Summary Sheet- RFCA SUMMARY

CITY OF TEMPE
Meeting Date: 6/25/2026  
REQUEST FOR COUNCIL ACTION
Agenda Item: 7B1
ACTION:  Award one-year contracts with four, one-year renewal options to Browns Partsmaster, Inc.; 
Filterbuy, Inc.; Harold Beck & Sons, Inc.; Parts Town, LLC; Preferred Filtration AZ LLC; and TraMax, 
LLC dba Environmental Filtration, for HVAC and plumbing parts and equipment for the Facilities 
Maintenance Division.
FISCAL IMPACT:  The total cost of the contracts will not exceed $500,000. Sufficient funds have been 
appropriated in the  General Fund, Cost Center 1871 (Facilities Services) and various Capital 
Improvement Projects, for the anticipated expenditures during the current fiscal year and next fiscal 
year, contingent upon City Council approval of the City’s annual budget.
RECOMMENDATION:  Award the contracts.
 
BACKGROUND INFORMATION:  (RFP #26-08T) The City, serving as the lead agency, partnered 
with 1GPA (a national purchasing cooperative) to develop and issue a Request for Proposal (RFP) to 
establish contracts with qualified suppliers to provide a comprehensive range of commercial, industrial, 
and residential HVAC and plumbing parts, equipment, and components to support the operation, 
maintenance, and performance of facilities on an as-needed basis.
This RFP leveraged the collective buying power of a national membership consisting of over 1,600 public 
entities including school districts, charter schools, colleges and universities, municipalities, counties, 
states, federal agencies, Native American communities, fire districts, and other political subdivisions. As 
part of the agreement, the City will receive a portion of the administrative fee paid by organizations that 
utilize these contracts.
Evaluation Process
The City issued a notice of this opportunity to all registered firms within the relevant commodity areas. 
A total of 110 firms downloaded the solicitation resulting in the submission of nine proposals from the 
following firms:
•
Browns Partsmaster, Inc.
•
Carrier Corporation
•
Filterbuy, Inc.
•
Harold Beck & Sons, Inc.
•
Lulani, LLC
•
Parts Town, LLC
•
Preferred Filtration AZ LLC
•
TraMax, LLC dba Environmental Filtration
•
Triad Service Solutions
The proposals were reviewed and scored by a committee consisting of representatives from 
Procurement, Facilities Maintenance, and 1GPA, in accordance with the evaluation criteria outlined 
below.

2
Evaluation Criteria
Weight
1
Cost and Pricing Structure
25%
2
Product Offering & Availability
20%
3
Experience, Expertise, and Qualifications
20%
4
Ordering, Account Management, and 
Support
15%
5
Value-Added Offerings and Member 
Support
15%
6
Responsiveness
5%
Total Weight 
100%
Each committee member independently reviewed and scored the proposals based on the stated 
evaluation criteria. The individual scores were then averaged to determine the initial results. 
Price Analysis:
Offerors submitted minimum discount schedules, regional pricing adjustments, freight terms, and 
additional discount offerings for HVAC and plumbing products. Because pricing varied by manufacturer, 
product category, and geographic coverage, a standardized evaluation methodology was used to 
compare overall pricing competitiveness.
Discount percentages and pricing terms were evaluated against the overall range of responses received 
for comparable product categories. Consideration was also given to freight terms, pricing transparency, 
and the Offeror’s ability to provide competitive pricing across geographic regions. 
Proposals offering more competitive discounts and more favorable shipping terms generally received 
higher scores, while less competitive pricing structures received fewer points. This approach ensured a 
balanced evaluation of overall value while recognizing the diverse product offerings and distribution 
models represented in the proposals. 
Initial Scoring:
The initial evaluation scores presented below are shown in rank order and reflect the total points 
awarded across all evaluation criteria (1,000 points scale).
Responding Firms
Total Initial 
Score
Browns Partsmaster, Inc.
885
Parts Town, LLC
808.83
TraMax, LLC
781.67
Harold Beck & Sons, Inc.
752.67
Filterbuy, Inc.
741
Carrier Corporation
716
Preferred Filtration AZ LLC
706
Lulani, LLC
697.67
Triad Service Solutions
156.67
Based on the initial scoring, the committee determined that the top seven firms would advance in the 
evaluation process and were invited to submit Best and Final Offers. Lulani, LLC’s and Triad Service 
Solutions’ scores fell outside the competitive range and were removed from award consideration. 
Best and Final Offers:

3
Following the initial evaluation, the highest-ranked firms were invited to participate in a Best and Final 
Offer (BAFO) process. Through the BAFO process, offerors were given an opportunity to clarify proposal 
responses, enhance pricing, and submit additional information related to pricing transparency, shipping 
terms, reporting capabilities, value-added services, warranty coordination, and contract compliance 
requirements. All firms responded to the  BAFO and provided revised pricing, additional discounts, 
reduced fees, enhanced freight terms, and/or supplemental information to strengthen their proposals.
Based on the responses received, a second BAFO was issued to the same firms to address remaining 
concerns related to pricing transparency, published price lists, contract terms and conditions, insurance 
requirements, and other proposal deficiencies. Additional pricing improvements were also requested 
where appropriate. All firms responded to the second BAFO and provided the requested clarifications, 
revisions, and supporting documentation. 
BAFO submissions were independently reviewed and scored by the evaluation committee. 
Final Scoring:
Following completion of the BAFO process and evaluation of all revisions and clarification received, the 
committee finalized its scoring and ranking of the proposals. The final scores, presented below in rank 
order, reflect the results of the initial evaluation together with all clarifications, revisions, and 
enhancements submitted during the BAFO process.
Responding Firms
Total 
Final 
Score
Browns Partsmaster, Inc.
890
Parts Town, LLC
833
TraMax LLC
807
Harold Beck & Sons, Inc.
786
Filterbuy, Inc.
773
Preferred Filtration AZ LLC
728
Carrier Corporation was determined to be non-responsive due to material exceptions taken to the 
solicitation’s terms and conditions and was therefore removed from further award consideration. 
Recommendation
The committee recommends awarding contracts to Browns Partsmaster, Inc., Filterbuy, Inc., Harold 
Beck & Sons, Inc., Parts Town, LLC, Preferred Filtration AZ LLC, and TraMax, LLC dba Environmental 
Filtration,  Multiple awards are recommended to ensure the City and 1GPA Members have access to a 
range of HVAC and plumbing parts and equipment as needed.
ATTACHMENTS:   Vendor Offer Forms
STAFF CONTACT(S): Michael Greene, Procurement Manager, (480) 350-8516
Department Director:  Laura Calder, Financial Services Director  
Legal review by:  Dave Park, Senior Assistant City Attorney
Prepared by:  Alicia Ruiz, Procurement Officer