORANE R22 REFRIGERANT, 30 LB - R-23 EA 1 $ 1,087.50 $ 765.00 $ 740.00
5 Pricing
IN STORE
PURCHASE FORANE REFRIGERANT, 25 LB - R410A EA 1 N/A $ 115.77 $ 119.90
5 Pricing DELIVERED FORANE REFRIGERANT, 25 LB - R410A EA 1 $ 249.98 $ 115.77 $ 119.90
6 Pricing
IN STORE
PURCHASE
LENOX BRAZING ALLOY ROD, COPPER, 1 LB,
1/8X20 IN - WS78168 EA 1 N/A $ 41.11 $ 73.47
6 Pricing DELIVERED
LENOX BRAZING ALLOY ROD, COPPER, 1 LB,
1/8X20 IN - WS78168 EA 1 N/A $ 41.11 $ 73.47
7 Pricing
IN STORE
PURCHASE RAYPAK XFYRE HYDRONIC BOILER H7-0500 EA 1 N/A N/A $ 9,218.00
7 Pricing DELIVERED RAYPAK XFYRE HYDRONIC BOILER H7-0500 EA 1 N/A $ 11,023.00 $ 9,218.00
8 Pricing
IN STORE
PURCHASE
RAYPAK XTHERM CONDENSING POOL HEATER
WHP-1505 EA 1 N/A N/A $ 24,281.00
8 Pricing DELIVERED
RAYPAK XTHERM CONDENSING POOL HEATER
WHP-1505 EA 1 N/A $ 25,698.00 $ 24,281.00
9 Pricing
IN STORE
PURCHASE
RAYPAK XTHERM POOL TRANSFER 1505 CUPRO
ASME KIT 012575F EA 1 N/A N/A $ 10,643.60
9 Pricing DELIVERED
RAYPAK XTHERM POOL TRANSFER 1505 CUPRO
ASME KIT 012575F EA 1 N/A $ 9,764.00 $ 10,643.60
10 Pricing
IN STORE
PURCHASE
SLIMLINE SPECIALITY SERIES THERMOSTAT-
TSTATEZ EA 1 N/A N/A $ 148.45 TH832OU1008
10 Pricing DELIVERED
SLIMLINE SPECIALITY SERIES THERMOSTAT-
TSTATEZ EA 1 N/A $ 68.00 $ 148.45
11 Pricing
IN STORE
PURCHASE
SMITH REFILL PORTABLE CYLINDER, OXYGEN,
20 CU FT - OC20 EA 1 N/A $ 10.17 $ 11.65
11 Pricing DELIVERED
SMITH REFILL PORTABLE CYLINDER, OXYGEN,
20 CU FT - OC20 EA 1 N/A $ 10.17 $ 11.65
12 Pricing
IN STORE
PURCHASE
SMITH REFILL PORT CYLINDER, ACETYLENE, 10
CU FT - 2329E EA 1 N/A $ 17.13 $ 22.69
12 Pricing DELIVERED
SMITH REFILL PORT CYLINDER, ACETYLENE, 10
CU FT - 2329E EA 1 N/A $ 17.13 $ 22.69
13 Pricing
IN STORE
PURCHASE
SQUARE D DP COMPACT CONTACTOR, 24VAC,
20A, OPEN, 2P - 8910DP12V14 EA 1 N/A $ 9.32 $ 7.10
13 Pricing DELIVERED
SQUARE D DP COMPACT CONTACTOR, 24VAC,
20A, OPEN, 2P - 8910DP12V14 EA 1 N/A $ 9.32 $ 7.10
14 Pricing
IN STORE
PURCHASE
WHITE-RODGERS TRANSFORMER, 24V OUTPUT -
90-T40F3 EA 1 N/A $ 9.59 $ 12.15 5035A
14 Pricing DELIVERED
WHITE-RODGERS TRANSFORMER, 24V OUTPUT -
90-T40F3 EA 1 N/A $ 9.59 $ 12.15
Question
PLEASE INDICATE IF ANY DISCOUNTS ARE
OFFERED FOR BULK PURCHASES OF ITEMS
(INDICATE ITEM(S) AND QUANTITY OR $ VALUE
NEEDED TO ACHIEVE PRICE BREAK POINTS):N/A N/A NO
Question
Describe any additional fees and charges not
listed above.N/A NONE NO RESPONSE
Question
PLEASE INDICATE YOUR FIRM’S BUSINESS TAX
ID #:26-2708880 95-282-8590 95-265-1899
Question
DOES YOUR FIRM HAVE A STORE LOCATION IN
THE VICINITY OF SANTA MONICA WHERE
SUPPLIES MAY BE PURCHASED ON ACCOUNT?YES. PLEASE SEE ATTACHED
YES. 3650 HOLDREGE AVE,
LOS ANGELES, CA 90016
YES. 8855 WASHINGTON
BLVD, CULVER CITY, CA
90232
Question
PLEASE INDICATE YOUR METHOD OF DELIVERY,
IF OFFERED (SHIP TO LOCATION WILL
GENERALLY BE 2500 MICHIGAN AVENUE,
SANTA MONICA, CA 90404):COMMON CARRIER COMPANY TRUCK
COMPANY TRUCK, COMMON
CARRIER, MANUFACTURER'S
TRUCK
Question
FOR DELIVERIES, HOW LONG WILL IN-STOCK
ITEMS TAKE TO BE DELIVERED TO SANTA
MONICA AFTER RECEIPT OF ORDER?1-3 DAYS ARO 1 DAY 1 DAY
Question
PLEASE INDICATE IF YOUR FIRM OFFERS FREE
DELIVERY OF ITEMS (SELECT ONE):
FREE DELIVERY - NO
MINIMUM ORDER
FREE DELIVERY - NO
MINIMUM ORDER
FREE DELIVERY - NO
MINIMUM ORDER
Question
PLEASE INDICATE WHAT TYPES OF SUPPLIES /
MANUFACTURER’S BRANDS YOUR COMPANY
OFFERS FOR DELIVERY. YOU MAY PROVIDE A
WEBSITE ADDRESS AND/OR ATTACH A
CATALOG AS APPROPRIATE.PLEASE SEE ATTACHED
WWW.ALLIEDREFRIGERATI
ON.COM
SHOP ON LINE WWW.HOWIND.COM
Question
PLEASE INDICATE THE TYPES OF HVAC SUPPLIES
AND BRANDS KEPT IN STOCK AT YOUR LOCAL
STORE LOCATION (ATTACH ADDITIONAL SHEETS
OR CATALOG IF AVAILABLE).REFRIGERANT GASES - VARIES
WWW.ALLIEDREFRIGERATI
ON.COM
PRODUCTS
WWW.HOWIND.COM
PLEASE SEE ATTACHED LINE
CARD
Question
Percent discount off of manufacturer's price list
for related items subject to this bid not listed
above: __________ % to_________ %
0% TO 5% PERCENTAGE
DISCOUNT OFF OF OUR
INTERNAL PRICE LISTING. SEE
ATTACHED.NONE UP TO 50%
Payment
Terms
Payment Terms (Enter payment discount
terms; otherwise net thirty (30) days will apply.0% NET 30 NET 30 NET 30
Renewal
Options Period 2 (First Annual Renewal Option)
PRICING IS SUBJECT TO
DOCUMENTED
MANUFACTURER PRICE
INCREASES WITH THIRTY (30)
DAYS' ADVANCE WRITTEN
NOTICE.
NO RENEWAL OPTION
OFFERED
PRICING IS SUBJECT TO THE
MANUF
Renewal
Options Period 3 (Second Annual Renewal Option)
PRICING IS SUBJECT TO
DOCUMENTED
MANUFACTURER PRICE
INCREASES WITH THIRTY (30)
DAYS' ADVANCE WRITTEN
NOTICE.
NO RENEWAL OPTION
OFFERED
PRICING IS SUBJECT TO THE
MANUF
Renewal
Options Period 4 (Third Annual Renewal Option)
PRICING IS SUBJECT TO
DOCUMENTED
MANUFACTURER PRICE
INCREASES WITH THIRTY (30)
DAYS' ADVANCE WRITTEN
NOTICE.
NO RENEWAL OPTION
OFFERED
PRICING IS SUBJECT TO THE
MANUF
Renewal
Options Period 5 (Fourth Annual Renewal Option)
PRICING IS SUBJECT TO
DOCUMENTED
MANUFACTURER PRICE
INCREASES WITH THIRTY (30)
DAYS' ADVANCE WRITTEN
NOTICE.
NO RENEWAL OPTION
OFFERED
PRICING IS SUBJECT TO THE
MANUF
Required
Forms Business License NOT REQUIRED REQUIRED NOT REQUIRED
Required
Forms Oaks Form INCOMPLETE COMPLETED INCOMPLETE
Notes
EXCEPTIONS TO TERMS AND
CONDITIONS LETTER
ATTACHED.
PLANET BIDS
VENDOR NOTIFICATIONS: 1049
VENDOR DOWNLOADS: 27
HOWARD INDUSTRIESCULVER CITY, CAALLIED REFRIGERATION, INCLOS ANGELES, CAAIRGAS REFRIGERANTS, INCLONG ISLAND CITY, NEW YORK