consider and take possible action to …...acis (air conditioning innovative solutions) 10 metco...

ALLAS, TEXAS 752BOARD OF TRUSTEES

AGENDA ITEM

FOR USE BY BOARD SERVICES OFFICE

BOARD FILE #: AMENDED DATE: (See Minutes)

Meeting Type: Meeting Date:

Policy Reference:

Justification:

Bid/RFP Statistics andInformation:

Received: M/WBEs: Bid/RFP #: Opening Date:Compliant: M/WBEs:

M/WBE Information: In accordance with the District’s M/WBE Program requirements, this contract’s M/WBE goal is set at % of the contract amount.

No subcontracting opportunities M/WBE vendor Committed to achieving % Multiple M/WBE vendors #

Recommended Vendor(s):Contract Type:Contract Term:Lowest Responsive Bidder(s): Sole Source Vendor:Funding Information:

Budget Approval NA (Budget Department Approval Required)

Request #: PO #: Project Order #:

Contact Information:

Name: Title:

Department: Phone #:

Additional Information Sheet(s) attached: Yes No

Board Meeting May 24, 2018CH(LOCAL)

CONSIDER AND TAKE POSSIBLE ACTION TO AUTHORIZE, NEGOTIATE AND ENTER INTO AGREEMENTS WITH RECOMMENDED VENDORS TO PROVIDE HVAC SERVICES AND BUILDING AUTOMATION, ORIGINAL EQUIPMENT MANUFACTURER(OEM) AND GENERIC EQUIPMENT, PARTS, SUPPLIES, AND ACCESSORIES TO MAINTAIN AND REPAIR HVAC SYSTEMS (NOT TO EXCEED $28,000,000 OVER THREE YEARS/GENERAL OPERATING FUNDS/SPECIAL REVENUE FUNDS)

Approval is requested to continue providing HVAC preventative maintenance and repair services at a district-wide level for the next three years. This request closely aligns with the historical spend and budgets for HVAC services, parts and supplies to maintain HVAC equipment adequately through the acquisition of contracted services, when needed, and multiple awards are recommended to enable the purchase of a wide range of HVAC parts, supplies, and equipment.

28 1027 10 RV-205204 2/28/2018

30✔

✔ VAR 10✔

See Detailed Information SheetRequest for ProposalsThree Years

No N/A

✔

General Operating/Special Revenue Funds

Christopher Gray Executive Director

Maintenance and Facility Services 972-925-5096

BE IT RESOLVED BY THE DALLAS INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES: That the Board of Trustees authorizes the district to negotiate and enter agreements between Dallas Independent School District and recommended vendors to provide HVAC services and Building Automation, OEM and Generic equipment, parts, supplies, and accessories to maintain and repair HVAC systems for district wide use on an as needed basis (not to exceed $28,000,000 over three years/general operating funds/special revenue funds). The Board action shall take effect immediately upon passage unless otherwise noted.

✔

DETAILED INFORMATION SHEET Meeting Date: May 24, 2018 Title: CONSIDER AND TAKE POSSIBLE ACTION TO AUTHORIZE, NEGOTIATE AND ENTER

INTO AGREEMENTS WITH RECOMMENDED VENDORS TO PROVIDE HVAC SERVICES AND BUILDING AUTOMATION, ORIGINAL EQUIPMENT MANUFACTURER(OEM) AND GENERIC EQUIPMENT, PARTS, SUPPLIES, AND ACCESSORIES TO MAINTAIN AND REPAIR HVAC SYSTEMS (NOT TO EXCEED $28,000,000 OVER THREE YEARS/GENERAL OPERATING FUNDS/SPECIAL REVENUE FUNDS)

Recommended Vendors: Group 1 Filters & Filter Replacement

Rank Vendors

1 JF Filtration Inc. *

2 Trane U.S. Inc.

3 Carrier Corp.

4 Facility Response Group, Inc.

5 Berger Engineering Company*

6 DMI Corp aka Decker Mechanical

7 Elston Aire (MWBE)*

8 Denali Construction Services, LP*

9 ACIS (Air Conditioning Innovative Solutions)

10 Metco Engineering

Group 2‐Preventive Maintenance & Repairs

Rank Vendors

1 Spaeth Machine Shop, Inc.

2 Entech Sales & Service, LLC

3 Cleaver Brooks


5 Trane U.S. Inc.

6 DMI Corp. aka Decker Mechanical


8 Carrier Corp.


10 Texas Air Systems

11 Campos Engineering Inc*

12 Elston Aire*

13 Metco Engineering

14 Assured Comfort Services (ACS)*

15 ACIS (Air Conditioning Innovative Solutions)

*Denotes M/WBE



Recommended Vendors (Continuation):

Group 3‐Building Automation

Rank Vendors

1 JMS Integrated Building Solutions, LLC

2 Schneider Electric Buildings Americas, Inc

3 Trane U.S. Inc.

4 Metco Engineering

5 Carrier Corp.

Group 4‐OEM Equip., Parts Supplies &

Accessories

Rank Vendors


2 Industrial Control Distributors

3 Johnstone Supply

4 Winston Water Cooler*

5 Trane U.S. Inc.

6 Carrier Corp.

7 Hydrotemp, Inc.

8 Cleaver Brooks





13 Denali Construction Services, LP* *Denotes M/WBE



Recommended Vendors (Continuation): Group 5 ‐ Generic Parts & Supplies

Rank Vendors

1 Leland International, Inc. dba Control Tech Supply

2 Winston Water Cooler*

3 Temperature Control Systems*

4 Industrial Equipment Co.*

5 Johnstone Supply

6 JMS Integrated Building Solutions, LLC

7 Schneider Electric Buildings Americas, Inc

8 Industrial Control Distributors

9 Trane U.S. Inc.


11 A & W Bearings

12 Hydrotemp, Inc.

13 Carrier Corp.

14 JF Filtration Inc.*




18 Cleaver Brooks



21 Elston Aire*

22 Dealers Electrical Supply Co.* *Denotes M/WBE



Historical Information: On February 26, 2015, per BDoc#62278/RFP#TH-204337, the Board of Trustees authorized the district to negotiate and enter into contract(s) for HVAC Preventive Maintenance and Repair Services in the amount not to exceed $75,000,000 over three years.

To date the District has spent:

FY Mar 2015 – Jun 2015 $ 1,863,237.44

FY Jul 2015 – Jun 2016 $10,592,359.63

FY Jul 2016 – Jun 2017 $ 5,970,022.86

FY Jul 2017 – Jun 2018 $ 2,478,319.27

Total Spent Amount $20,903,939.20

On February 26, 2015, per BDoc#62279/RFP#TH-204346, the Board of Trustees authorized the district to negotiate and enter into contract(s) for HVAC Building Automation and Control Systems Preventive Maintenance and Repair Services in the amount not to exceed $6,000,000 over three years


FY Mar 2015 – Jun 2015 $ 544,666.62

FY Jul 2015 – Jun 2016 $ 1,218,925.82

FY Jul 2016 – Jun 2017 $ 1,513,585.50

FY Jul 2017 – Jun 2018 $ 275,860.00

Total Spent Amount $ 3,553,037.94



Historical Information (Continuation): On September 24, 2015, per BDoc#9.11-92415/RFP#TH-204549, the Board of Trustees authorized the district to negotiate and enter into term agreements for the purchase of HVAC OEM equipment, parts, supplies and accessories in the amount not to exceed $15,000,000 over three years


FY Sep 2015 – Jun 2016 $ 148,351.65

FY Jul 2016 – Jun 2017 $ 509,111.51

FY Jul 2017 – Mar 2018 $ 623,975.53

Total Spent Amount $ 1,281,438.69

On June 22, 2017, per BDoc#7.53-6222017/RFP#RV-204988, the Board of Trustees authorized the district to negotiate and enter into agreements with recommended vendor for the purchase of HVAC Filters and Filter Replacement Services in the amount not to exceed $500,000 over six months.


FY Jul 2017 – Nov 2017 $ 182,110.81

Total Spent Amount $ 182,110.81

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M/WBE Evaluation Coversheet

Title: District Wide HVAC

Bid/RFP #: Request for Proposal, RV - 205204

Vendor / Conlnctor City ... Certltlcallon I•.......-) - c-Type ........ - -

ACIS aka Air Conditioning McKinney TX Curtis Rippee 972-562-6507 Innovative Solutions

HTS aka Heat Transfer Houston TX Don Swllly 469-263-1000 Solutions

A & W Bearings & Supply Dallas TX Terry Guerra 214-630-7681 Co.

Dealers Electrical Supply, Dallas TX Self H I M Bill Turnell 214-358-5222

Co.

Denali Construction carroUton TX WBCSW W I F Michelle Welner 214-350-9555

Services, LP dba Denali CS

Carrier Corp. Richardson TX Steve Shelton 972-789-5420

Assured Comfort Services aka Innovation HVAC Dallas TX NCTRCA H / M Mike Trevino. Jr. 214-272-9946 Services

JMS Integrated Building Carrollton TX Jim Shadley 214-382-4590

Solutions, LLC

Industrial Equipment, Co. Dallas TX Self W I F Greg Cooper 972-488-8400

METCO Engineering, Inc. Dallas TX Barry Bagheri 972-7 40-0361

JF Filtration, Inc. dba Joe W . Dallas TX TX HUB H / M Lori Gutierrez 214-634-2200

Fly Co., Inc

Cleaver Brooks Sales and Dallas TX Danny Childress 214-543-7614

Service

Texas Air Systems, LLC Irving TX Buddy Pace 972-570-4700

Entech Sales & Ser.1ces, Dallas TX John Mattes 469-443- 1519

LLC

Industrial Controls Dallas TX Roxette Mancero 972-671-1996

Distributors

Spaeth Machine Shop, Inc. Irving TX Stephen R. Spaeth 214-876-4194

DMI Corp aka Decker Cedar Hill TX Wade Decker 972-299-9434

Mechanical

Johnstone Supply Dallas TX Dailson Farias 214-902-8372

Hydrotemp, LLC Dallas TX Enc Johnson 214-630-1984

Elston Aire, Inc. DeSoto TX TX HUB B I F Stacy 0 . Elston 972-224-0805

1.L 3--l'f•IZ Page 1 o12 lllf

C-pllall COMIIINt'S

YEii NO NIA

X

Company Didn't Submit the X

Required MIWBE Forms.

X

X Subcontract Opportunity

X Subcontracting Opportunities


X

X

X


X

X


X

X



X

X

X Subcontract Opportunity

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M/WBE Evaluation Coversheet

Title: District Wide HVAC

Bid/RFP #: Request for Proposal, RV - 205204

Vendor / Contrac:tor City Stale Certification (1....-1

Type ~

Leland International, Inc. dba Dallas TX Control Tech Supply

Trane U.S., Inc. Carrollton TX

Berger Engineering Dallas TX Self B I M Company

Schneider Electric Buildings Carrollton TX Americas, Inc.

Facility Response Group, Grand TX Inc. Prairie

Winston Water Cooler Dallas TX WBCSW W I F

Campos Engineering, Inc. Dallas TX DFWMSDC HIM

Temperature Control Dallas TX TX HUB W I F Systems, Inc.

Page 2 of2

- •c:- Complln COMMENTS - - YES NO NIA

Paul C. Staudt 972-243-6884 X

Walter Pendleton 469-758-3000 X

Rafael Chae 214-350-2331 X

Pat Cowart 972-323-1111 X

Joseph Ford 817-632-6090 X

Torrie Walker 214-748-1484 X

Tony Casagrande 214-696-6291 X Self-Certified Subcontract Opportunity

Susan Cross 972-241-7086 X

Approved by:~~ Date: '3--/ tf - 1.8

Dallas Independent School DistrictRFP#RV-205204 District Wide HVAC - Group 1 Filters & Filter Replacement Services Tabulation/Evaluation

Total Number of Evaluators: 5 A B C D E F G H I J

Max

imum

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AC

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CriteriaPurchase Price - Detailed description of rate of services per year 30 28.5 27.306 26.528 27.667 30 25.167 29.472 26.111 26.278 26.833

The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; 20 0.25 1.5 1.75 6.25 0.5 5.5 4.5 1.25 3.5 1.5

2 Quality of Vendor's goods and services 15 8.6 8.4 10.8 6 13.2 6.6 8.2 10.6 9.6 11

3 The Reputation of the Vendor and of the Vendor's Goods or Services 10 6.4 6.2 8.2 3.2 8.4 6.4 5.6 8.4 6.2 7.2

4 The extent to which the services meet the district's needs 15 8.2 8.8 11.4 5.4 12.4 10.6 7.6 12 9.6 11

5Vendor's past relationship with the District - The quality of references from past customers of respondent or experience with Dallas ISD.

10 4.2 5.8 7.8 2 8.6 6.2 4.6 8.6 7.6 7.6

7 Long-term cost to the District to acquire the vendor’s goods and services. 0 0 0 0 0 0 0 0 0 0 0

8 Whether the vendor or the vendor's ultimate parent company or majority owner: 0 0 0 0 0 0 0 0 0 0 0

9 Any other relevant factor specifically listed in the Request for Proposal, to be defined as: 0 0 0 0 0 0 0 0 0 0 0

100 56.15 58.006 66.478 50.517 73.1 60.467 59.972 66.961 62.778 65.1339 8 3 10 1 6 7 2 5 4Rank

Notes: Price Tabulation is based on Hourly Labor Rate and Parts Discount

Criteria #

1

6

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Total Scores (Out of 100 Posible Points)

Dallas Independent School DistrictRFP#RV-205204 District Wide HVAC - Group 2 Preventive Maintenance & Repair ServicesTabulation/Evaluation

Total Number of Evaluators: 5 A B C D E F G H I J K L M O

Max

imum

Ava

ilabl

e Po

ints

per

Cat

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y

Den

ali C

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Serv

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Car

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Ass

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Com

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Se

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CS)

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Ente

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Serv

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Spae

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Shop

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.

DM

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Ber

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Faci

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Cam

pos

Engi

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Inc

CriteriaPurchase Price - Detailed description of rate of services per year 30 26.57 23.33 25.67 22.00 24.74 23.33 30.00 25.50 24.00 25.07 21.80 25.33 25.33 26.00

The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; 20 1.50 1.75 0.50 6.25 0.50 1.50 0.50 3.50 5.50 4.50 1.25 3.50 1.50 5.00

2 Quality of Vendor's goods and services 15 9.20 11.20 5.00 3.80 12.60 9.00 13.80 14.80 9.40 7.00 12.40 11.60 12.20 7.80

3 The Reputation of the Vendor and of the Vendor's Goods or Services 10 6.00 8.00 3.20 3.20 8.20 6.80 9.40 9.80 7.20 5.20 8.60 7.00 7.60 4.40

4 The extent to which the services meet the district's needs 15 7.40 10.80 4.80 4.80 11.80 9.40 13.60 14.60 11.00 5.60 11.40 10.00 10.60 6.80


10 5.20 7.60 2.60 3.20 8.20 5.80 9.60 9.80 6.40 4.00 8.80 5.60 7.80 4.40

7 Long-term cost to the District to acquire the vendor’s goods and services. 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

8 Whether the vendor or the vendor's ultimate parent company or majority owner: 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

9 Any other relevant factor specifically listed in the Request for Proposal, to be defined as: 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

100 55.87 62.68 41.77 43.25 66.04 55.83 76.90 78.00 63.50 51.37 64.25 63.03 65.03 54.409 8 14 13 3 10 2 1 6 12 5 7 4 11Rank

Notes: Price Tabulation is based on Hourly Labor Rate.

Criteria #

1

6

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Dallas Independent School DistrictRFP#RV-205204 District Wide HVAC - Group 3 Building AutomationTabulation/Evaluation

Total Number of Evaluators: 5 A B C E F

Max

imum

Ava

ilabl

e Po

ints

per

Cat

egor

y

Car

rier C

orp.

JMS

Inte

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Solu

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Met

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Tran

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Am

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CriteriaPurchase Price - Detailed description of rate of services per year 30 29.77 30.00 29.86 29.75 29.54

The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; 20 1.75 1.50 6.25 1.25 0.00

2 Quality of Vendor's goods and services 15 7.40 14.40 7.00 10.80 11.20

3 The Reputation of the Vendor and of the Vendor's Goods or Services 10 5.00 9.60 4.40 6.40 7.60

4 The extent to which the services meet the district's needs 15 6.80 13.80 5.80 9.40 12.60


10 5.20 9.60 3.00 7.00 7.20

7 Long-term cost to the District to acquire the vendor’s goods and services. 0 0.00 0.00 0.00 0.00 0.00

8 Whether the vendor or the vendor's ultimate parent company or majority owner: 0 0.00 0.00 0.00 0.00 0.00

9 Any other relevant factor specifically listed in the Request for Proposal, to be defined as: 0 0.00 0.00 0.00 0.00 0.00

100 55.92 78.90 56.31 64.60 68.145 1 4 3 2Rank

Notes: Price Tabulation is based on Hourly Labor Rate.

Criteria #

1

6

Ave

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Sco

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Eval

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Dallas Independent School DistrictRFP#RV-205204 District Wide HVAC - Group 4 OEM Equipment, Parts, Supplies & AccessoriesTabulation/Evaluation

Total Number of Evaluators: 5 A B C D E F G H I J K L M

Max

imum

Ava

ilabl

e Po

ints

per

Cat

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y

Den

ali C

onst

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Serv

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Spae

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Win

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CriteriaPurchase Price - Detailed description of rate of services per year 30 18.00 24.00 20.00 17.00 24.40 20.00 17.00 24.00 22.00 24.00 22.00 20.00 30.00

The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; 20 1.50 1.75 0.50 1.50 0.50 3.50 5.50 0.50 0.50 1.25 3.50 1.50 0.50

2 Quality of Vendor's goods and services 15 8.40 13.00 12.40 10.20 13.20 14.00 10.40 13.60 13.00 12.80 10.20 10.00 11.40

3 The Reputation of the Vendor and of the Vendor's Goods or Services 10 6.20 7.60 7.80 7.00 8.80 9.20 7.20 8.80 8.40 8.60 6.20 6.80 7.20

4 The extent to which the services meet the district's needs 15 7.20 11.40 11.80 9.00 13.60 14.60 10.20 13.40 12.40 12.40 8.80 9.60 11.40


10 5.60 7.80 7.40 6.20 9.00 9.00 6.60 9.00 8.20 8.60 7.20 7.60 7.20

7 Long-term cost to the District to acquire the vendor’s goods and services. 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

8 Whether the vendor or the vendor's ultimate parent company or majority owner: 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

9 Any other relevant factor specifically listed in the Request for Proposal, to be defined as: 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

100 46.90 65.55 59.90 50.90 69.50 70.30 56.90 69.30 64.50 67.65 57.90 55.50 67.7013 6 8 12 2 1 10 3 7 5 9 11 4Rank

Notes: Price Tabulation is based on Parts Discount

Criteria #

1

6

Ave

rage

Sco

re fo

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Eval

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Dallas Independent School DistrictRFP#RV-205204 District Wide - Group 5 HVAC Generic Parts & SuppliesTabulation/EvaluationTotal Number of Evaluators: 5 A B C D E F G H I J K L M N O P Q R S T U V

Max

imum

Ava

ilabl

e Po

ints

pe

r Cat

egor

y

A &

W B

earin

gs

Den

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JMS

Inte

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Indu

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ent C

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JF F

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Cle

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Spae

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Elst

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Lela

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Inc.

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Faci

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Win

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Wat

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Tem

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Con

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Dea

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Ele

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CriteriaPurchase Price - Detailed description of rate of services per year 30 20.00 18.00 24.00 21.00 27.60 20.00 18.00 17.00 24.40 20.00 17.00 26.00 22.00 20.00 28.00 24.00 23.00 27.00 20.00 30.00 27.00 18.00

The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses;

20 0.00 1.50 1.75 1.50 0.50 0.50 0.50 1.50 0.50 3.50 5.50 0.50 0.50 4.50 0.50 1.25 3.50 0.00 1.50 0.50 0.50 4.25

2 Quality of Vendor's goods and services 15 14.20 8.20 10.00 14.40 12.80 11.40 10.40 9.20 14.00 13.80 10.40 13.40 12.20 6.60 14.60 12.60 8.80 13.40 9.40 13.00 13.40 0.00

3 The Reputation of the Vendor and of the Vendor's Goods or Services 10 9.40 5.60 7.20 9.80 8.40 7.20 7.20 6.20 8.80 8.80 7.00 8.80 8.00 4.40 9.60 9.60 5.80 8.60 6.40 8.60 8.60 0.00

4 The extent to which the services meet the district's needs 15 13.00 8.00 8.60 13.80 13.20 9.20 10.20 9.00 12.80 13.60 9.80 13.40 11.20 5.60 14.60 12.80 8.20 12.80 9.60 13.00 13.80 0.00


10 9.60 6.00 7.00 9.60 9.20 8.40 7.20 5.60 8.80 9.20 6.40 9.00 6.60 3.60 9.40 8.80 6.60 8.00 7.20 8.60 9.40 0.00

7 Long-term cost to the District to acquire the vendor’s goods and services. 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

8 Whether the vendor or the vendor's ultimate parent company or majority owner: 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

9 Any other relevant factor specifically listed in the Request for Proposal, to be defined as: 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

100 66.20 47.30 58.55 70.10 71.70 56.70 53.50 48.50 69.30 68.90 56.10 71.10 60.50 44.70 76.70 69.05 55.90 69.80 54.10 73.70 72.70 22.2511 20 13 6 4 14 18 19 8 10 15 5 12 21 1 9 16 7 17 2 3 22

Notes: Price Tabulation is based on Parts Discount

Rank

Criteria #

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6

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consider and take possible action to …...acis (air conditioning innovative solutions) 10 metco...

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