Agenda Item
iv. Bid 23-417 Portable Air Condition (A/C) Units Contract Award Approval (for a not to exceed amount of $1,200,000)
Summary: Presented by: Mr. Richard H. Boyd, Interim Chief Operations Officer, Division of Operations
Request: It is requested that the Board of Education approve the award of Portable Air Condition (A/C) Bid 23-417 to Sun Belt Rentals, Inc. and Spot Coolers, Inc.
Why: This will allow for the rental of portable air condition units on an as-needed basis as deemed necessary by the District.
Details: In an effort to provide access to portable air condition units on an as needed basis, at an affordable price, a formal Invitation to Bid for Portable Air Condition Units was issued on June 16, 2022, through the Purchasing Department. The solicitation was advertised in the Champion on June 16 and 23, 2022. Electronic notification was sent to 36 vendors from the DCSD Vendor Bid List, 400 vendors through the Georgia Procurement Registry and 115 vendors through IonWave (See attached Sourcing Efforts Memorandum). Bids were received on July 12, 2022, from three (3) firms, reviewed and deemed responsive to the requirements of solicitation. This bid includes four (4) one (1)-year renewal options through 2026.
The Facilities Department reviewed the bids from the responsive bidders and selected Sun Belt Rentals, Inc. as the primary vendor with the lowest fixed price per item that met all required specifications and Spot Coolers, Inc., as the secondary vendor. In the event the primary supplier is unable to provide services, the secondary vendor may be used. This allows the District to perform services without impeding the process due to lack of availability by any one vendor.
This item will allow the district to rent portable air conditioning units on an as needed basis. The use of these rented units will be prioritized based on need. The first priority will be for any school or facility where the HVAC units for the facility is inoperable. The next priority will be for any wing or large portion of a facility that has an inoperable HVAC system. Additionally, the next priority would be those facilities that has multiple rooms without an operable HVAC system and the final would be a single room without an operable HVAC system.
Financial impact: The total budget for this service will be allocated from the cost code (100.2600.543013.00011.7520.9990.8013.040.0000) under the Facilities Deferred Maintenance Budget in the amount not-to-exceed $1,200,000 this fiscal year.
Contact: Mr. Richard H. Boyd, Interim Chief Operations Officer, Division of Operations, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, Division of Operations, 678.676.1478
Effective: Upon board approval
Status: Approved by General Counsel.
CHRONOLOGY OF THE AGENDA ITEM
In an effort to provide access to portable air condition units on an as needed basis, at an affordable price
over the course of a year from multiple vendors, a formal Invitation to Bid for the rental of Portable Air
Condition units issued on June 16, 2022 through the Purchasing Department. Bids were received on July
12, 2022 from three (3) firms, reviewed and deemed responsive to the requirements of solicitation. This
bid includes four (4) one (1)-year renewal options through 2026.
The Facilities Department reviewed the bids from the responsive bidders and selected Sun Belt Rentals,
Inc. as the primary vendor with the lowest fixed price per item that met all required specifications and
Spot Coolers, Inc., as the secondary vendor. In the event the primary supplier is unable to provide
services, the secondary vendor may be used. This allows the District to perform services without impeding
the process due to lack of availability by any one vendor.