Obion County Board of Education
April 8, 2013

Background Information:

In addition to advertising, we solicited bids to complete the phase 1 upgrade of the HVAC system at South Fulton Middle/High School (specifications and addendum #1 attached). Phase 1 includes replacement of all roof top units, the 10-ton HVAC unit at the field house, and all high voltage electrical work. On the summary sheet, the base bid is in accordance with all specifications; the alternate bid is for the 10-ton unit at the field house; and the voluntary bid is for the high voltage electrical. The final bid for each company is a combination of dollar amounts listed. Funds are available for this purchase within the General Purpose School Fund budget for the current fiscal year as previously approved by the Board. The amount budgeted was $325,000. We received four (4) bids for this purchase. The bids are summarized on the bid request tally sheet. The individual bids received were

Danny Larcum Heating and Air – $237,264
Base Bid                                 219,000
Add: Requested alternate           9,800

No alternate was submitted for primary electrical per addendum #1 – Using known figures this would be an additional cost of (minimum) 8,464. The voluntary deduct of 15,000 is not recommended – See note #1 in reference to the voluntary deduct of the use of YORK equipment in place of specified equipment (CARRIER).

S. M. Lawrence Company – $259,147
Base Bid                                 242,208
Add: Requested alternate            8,475

No Alternate was submitted for primary electrical per addendum #1 – Using known figures this would be an additional cost of (minimum) 8,464. The voluntary deduct of 37,560 is not recommended – See note #2 in reference to the voluntary deduct of use of TRANE equipment in place of specified equipment (Carrier)

McCoy’s Heating and Air, Inc. – $280,769
Base Bid                                 259,400
Add: Requested alternate          12,905

No alternate was submitted for primary electrical per addendum #1 – Using known figures this would an additional cost of (minimum) 8,464. The voluntary deduct of 37,160 is not recommended – See note #1 in reference to the voluntary deduct of the use of YORK equipment in place of specified equipment (Carrier)

Billy Rogers Plumbing, Heating, and A/C, Inc. – $231,899
Base Bid                                  213,068
Add: Requested alternate           10,367
Add: Voluntary alternate for primary electrical units #1 thru #14 – 8,464
No alternate equipment was bid.      

Note #1
According to the cut sheets submitted by the bidders, we noticed the following differences:
Units #1, 2, 3, 6, 7, 8, 9, 10, 11, & 14 – Unit cooling capacity is reduced from specified
Unit #11 – Could require relocation (condenser coil to close to vertical wall for ag shop)
All units #1 thru 14 - Additional roofing requirements may be needed in order to make waterproof

Note #2
According to the cut sheets submitted by the bidder, we noticed the following differences:
All units except # 4, 5, & 12 – Unit cooling capacity is reduced from specified
Units #7 & 8 are using a different configuration than that in existence. We were not supplied with engineering data to make sure the duct work would interchange and we are unsure of the structure support requirements. This information was provided for Carrier equipment by Robert Berger, engineer, Carrier Corp.
All units #1 thru #14 – Additional roofing requirements may be needed in order to make waterproof.

Staff Recommendation:

I recommend approval of the bid received as submitted by Billy Rogers Plumbing, Heating, and A/C, Inc. at a total cost of $231,899.00.