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Home My WebLink AboutProposal Award - HVAC Preventative Maintenance for Venues Parks and Arts1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 13, 2016 Kevin Conery Dynamic Mechanical Services 1606 Chestnut St. Mishawaka, IN 46545 PHONE 574/235-9251 FAx 574/235-9171 RE: Proposal Award — HVAC Preventative Maintenance for Venues, Parks, and Arts Dear Mr. Conery: The Board of Public Works at its meeting held on December 13, 2016, awarded the above referenced proposal to you, the highest scoring proposal. A representative from the Parks Department will be in contact with you regarding the award. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk\ c: Nick Gaul, Parks Department VARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU 12/7/2016 Board of Public Works 1308 County —City Building South Bend, IN.46601 RE: VPA HVAC Maintenance Award Members of the Board; Based on the proposal results for the VPA Preventative Maintenance Plan, we request that the Board approve an award to Dynamic Mechanical Services based on receiving the highest score on the criteria outlined in the proposal. The evaluations and scoring of each proposal was accomplished by a committee comprised of Nick Gaul, Parks Department Maintenance, Scott Herzeg, Century Center Maintenance, Jim Monroe, Morris/Palais Maintenance, and George King Purchasing Manager. Collectively, the committee agreed on this summary. HVAC Preventive Maintenance Plan Grading Capability/ Scope/ Experience Skills of Cost Total Business Info Employees Dynamic 27.5 30 29 7 93.5 H&G 25 30 29 5 89 D.A. Dodd 19.5 30 29 5 83.5 Ideal 24 30 28 6 88 Havel 20.5 22.5 25 7 75 HVAC Preventive Maintenance Plan Grading Scope/ Capability/ Business Experience Skills of Cost Total Info Em to ees Dynamic 27.5 30 29 7 93.5 H&G 25 30 29 5 89 D.A. Dodd 19.5 30 29 5 83.5 Ideal 24 30 28 6 88 Havel 20.5 22.5 25 7 75 Scope of Work, Business Information: (30 Points) • Written Proposal — 5 Points • Terms and Conditions — 5 Points • Equipment in the RFP was acknowledged— 10 Points Quotes provided on Hourly wages and Service contracts (not pricing) — 10 Points Dynamic 27.5 Points • Written Proposal complete — 4.5 Points • Terms and Conditions — 5 Points • Identified equipment — 10 Points • Hourly wage and Service contract quotes — 8 Points —No Attachment A H&G 25 Points • Written Proposal complete — 4.5 Points • Terms and Conditions — 3 Points — 1 Page of special conditions • Identified equipment — 7.5 Points — Equipment List was not specific for 4- Winds, MLK 0 Hourly wage and Service contract quotes —10 Points Scope of Work, Business Information: (30 Points) Cont. D.A. Dodd 19.5 Points • Written Proposal complete — 2 Points — Basic cut sheet approach. Very general. Lacking Service Summary • Terms and Conditions — 3 Points —Special Conditions mentioned but not attached. • Identified equipment — 4.5 Points — Vague — It was all combined • Hourly wage and Service contract quotes —10 Points Ideal 24 Points • Written Proposal complete — 4.5 Points • Terms and Conditions — 5 Points • Identified equipment — 4.5 Points — Not Specific — Missing Water Heaters — no breakdown of equipment. • Hourly wage including service — 10 Points Havel 20.5 Points • Written Proposal complete — 3 Points — Missing reference - Complicated • Terms and Conditions — 3 Points — Multiple pages of special conditions. • Identified equipment— 4.5 Points —No Chillers for Century Center • Hourly wage including service— 10 Points Experience: (30 Points) • Reference — 15 Points • Years In Service(10 years or more) —15 Points Dynamic 30 Points • References — 15 Points • Years In Service —15 Points H&G 30 Points • References —15 Points • Years In Service — 15 Points D.A. Dodd 30 Points • Reference — 15 Points • Years In Service —15 Points Experience: (30 Points) Cont. Ideal 30 Points • Reference — 15 Points • Years In Service —15 Points Havel 22.5 Points • Reference — 7.5 Points - Did not include any references. • Years In Service — 15 Points Capability/ Skills and Employees: (30 Points) • Employee credentials— 10 Points • Number of Employees — 10 Points • Response Time/Emergency — 10 Points Dynamic 29 Points • Employee credentials —10 Points • Number of Employees— 9 Points- 37 • Response Time/Emergency — 10 Points —2 Hr. 24/7 H&G 29 Points • Employee credentials —10 Points • Number of Employees — 10 Points — 150+ • Response Time/Emergency — 9 Points — 24/7 (No 2 hr.) D.A.Dodd 29 Points • Employee credentials— 10 Points • Number of Employees —10 Points — 280+ • Response Time/Emergency — 9 Points — 24/7 (No 2 hr.) Ideal 28 Points • Employee credentials —10 Points • Number of Employees — 9 Points — 54 Employees • Response Time/Emergency — 9 Points — No 24/7 (No 2 Hr.) Havel 25 Points • Employee credentials —10 Points • Number of Employees — 6 Points — 6? Unclear • Response Time/Emergency — 9 Points — 24/7 (No 2 Hr.) Cost: (10 Points) • Contract $ - 5 Points • Service Calls $ - 5 Points Dynamic/7 Points • Contract — 3 Points • Service Calls — 4 Points H&G/ 5 Points • Contract — 2 Points • Service Calls — 3 Points D. A. Dodd/ 5 Points • Contract — 4 Points • Service Calls —1 Points Ideal 6/ Points • Contract — 1 Point • Service Calls — 5 Points Havel 7/ Points • Contract — 5 Points • Service Calls — 2 Points HVAC Preventive Maintenance Plan Grading Scope/ Capability/ Business Experience Skills of Cost Total Info Em to ees Dynamic 27 5 30 29 7 93.5 H&G 25 30 29 5 89 D.A. Dodd 19.5 30 29 5 83.5 Ideal 24 30 28 6 88 Havel 20.5 22.5 25 7 75 Scope of Work, Business Information: (30 Points) • Written Proposal — 5 Points • Terms and Conditions — 5 Points • Equipment in the RFP was acknowledged —10 Points • Quotes provided on Hourly wages and Service contracts (not pricing) —10 Points Dynamic 27.5 Points • Written Proposal complete — 4.5 Points • Terms and Conditions — 5 Points • Identified equipment— 10 Points • Hourly wage and Service contract quotes — 8 Points —No Attachment A H&G 25 Points • Written Proposal complete — 4.5 Points • Terms and Conditions — 3 Points — 1 Page of special conditions • Identified equipment — 7.5 Points — Equipment List was not specific for 4- Winds, MLK • Hourly wage and Service contract quotes —10 Points Scope of Work, Business Information: (30 Points) Cont. D.A. Dodd 19.5 Points • Written Proposal complete — 2 Points — Basic cut sheet approach. Very general. Lacking Service Summary • Terms and Conditions — 3 Points —Special Conditions mentioned but not attached. • Identified equipment — 4.5 Points — Vague — It was all combined • Hourly wage and Service contract quotes — 10 Points Ideal 24 Points • Written Proposal complete — 4.5 Points • Terms and Conditions — 5 Points • Identified equipment — 4.5 Points — Not Specific — Missing Water Heaters — no breakdown of equipment. • Hourly wage including service —10 Points Havel 20.5 Points • Written Proposal complete — 3 Points — Missing reference - Complicated • Terms and Conditions — 3 Points — Multiple pages of special conditions. • Identifred equipment — 4.5 Points — No Chillers for Century Center • Hourly wage including service —10 Points Experience: (30 Points) • Reference —15 Points • Years In Service(10 years or more) — 15 Points Dynamic 30 Points • References —15 Points • Years In Service— 15 Points H&G 30 Points • References — 15 Points • Years In Service — 15 Points D.A. Dodd 30 Points • Reference — 15 Points • Years In Service— 15 Points Experience: (30 Points) Cont. Ideal 30 Points • Reference —15 Points • Years In Service — 15 Points Havel 22.5 Points • Reference — 7.5 Points - Did not include any references. • Years In Service —15 Points Capability/ Skills and Employees: (30 Points) • Employee credentials— 10 Points • Number of Employees — 10 Points • Response Time/Emergency— 10 Points Dynamic 29 Points • Employee credentials— 10 Points • Number of Employees — 9 Points- 37 • Response Time/Emergency — 10 Points — 2 Hr, 24/7 H&G 29 Points • Employee credentials— 10 Points • Number of Employees — 10 Points— 150+ • Response Time/Emergency — 9 Points — 24/7 (No 2 hr.) D.A.Dodd 29 Points • Employee credentials — 10 Points • Number of Employees— 10 Points — 280+ • Response Time/Emergency — 9 Points — 24/7 (No 2 hr.) Ideal 28 Points • Employee credentials — 10 Points • Number of Employees — 9 Points — 54 Employees • Response Time/Emergency — 9 Points —No 24/7 (No 2 Hr.) Havel 25 Points • Employee credentials —10 Points • Number of Employees — 6 Points — 6? Unclear • Response Time/Emergency — 9 Points — 24/7 (No 2 Hr.) Cost: (10 Points) • Contract $ - 5 Points • Service Calls $ - 5 Points Dynamic/7 Points • Contract — 3 Points • Service Calls — 4 Points H&G/ 5 Points • Contract — 2 Points • Service Calls — 3 Points D. A. Dodd/ 5 Points • Contract — 4 Points • Service Calls — 1 Points Ideal 6/ Points • Contract — 1 Point • Service Calls — 5 Points Havel 7/ Points • Contract — 5 Points • Service Calls — 2 Points Respectfully submitted, Nick Gaul Scott Herzeg Jim Monroe George King WPHOVED Hoard of Public Worka BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date Name 12/7/2016 Nick Gaul Department VPA BPW Date 12/13/2016 Phone Extension 5597 Required Prior to Submittal to Board Legal x❑ Attorney Name Michael Schmidt Controller x❑ Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing x❑ George King Check the Appropriate Item Type — Required for All Submissions ❑ Agreement ElContract x❑ Proposal ❑ Addendum ❑ Professional Services ❑ Resolution ❑ ❑ Bid Opening Quote Opening ❑ Bid Award ❑ Re to Advertise ❑ Quote Award q El Title Sheet ❑ Change Order No. ❑ C/O & PCA No. ❑ PCA ❑ Ease/Encroach. ❑ Traffic Control ❑ Other: Required Information Company or Vendor Name New Vendor ❑ Yes x❑ No ❑ If Yes, Approved by Purchasing MBE/WBE Contractor ❑ MBE ❑ WBE MBE/WBE Contractor Requested ❑ No ❑ Yes Name of Company Project Name VPA Award of HVAC Services Project Number Funding Source Various Account No. Various Amount $ Terms of Contract 2 years Purpose/Description HVAC Maintenance x❑ Required Contractor's Certification Form Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.) Required For Change Orders Only Amount of ❑ Increase $ ❑ Decrease $ Previous Amount $ Current Percent of Change: % New Amount Total Percent of Change: Copy Original ❑ ❑ ❑ ❑ ❑ ❑ Dispersal After Approval 1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 13, 2016 Bill La Velle Herrman & Goetz, Inc. 225 S Lafayette Blvd South Bend, IN 46601 PHONE 574/235-9251 FAX 574/235-9171 RE: Proposal Award — HVAC Preventative Maintenance for Venues, Parks, and Arts Dear Mr. La Velle: The Board of Public Works, at its meeting held on December 13, 2016, awarded the above referenced proposal to Dynamic Mechanical Services. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk (JARY A. UILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK TAMES A. MUELLER THERESE J. DORAU 1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 13, 2016 Tom Heintzberger D.A. Dodd 4120 N Home St. Mishawaka, IN 46545 PHONE 574/ 235-9251 FAX 574/235-9171 RE: Proposal Award — HVAC Preventative Maintenance for Venues, Parks, and Arts Dear Mr. Heintzberger: The Board of Public Works, at its meeting held on December 13, 2016, awarded the above referenced proposal to Dynamic Mechanical Services. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk l3ARY A. (ALOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU 1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 4SP�T�B�' = W PEACE � �y 1865 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 13, 2016 Chad Ladyga Havel 3210 Sugar Maple Court South Bend, IN 46628 PHONE 574/235-9251 FAx 574/ 235-9171 RE: Proposal Award — HVAC Preventative Maintenance for Venues, Parks, and Arts Dear Mr. Ladyga: The Board of Public Works, at its meeting held on December 13, 2016, awarded the above referenced proposal to Dynamic Mechanical Services. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU 1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD W SOUTH BEND. INDIANA 46601-1830 �1F7�-tea ry L CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 13, 2016 John Martell Ideal Consolidated, Inc. 4601 Cleveland Road South Bend, IN 46628 PHONE 574/235-9251 FAX 574/235-9171 RE: Proposal Award — HVAC Preventative Maintenance for Venues, Parks, and Arts Dear Mr. Martell: The Board of Public Works, at its meeting held on December 13, 2016, awarded the above referenced proposal to Dynamic Mechanical Services. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADHC JAMES A. MUELLER THERESE J. DORAU