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Award of Term Contracts to Air Mechanical & Service Corp, Kenyon & Partners, Inc., and Sherman Mechanical Contractors, LLC, for Air Conditioning Repairs of Systems Over Twenty-Five Tons for Facilities Maintenance Department (Contract No. 24-T00692/JG)
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BRIEF OVERVIEW
The Procurement Department issued Invitation to Bid (ITB) No. 24-T00692/JG on April 17, 2024, at the request of the Hernando County Facilities Maintenance, to obtain bids for HVAC Repairs on Systems Over Twenty-Five (25) Tons currently in use by various County facilities on an as-needed basis.
The Procurement Department staff placed the legal advertisement in the Hernando Sun on April 19, 2024. The bid was sent to Three Thousand Sixty-Seven (3,067) matching vendor/contractors from the website. The bid document was downloaded by Twenty (20) vendor/contractors and Four (4) bid submissions were received.
BIDs RECEIVED:
McCloskey Mechanical Contractors, Inc. $25,860.00 (no award)
Sherman Mechanical Contractors, LLC $27,065.00
Kenyon & Partners, Inc. $32,361.00
Air Mechanical and Service $47,555.00
Bids were reviewed and evaluated by the Procurement Department to determine if they were responsive and responsible. The bids were then reviewed and evaluated by the Hernando County Facility Maintenance staff for award recommendation based on price, conformance with specifications and the Bidder’s ability to perform the contract in accordance with the terms, conditions and specifications required.
Upon review of the references provided by the lowest bidder, McCloskey Mechanical Contractors, Inc., the Department requested Procurement to obtain additional references from the vendor. Ultimately, the Department was unable to obtain satisfactory results and decided not to proceed with award of a contract. After the public posting of the Notice of Intent to Award on November 26, 2024, Procurement did not receive a challenge from McCloskey Mechanical Contractors, Inc.
A Notice of Intent to Award the contract to Sherman Mechanical Contractors, LLC, Kenyon & Partners, Inc., and Air Mechanical and Service, dated November 26, 2024, was posted to the OpenGov website, and posted to the Hernando County Administration electronic public bulletin board. No challenges to the Notice of Intent to Award were received.
The Chief Procurement Officer has reviewed this requirement for conformance to Procurement Ordinance and Purchasing Policies and Procedures.
FINANCIAL IMPACT
Funds are available from Hernando County Facilities Maintenance Department budget line-items:
Fund: 0011 - General Fund, Department: 01701 - Facilities Maintenance, Account: 5304601 - Repair/Maintenance-Buildings and Grounds;
Fund: 0011 - General Fund, Department: 01701 - Facilities Maintenance, Account: 5304631 - Repair/Maintenance-Jail;
Fund: 0011 - General Fund, Department: 01703 - Chinsegut Hill Facilities, Account: 5304601 - Repair/Maintenance-Buildings and Grounds - Chinsegut Hill
LEGAL NOTE
In accordance with Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
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RECOMMENDATION
It is recommended that the Board approve and authorize the Chairman’s signature on the attached agreement and award Contract No. 24-T00692/JG for HVAC Repairs on Systems Over Twenty-Five (25) Tons for an initial Three (3) year term to the following Vendors/Contractors:
1. Sherman Mechanical Contractors, LLC
2. Kenyon & Partners, Inc.
3. Air Mechanical and Service
The actual annual expenditure is undetermined and cannot be estimated at this time. The County has multiple facilities that may need repair and/or replacement of HVAC systems. Staff intends to bring before the Board all repair and/or replacement projects that exceed the Advertised Bidding Requirement (ABR) of $50,000.00.
It is further recommended the Board authorize the Chief Procurement Officer to approve change orders as they become necessary and required up to budgeted amounts and for amounts that do not meet or exceed ABR. It is further recommended that the Board authorize the Chief Procurement Officer to renew the Contract in accordance with Contract Terms and Conditions.
There are two (2) additional one (1) year unilateral renewal options available in accordance with Contract condition/provision on Paragraph 8.1, of the contract.