Updated 7-15-15

Award memoIFB 07815: HVAC Parts and Supplies

Date: June 20, 2016

Solicitation coordinator: Scott Schumacher

Contract overviewThe Department of Enterprise Services, with this solicitation and resulting contract, seeks to meet its customers’ need for Heating, Ventilation, and Air Conditioning Parts and Supplies. This contract is a re-bid of HVAC Parts # 09109 which expires on 6-22-16.

Contract period The initial contract term for the state Heating, Ventilation, and Air Conditioning contract will be for two years from a date to be determined upon award. Maximum term is eight years.

Estimated term worth $ 2,000,000.00

Contract type ☐ New ☒ Rebid*

☐ NASPO/ValuePoint ☐ General use

☐ Restricted to:       ☐ * Replaces:      

WEBS commodity codes

740-66; 910-04; 031-02; 031-03; 031-04; 031-05; 031-06; 031-07; 031-08, Others in 031 series.

Bidders notified via WEBS

2-17-16

Bids received Five Bids Received on 3-3-16 1). Johnstone Supply; 2). Refrigeration Supply Distibution; 3); McGuire; 4). MCI Controls; 5). HVAC USA

Bids rejected No bids were rejected

MWBE goals Veteran-owned 80 Minority/woman-owned 11 Small business 628

Total number of records = 3416 Total number of minority owned records = 51 Total number of woman owned records = 39 Total number of minority and woman owned records = 11 Total number of Washington small business records = 628 Total number of Washington mini business records = 13 Total number of Washington micro business records = 50 Total number of veteran owned records = 80

Management fee 0.74 percent

mSupplier diversity outreach

Certification language: As indicated in Section 2.11 the Certification language was provided up front in the solicitation which includes goals of 10 percent participation.

Bid development

Stakeholder work

Attendee sheet

☒ Customer forum Date 12-15-16:☒ Vendor forum Date: 2-23-16

Market research:

Sales Report and Top Customers:

EPP strategy:(See EPP Guidance)

To re-bid the current HVAC Parts #09109 contract with an Open Competitive solicitation that meets the current needs of the customers of Washington State. Stakeholder advised that they wanted a variety of choices to choose from for ordering HVAC Parts. To keep the solicitation competitive, the bid clerk wanted a maximum of five awardees in each of the six regions of Washington State. In addition, vendors needed to be within 20% discounted off their listed prices of products.

Peer review by: There were (4) Peer reviews prior to posting this solicitation: Marcie Disken – Contract Specialist 3 Leslie Edwards – Contract Specialist 3 Kim Ward – Procurement Supervisor John Allen – Contracts Specialist 2

Date Project developments and milestones

December 2015 Scott Schumacher was assigned the rebid of State Contract 07815. This is a rebid of contract # 09109. HVAC parts only. Services of HVAC “is not” part of this contract.

Feb. 14, 2015 Sourcing team meeting. Representatives from DES Facilities, King County and City of Walla Walla attended, either in person or by phone.

Key points raised during the meeting:

Language addressing contract requirements needs to be added to the draft solicitation document

Language about inspections and code compliance needs to be beefed up.

Better language is needed for obsolete equipment

Clarification is needed for major projects (public works) vs. scheduled maintenance

Etc

April 14, 2016 Sent out Notice of Intent to Award to (5) Vendors:

December 17, 2015 Solicitation 07815 posted on WEBS. Bids are due March 10, 2016 and then extended to March 31, 2016.

February 2, 2016 Solicitation Amendment 1. Updated IFB # 07815; Updated Appendix A-Proposed Master Contract; Updated Appendix B-Discount Worksheet.

February 25, 2016 Solicitation Amendment 2. Extended bid due date to March 31, 2016; extended complaint period for March 17, 2016 to March 24, 2016 or (5) day before closing date.

March 8, 2016 Solicitation Amendment 3.

Revise Purpose of the IFB and Awardee methodology

Revise Evaluation and Scoring methodology

Revise Appendix B-Discount Worksheet

Revise Appendix D-Bidder Profile and Ordering

March 21, 2016 Solicitation Amendment 4. Questions and Answers posted to WEBS.

March 10, 2013 Bids received. Five bid packets were received by the bid-due deadline.

All bids were received via email and on time.

Bids were received from …HVAC USA; Gap Supply DBA: Johnstone Supply; McGuire Bearing Company, Refrigeration Supply Distributor; and MIControls, Inc.

No bids were rejected in the initial determination of responsiveness.

Evaluation and award

Bid tabs/Evaluation considerations

Bid tabs

Several adjustments were made to the final evaluation of this contract. However, each was consistent with the solicitation.

The coordinator assumed good faith on the part of the bidders and declared the irregularities to be minor informalities.

Pricing

As noted in the Master Contract and consistent with each of the bids respectively.

Intent to Award Based on the guidelines for award detailed in Section x.x of the main solicitation

recommendation document, solicitation coordinator recommends naming the following as Apparent Successful Bidders:

HVAC USA

Johnstone Supply

Rerigeration Supply Distributor

McGuire Bearing

MIControls

Notice of Intent to Award

April 14, 2016

HVAC USA, Johnstone Supply, Refrigeration Supplies Distributor, McGuire, MIControls, were notified by email that they were Apparent Successful Bidders.

Debrief There was no requested debrief.

Protest Vendor did not enter a protest.

Protest outcome No protest was entered.

Award recommendation

Based on the guidelines for award detailed in Section 4.6 of the main solicitation document, solicitation coordinator recommends official award to the following bidders:

Mectronics Controls DBA: HVAC USA

G-A-P Supply Corp. DBA: Johnstone Supply

Refrigeration Supply Distributor

McGuire Bearing Company

MIControls, Inc.

Signatures

Contract administrator       Date:      

Supervisor       Date: