HomeMy WebLinkAboutResolution - 2004-R0149 - Letter Of Award For Heating Ventilating And Air Conditioning Filters - 03_23_2004Resolution No. 2004-RO149
March 23, 2004
Item No. 43
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock, a Letter of Award for
heating ventilating and air conditioning filters — annual pricing, by and between the City
of Lubbock and Filtration Concepts of Lubbock, Texas, and related documents. Said
Letter of Award is attached hereto and incorporated in this resolution as if fully set forth
herein and shall be included in the minutes of the City Council.
Passed by the City Council this 23rd day of March , 2004.
APPROVED AS TO CONTENT:
Victor KilmAn, Purchasing Manager
APPROVED AS TO FORM:
Assistant City Attorney
gs/ccdocs/Ltr of Award -Filtration Concepts.res
March 11, 2004
Resolution No. 2004—RO149
March 23, 2004
Item No. 43
P.O. Box 2000
Lubbock. Texas 79457
(806) 775-2167 • Fax (806) 775-2164
March 23, 2004
C. Mark Fred
Filtration Concepts
5847 50tt' Street
Lubbock, TX 79424
Office of
Purchasing
RE: ITB #031-04/RS — HEATING VENTILATING AND AIR CONDITIONING FILTERS
— ANNUAL PRICING
Dear Mr. Fred:
FILTRATION CONCEPTS has been awarded the items noted below for Heating
Ventilating and Air Conditioning Filters - Annual Pricing based on your response to the City of
Lubbock Invitation to ITB #031-04/RS.
1. A Purchase Order will be issued by the City of Lubbock and covers the category of
items shown below, and no other, during the period beginning March 23, 2004 and
ending March 22, 2005, The City of Lubbock shall not be responsible for payment of
any invoices except those orders placed pursuant to this agreement.
2. Category of Items:
See Enclosed Tabsheet
3. FILTRATION CONCEPTS's bid dated March 9, 2004, is incorporated into and made
a part of this agreement.
4. Prices: As quoted.
5. All invoices shall be directed to:
City of Lubbock
Accounts Payable
PO Box 2000
Lubbock, Texas 79457
6. The City of Lubbock reserves the right to enforce the performance of this contract in
any manner prescribed by law or deemed to be in the best interest of the City of
Lubbock in the event of breach or default of this agreement. The City of Lubbock
reserves the right to terminate this agreement with a thirty (30) day written notice in
the event FILTRATION CONCEPTS fails to perform in accordance with their bid
dated March 9, 2004.
CITY OF LUBBOCK.
r McDouga
Mayor
APPROVED AS TO CONTENT:
Victor Kilman
Purchasing Manager
APPROVED AS TO FORM:
rney
cc: Bid Folder
Vendor File
i
Resolution No. 2004-RO149
Prepared by Purchasing Department for March 23, 2004 City Council Meeting
Advertised: 02/15/04 & 02/22/04 HEATING VENTILATING & AIR CONDITIONING FILTERS - ANNUAL PRICING
Prebid: 02/26/04 Facilities Management
Closed: 03/10/04 ITB #031-041RS
Staff Recommendation: Award contract to Filtration Concepts of Lubbock, TX.
Fiscal Impact: A total of $48,000 was appropriated and $48,000 is available in project number 2510.8228 Building
Maintenance HVAC System Filters for this purpose.
Reviewed by: Budget Manager Finance Director
Bid Item
QTY
UIM
Description/Vendor(s)
Vendor Location
Unit Cost
Total Amount
1
56
EA
11' xl4'x1 Filter
Filtration Concepts
Lubbock, TX
$3.39
$189.84
Cruz & Associates, Inc.
Amarillo, TX
$7.54
$422.24
2
4
EA
12"x13"x1" Filter
Filtration Concepts
Lubbock, TX
$3.95
$15.80
Cruz & Associates, Inc.
Amarillo, TX
$7.54
$30.16
3
12
EA
12"xl4"xl" Filter
Filtration Concepts
Lubbock, TX
$3.39
$40.68
Cruz & Associates, Inc.
Amarillo, TX
$7.54
$90.48
4
44
EA
12"x24"x2" Filter
Filtration Concepts
Lubbock, TX
$2.85
$125.40
Cruz & Associates, Inc.
Amarillo, TX
$4.18
$183.92
5
12
EA
12"x24"x4" Filter
Filtration Concepts
Lubbock, TX
$4.45
$53.40
Cruz & Associates, Inc.
Amarillo, TX
$6.70
$80.40
6
12
EA
14"x14"x1" Filter
Filtration Concepts
Lubbock, TX
$3.39
$40.68
Cruz & Associates, Inc.
Amarillo, TX
$7.54
$90.48
7
52
EA
14'WO' 2" Filter
Filtration Concepts
Lubbock, TX
$2.90
$150.80
Cruz & Associates, Inc.
Amarillo, TX
$4.46
$231.92
8
12
EA
14"x25"x2" Filter
Filtration Concepts
Lubbock, TX
$3.30
$39.60
Cruz & Associates, Inc.
Amarillo, TX
$4.90
$58.80
9
44
EA
15"xl8"x1" Filter
Filtration Concepts
Lubbock, TX
$4.22
$185.68
Cruz & Associates, Inc.
Amarillo, TX
$9.34
$410.96
10
68
EA
15"x25"xl" Filter
Filtration Concepts
Lubbock, TX
$4.88
$331.84
Cruz & Associates, Inc.
Amarillo, TX
$10.52
$715.36
11
20
EA
16"xl6"x2" Filter
Filtration Concepts
Lubbock, TX
$4.46
$89.20
Cruz & Associates, Inc.
Amarillo, TX
$10.24
$204.80
12
92
EA
16"40"x1" Filter
Filtration Concepts
Lubbock, TX
$2.42
$222.64
Cruz & Associates, Inc.
Amarillo, TX
$3.94
$362.48
13
580
EA
16'WO' 2" Filter
Filtration Concepts
Lubbock, TX
$2.58
$1,496.40
Cruz & Associates, Inc.
Amarillo, TX
$4.26
$2,470.80
14
4
EA
16"x24"xl" Filter
Filtration Concepts
Lubbock, TX
$3.74
$14.96
Cruz & Associates, Inc.
Amarillo, TX
$10.52
$42.08
15
212
EA
16"x25"xl" Filter
Filtration Concepts
Lubbock, TX
$2.72
$576.64
Cruz & Associates, Inc.
Amarillo, TX
$4.32
$915.84
Page 1 of 3
Prepared by Purchasing Department for March 23, 2004 City Council Meeting
Advertised: 02/15/04 & 02/22/04 HEATING VENTILATING & AIR CONDITIONING FILTERS - ANNUAL PRICING
Prebid: 02/26/04 Facilities Management
Closed: 03/10/04 ITS #031-04/RS
Staff Recommendation: Award contract to Filtration Concepts of Lubbock, TX.
Fiscal Impact: A total of $48,000 was appropriated and $48,000 is available in project number 2510.8228 Building
Maintenance HVAC System Filters for this purpose.
Reviewed by: Budget Manager Finance Director
Bid Item
CITY
U/M
Description/Vendor(s)
Vendor Location
Unit Cost
Total Amount
16
668
EA
1 Filter
Filtration Concepts
Lubbock, TX
$2.92
$1,775.36
Cruz & Associates, Inc.
Amarillo, TX
$4.84
$2,942.72
17
12
EA
18"x20"x1" Filter
Filtration Concepts
Lubbock, TX
$4.84
$58.08
Cruz & Associates, Inc.
Amarillo, TX
$10.52
$126.24
18
12
EA
19"x27"xl" Filter
Filtration Concepts
Lubbock, TX
$5.55
$66.60
Cruz & Associates, Inc.
Amarillo, TX
$12.58
$150.96
19
72
EA
20"x20"x1" Filter
Filtration Concepts
Lubbock, TX
$2.72
$195.84
Cruz & Associates, Inc.
Amarillo, TX
$4.36
$313.92
20
366
EA
20"x20"x2" Filter
Filtration Concepts
Lubbock, TX
$2.95
$1,079.70
Cruz & Associates, Inc.
Amarillo, TX
$4.96
$1,815.36
21
8
EA
20'W2"xl" Filter
Filtration Concepts
Lubbock, TX
$5.15
$41.20
Cruz & Associates, Inc.
Amarillo, TX
$11.72
$93.76
22
4
EA
20"x24"xl" Filter
Filtration Concepts
Lubbock, TX
$2.81
$11.24
Cruz & Associates, Inc.
Amarillo, TX
$5.04
$20.16
23
96
EA
20"x24"x2" Filter
Filtration Concepts
Lubbock, TX
$3.40
$326.40
Cruz & Associates, Inc.
Amarillo, TX
$5.68
$545.28
24
72
EA
20"45"xl" Filter
Filtration Concepts
Lubbock, TX
$3.00
$216.00
Cruz & Associates, Inc.
Amarillo, TX
$5.00
$360.00
25
75
EA
20"x25"x2" Filter
Filtration Concepts
Lubbock, TX
$3.40
$255.00
Cruz & Associates, Inc.
Amarillo, TX
$5.64
$423.00
26
4
EA
20"00"xl" Filter
Filtration Concepts
Lubbock, TX
$5.40
$21.60
Cruz & Associates, Inc.
Amarillo, TX
$6.40
$25.60
27
12
EA
22.5"x25"x1" Filter
Filtration Concepts
Lubbock, TX
$5.66
$67.92
Cruz & Associates, Inc.
Amarillo, TX
$12.58
$150.96
28
4
EA
22"x27"xl" Filter
Filtration Concepts
Lubbock, TX
$5.86
$23.44
Cruz & Associates, Inc.
Amarillo, TX
$12.58
$50.32
29
4
EA
24"44"xl" Filter
Filtration Concepts
Lubbock, TX
$3.44
$13.76
Cruz & Associates, Inc.
Amarillo, TX
$5.66
$22.64
30
212
EA
24"x24'W" Filter
Filtration Concepts
Lubbock, TX
$3.88
$822.56
Cruz &Associates, Inc.
Amarillo, TX
$6.32
$1,339.84
Page 2 of 3
Prepared by Purchasing Department for March 23, 2004 City Council Meeting
Advertised: 02/15/04 & 02/22/04 HEATING VENTILATING & AIR CONDITIONING FILTERS - ANNUAL PRICING
Prebid: 02/26/04 Facilities Management
Closed: 03/10/04 ITB #0314WRS
Staff Recommendation: Award contract to Filtration Concepts of Lubbock, TX.
Fiscal Impact: A total of $48,000 was appropriated and $48,000 is available in project number 2510.8228 Building
Maintenance HVAC System Filters for this purpose.
Reviewed by: Budget Manager Finance Director
Bid Item
QTY
U/M
DescriptionNendor(s)
Vendor Location
Unit Cost
Total Amount
31
60
EA
24"x24"x4" Filter
Filtration Concepts
Lubbock, TX
$6.50
$390,00
Cruz & Associates, Inc.
Amarillo, TX
$10.28
$616.80
32
4
EA
24"x28"x1" Filter
Filtration Concepts
Lubbock, TX
$9.32
$37.28
Cruz & Associates, Inc.
Amarillo, TX
$13.54
$54.16
33
44
EA
8"x10"x1" Fitter
Filtration Concepts
Lubbock, TX
$2.72
$119.68
Cruz & Associates, Inc.
Amarillo, TX
$6.38
$280.72
34
4
EA
9"x3Q"x1" Filter
Filtration Concepts
Lubbock, TX
$3.79
$15.16
Cruz & Associates, Inc.
Amarillo, TX
$9.34
$37.36
35
4
EA
9"0"x1" Filter
Filtration Concepts
Lubbock, TX
$2.38
$9.52
Cruz & Associates, Inc.
Amarillo, TX
$6.38
$25.52
All or None, Items 1-35:
Filtration Concepts
Lubbock, TX
$9,119.90
Cruz & Associates, Inc.
Amarillo, TX
$15,706.04
Bid Withdrawn:
Filter Technology Company, Inc.
Houston, TX
No Bid:
CHE, Inc.
Page 3 of 3
Resolution No. 2004-RO149
ITB #031-0MRS, Heating Ventilating and Air Condttloning Filters -Annual Pricing
SUBMIT TO:
Y Y
CITY OF LUBBOCK
CITY OF LUBBOCK TEXAS
PURCHASING DEPARTMENT
11
1625 13TH STREET, RM L04
LUBBOCK, TX 79401-3830
AN EQUAL INVITATION TO BID
OPPORTUNITY
CONTACT PERSON:
buyer name
EMPLOYER #031-04/RS
TEL: 806.775.2167
FAX: 806.775.2164
http: / /purchasing.ci. tubbock. tx. us
TITLE:
SUBMITTAL DEADLINE:
Heating Ventilating and Air Conditioning Filters -Annual
March 10, 2004, 3:00 p.m. CST
Pricing
PRE BID DATE, TIME AND LOCATION:
Any bids recelved after the time and date listed
above, regardless of the mode of delivery, shall be
2 26 4
returned unopened.
RESPONDENT NAME:
IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN
THE "STATEMENT OF NO BID".
MAILING ADDRESS:
Concepts
CITY - STATE - ZIP:
THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY
AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE
COMPETITIVE BID PROCESS. FURTHER, THE CiTY RESERVES THE RIGHT TO
ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE
TELEPHONE NO:
CITY.
A06_791-1796
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS
FAX NO:
REQUEST PERMITS COMPETITIVE BIDS. iT IS THE BIDDER'S RESPONSIBILITY
806-799-2374
TO ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY
LANGUAGE, REQUIREMENTS, ETC., OR ANY COMMNATIONS THEREOF,
E-MAIL:
dvickers@door.net
INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS
ITS TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN
WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER
FEDERAL TAX ID NO. OR SOCIAL SECURITY NO,
75-2172126
THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON THE FOLLOWING ADDENDA:
All Alt #3 #4 #5 (Please Initial)
The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the
municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will officer or
employee of the City, or member of their immediate family, benefit from the award of this bid to the above firm7_ YES7 NO
IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND SPECIFICATIONS,
AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING THE MATERIAL,
EQUIPMENT, LABOR AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM AND AGREES TO
DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE
COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm,
business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and
without collusion or fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of
Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United
States and the State of Texas for price fixing retating to the particular commodity(s) or service (s) purchased or acquired by the City of
Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the
vendor � ,n
eS President
Authorized Signature el Title
C. Mark Fred 3/09/2004
Print/Type Name Date
THiS FORM MUST BE COMPLETED AND RETURNED WiTH YOUR RESPONSE.
031-04/RS.doc
ITB #031.04/RS, Heaft Ventilating and Air Conditioning Fliers -Annual Pricing
BID FORM
Heating Ventilating and Air Conditioning Filters-Annuat Pricing
CITY OF LUBBOCK, TEXAS
ITB #031-04/R5
In compliance with the Invitation to Bid #031-04/RS, the undersigned Bidder having examined the Invitation to Bid and
Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material,
equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations
and for the prices set forth on this form. The Invitation to Bid #031-04/RS is by reference incorporated in this contract. The Bid
Form must be completed in blue or black ink or by typewriter.
Filters will be arranged, packaged and labeled by individual unit with building name and unit identification and
documentation to verify building name, air handler unit, filter sizes, filter quantities, and provide entry spaces for further
documentation of date installed, resistance measurements and installer signature. (Reference Exhibit A)
ITEM
ANNUAL
QTY
UNIT OF
MEASURE
DESCRIPTION
UNIT PRICE' BID
Extended
Cost
Delivery
Days ARO"
1.
56
Each
11 "XI 4"X1" Filter as specified herein
4
2.
4
Each
12"Xi3"X1" Filter as specified herein
3.95
15.80
3.
12
Each
12"X141X1" Filter as specifled herein
3.39
40.68
4.
44
Each
12"X24"X2" Filter as specified herein
2.85
125.40
5.
12
Each
12"X24"X4" Filter as specified herein
4.45
53.40
6.
12
Each
14"X14"X1" Filter as specifled herein
3. -9
40.68
7.
52
Each
14"X20"X7" Fitter as specified herein
2.90
150.80
8.
12
Each
14"X25"X2" Fitter as specified herein
3.30
39.60
9.
44
Each
15"X18"X1" Filter as specified herein
10.
68
Each
151M5"X1" Fitter as specified herein
4.88
331.84
11.
20
Each
16"X16"X2" Filter as specified herein
4.46
89.20
12.
92
Each
16"X201X1" Fitter as specified herein
2.42
222.E
13.
580
Each
16"X20"X2" Fitter as specified herein
14.
4
Each
161M4"Xi" Filter as specified herein
3.74
14.96
15.
212
Each
16"X25"X1" Fitter as specified herein
2.72
576.64
16.
608
Each
161IC251X2" Filter as specified herein
2.92
1775.36
17.
12
Each
181IX20"X1" Filter asspecified herein
4.84
58.08
18.
12
Each
191IX27"X1" Fitter as specified herein
5.55
66.60
19.
72
Each
20'7Q0"X1" Filter asspecified herein
2.72
195.84
20.
366
Each
20"X20"X2" Filter as specified herein
2.95
1079.70
21.
8
Each
20'M2"X1" Filter as specified herein
5.15
41.20
22.
4
Each
20"X2417(1" Fitter as specified herein
23.
%
Each
20"X24'M" Filter as specified herein
3.40
326.40
24.
72
Each
20"X25"X1" Filter as specified herein
3.00
216.00
25.
75
Each
20"X25"X2" Filter as specified herein
3.40
255.00
26.
4
Each
20"X30"X1" Filter as specified herein
5.40
27.
12
Each
22.5'rX25"X1" Filter as specifled
herein
5.66
67.92
28.
4
Each
22"X27"X1" Fitter as specified herein
5.86
23.44
29.
4
Each
24"X24"X1" Fitter as specified herein
3.44
13.76
30.
212
Each
24'M4"X2" Fitter as specified herein
3.88
822.56
P.
60
Each
24"X24`X4" Fitter as specified herein
6.50
390.00
32.
4
Each
241IX28"X1" Fitter asspecified herein
9.32
37.28
33.
44
Each
811X10"X1" Filter as specified herein
2.72
119.68
34.
4
Each
9"X30"X1" Filter as specified herein
3.79
1 .1
35.
4
Each
9"X9"X1" Filter as specified herein
*PRICE: F.O.B. City of Lubbock "Days After Receipt of Order (ARO)
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of , T_ le 1i a 9da ss0 Discounts will
not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The
City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever
event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted
031.04/RS.doc 3
9-0(XF - 6-116)(41V
rrB #031.04/RS, Heating Ventilating and Air Conditioning Fliers -Annual Pdcing
City of Lubbock
Consideration of Location of Bidder's Principal Place of Business
Affidavit of Eligibility
Pursuant to Texas Local Government Code 271.905(b), in purchasing real property or personal property that is not
affixed to real property, if the City receives one or more bids from a bidder whose principal place of business is in
the City of Lubbock and whose bid is within three percent (3%) of the lowest bid price received by the City from a
bidder who is not a resident of the City of Lubbock, the City may enter into a contract with:
(1) the lowest bidder; or
(2) the bidder whose principal place of business is in the City of Lubbock if the City Council determines, in
writing, that the local bidder offers the City the best combination of contract price and additional economic
development opportunities for the City of Lubbock created by the contract award, including the
employment of residents of the City of Lubbock and increased tax revenues to the City of Lubbock.
In order to receive consideration, bidders must submit this affidavit to:
Victor Kalman, Purchasing Manager
City of Lubbock
1625 13a' Street
Lubbock, TX 79401
Complete all areas below. Incomplete affidavits may be rejected.
Local Business Name: West Texas Filter,, inc dba Filtration Concepts
Local Address (must be within the City limits): 5847 50th street Lubbock, Texas 79424
1. Is the above address the principal place of business for the business named above? Yes
I. How many residents of the City of Lubbock are employed at the above business location? 22
3. Year your business was established in the City of Lubbock: 1986
4. For transactions that require sales tax, provide the following Reseller information:
Reseller Permit Number: 1-75-2372126-8
Company Name and Address (as it appears on permit):
West Texas Filter, inc.
5847 50th st
Lubbock, Texas 79424
5. Does your business have more than one office in the State of Texas? X Yes No
If Yes, identify the office location considered as the point -of sale credit for sales tax purposes:
5847 50th Lubbock, Texas 79424
6. Was the local business required to pay business and/or real property tax for the most recent tax year?
X Yes No
If Yes, did the local business pay any of this tax to the City of Lubbock? X Yes No
Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. It is further acknowledged
that any person, firm, corporation or entity intentionally submitting false information to the City in an attempt to qualify for
eligibility shall be prohibited from bidding on City of Lubbock products and services for a period of one (1) year.
Authorized Signature: /?%G �P�_ Date:
Printed Name and Title: C. Kark Feed, ''residPnt
031-04/RS.doc 18