" Nashua
™” Public
Library
February 17, 2016
To: John Griffin, CFO
From: Jennifer McCormack, Director
RE: HVAC maintenance agreement
Mr. Griffin:
After an evaluation of our HVAC system by an energy consultant the library solicited bids for a
maintenance agreement for all of our HVAC mechanical equipment and systems. This
agreement will ensure regular thorough inspections and service on all components and will
provide early identification of problems and the steps needed to correct them. Since this will
be a multi-year contract | understand that it must be approved by the finance committee.
An invitation for bids (RFP0292-021216} was sent to 4 vendors and posted on the city’s website
on January 20, 2016, A mandatory pre-bid conference was held on Tuesday, January 26, 2017
and was attended by representatives from five (5} companies. We received bids from 5
vendors ranging in base price from $2,330 - $16,060 annually for 2 years with an option fora
third year renewal.
Based on our evaluation of the proposals | recommended that Palmer and Sicard be awarded
the contract in the amount of $2,330 for this service. Palmer and Sicard proposed the lowest
annual cost and they have prior experience with our HVAC system from their installation of our
new boilers in 2012. Attached please find a summary sheet of the proposed annual
maintenance agreement costs and hourly rates for repairs.
This project will be paid for from our HVAC maintenance account, with service expected to
begin in April, 2016.
Sincerely,
Jennifer McCormack, Library Director
2 Court Street | Nashua, NH 03060 | 603.589.4600 | www.nashualibrary.org
