2025 10 13 Work Session Packet

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PURCHASING DEPARTMENT
MEMORANDUM

To: Mike Keith, Finance Director

From: Angela Robbins, Purchasing Assistant

Date: October 8, 2025

Re: RFB 25-15 — Athens City Hall & Fire Station 2 HVAC

Following the close of RFB 25-15, | led the evaluation of the bids received for Athens City Hall
and Fire Station 2. While Webb’s Plumbing, Heating & Electric (Webb’s P&H) did not appear to
be the lowest at the opening, subsequent review confirmed that Tennessee Home Solutions’
Base Bid A price reflected an incorrect unit count for City Hall. Because the City solicited

separate pricing for the two locations, the evaluation distinguishes between those scopes
accordingly.

Base Bid A — City Hall: The RFB called for replacement of multiple rooftop units and one split
system at City Hall. Tennessee Home Solutions’ worksheet priced fewer units than required for
this base bid, which is why their apparent low price was not comparable. Webb’s P&H
submitted a complete, responsive price for the full City Hall scope and is the lowest responsible,
compliant bidder on that basis.

Base Bid B — Fire Station 2: The Fire Station 2 work is a separate base bid and was evaluated

independently. Webb’s P&H provided a responsive price that meets the specifications and
schedule requirements.

Recommendation: In the City’s best interest and consistent with the solicitation’s provision for
separate awards, | recommend awarding to Webb’s P&H as follows: Base Bid A (City Hall) and
Base Bid B (Fire Station 2). This recommendation recognizes the corrected comparison for City
Hall quantities and Webb’s complete, compliant bid for both scopes.

For the record, the bid tabulation reflects the base prices submitted at opening: Webb’s P&H —
City Hall: $174,999.00; Fire Station 2: $24,440.00. Tennessee Home Solutions — City Hall:
$69,611.06 (based on an incorrect unit count); Fire Station 2: $18,335.06. All required affidavits
addendum acknowledgement, insurance, and licensing were submitted.

,

Please let me know if you need any additional information. | will attach the vendor submittals
and cut-sheets to the purchasing packet for your file.

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