2025 10 21 Regular Session Packet

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PURCHASING DEPARTMENT 
MEMORANDUM 
 
To: Mike Keith, Finance Director 
From: Angela Robbins, Purchasing Assistant 
Date: October 15, 2025 
Re: RFB 25-15 – Athens City Hall & Fire Station 2 HVAC 
 
Following the close of RFB 25-15, I 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 and Base Bid B reflected a 
mathematical error for Fire Station 2.  
 
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 RFB called for replacement of two units at Fire Station 2. 
Tennessee Home Solution’s worksheet priced one unit and didn’t multiply the pricing, which is 
why their apparent low price was not correct. Webb’s P&H submitted a complete, responsive 
price for the full Fire Station 2 scope and is the lowest responsible, compliant bidder on that 
basis. 
 
Recommendation: In the City’s best interest and consistent with the solicitation’s provision for 
separate awards, I 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, Fire Station 2’s correct total pricing 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: $36,222.66*(Corrected amount 
after multiplying the unit price by number of units). All required affidavits, addendum 
acknowledgement, insurance, and licensing were submitted. 
 
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