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Meeting Date:
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2/22/2023 - 6:00 PM
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Category:
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Maintenance and Operations
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Type:
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Action
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Subject:
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15.22 Review and Potential Approval to Request for Proposal (RFP) #1919 Revised Award for HVAC Filters and Delivery Services for Mt. Diablo Unified School District in the 2022/23 Fiscal Year
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LCAP (Local Control Accountability Plan) Goal:
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Goal 1: All students will receive a high quality education in a safe and welcoming environment with equitable and high expectations, access to technology, and instruction in the California State Standards that prepare them for college and career.
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Enclosure
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RFP #1919 Response from Applied Air Filters and Agreement
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File Attachment:
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Summary:
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On September 14, 2022, the Board approved Item 15.13, Awarding Request for Proposal (RFP) #1919 for HVAC Filters and Delivery Services to Applied Air Filters. The RFP allows the District to order filters up to 4 times per year, but the September 14, 2022 Board approval was only for one round of filters per year.
Mt. Diablo Unified School District issued Request for Proposal (RFP) #1919 for District-Wide HVAC Filters and Delivery Services for the 2022/23 fiscal year. The RFP scope is to provide HVAC filters to all district sites including all labor, materials, and necessary appurtenances to deliver HVAC filters to MDUSD sites from July 1, 2022 to June 30, 2023. There is an option of four (4) one-year extensions through June 30, 2027.
District staff is returning with this RFP Award with the revised funding and fiscal impact for your review and consideration. This will allow the District to fund and purchase MERV13 filters, up to 4 times per year, this also adjusts the pricing to include 9.75% tax which is not reflected in the Proposal total. The annual cost differences show the possible 3.5% annual increase per the agreement. The first year's fiscal impact only reflects up to 3 purchases, as the District purchased one round of filters before the creation of RFP 1919.
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Funding:
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2022-2023 & 2023-2024 ESSER and M&O Maintenance General Funding
2025-2026 & 2026-2027 M&O General Maintenance Funding
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Fiscal Impact
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2022-2023 = $103,499.61
2023-2024 = $142,829.48
2025-2026 = $147,828.52
2026-2027 = $153,002.52
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Recommendation:
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Move to approve the revised award of RFP #1919 for HVAC filters and delivery services for Mt. Diablo Unified School District to Applied Air Filters for filter deliveries up to four times per year.
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Approvals:
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Recommended By:
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Signed By:
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Elizabeth McClanahan - Director of Purchasing and Warehouse
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Signed By:
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Melanie Koslow - Director of Maintenance and Operations
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Signed By:
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Nancy Chen - Chief Accountant
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Signed By:
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Dr. Lisa Gonzales - Chief Business Officer
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Signed By:
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Dr. Adam Clark - Superintendent
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Vote Results:
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| Original Motion | | Member Cherise Khaund Moved, Member Debra Mason seconded to approve the Original motion 'Move to approve the revised award of RFP #1919 for HVAC filters and delivery services for Mt. Diablo Unified School District to Applied Air Filters for filter deliveries up to four times per year.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | Linda Mayo | Yes | | Debra Mason | Yes | | Cherise Khaund | Yes | | Keisha Nzewi | Yes | | Erin McFerrin | Yes | |
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