Finding No.: 2023-001
Views of responsible officials and planned corrective actions:
GCC agrees with the finding, however, please note the Procurement Timeline below for the procurement of the AC unit servicing Rooms 902/903/904. The solicitation for this specific room was not an emergency in the...
Finding No.: 2023-001
Views of responsible officials and planned corrective actions:
GCC agrees with the finding, however, please note the Procurement Timeline below for the procurement of the AC unit servicing Rooms 902/903/904. The solicitation for this specific room was not an emergency in the beginning however, as multiple solicitations were issued for AC units to service these specific rooms it eventually became an urgent and emergency procurement. Due to Typhoon Mawar, GCC summer semester moved from commencing in early June 2023 to July 2023. These rooms stored simulator equipment, served as classrooms and faculty offices. Due to the time elapsed, it was now an emergency and GCC could not wait to add this AC unit to the next AC bid that was issued in late July 2023. It was in the best interest of the college to proceed going from an IFB to a RFQ.
• GCC-FB-21-014 Removal and Replacement of 24 Air Conditioning Units in GCC (10.09.2021) – Although the HVAC unit for 902/903/904 was listed on this Bid as an alternative bid, only the Base Bid was awarded (i.e. Building 1000 AC units only) due to the total going above and beyond budget estimated. The cost of the individual unit could not be verified due to the proposal coming in at a lump sum (for both Base Bid and Alternative Bid Items).
• GCC-FB-22-001 Removal and Replacement of 12 Units Campus Wide (10.29.2021) – A second bid attempt was conducted for AC units that were not awarded under GCC-FB-21-014 (Alternative Bid), which included the HVAC unit for 902/903/904. Despite going through the bid process and providing ample time for contractors to participate, no bids were received and an RFQ was issued.
• GCC-RFQ-22-001 Removal and Replacement of 12 Units Campus Wide (12.01.2021) –A proposal which included the 7.5 ton unit was submitted; however, after the award was made to the vendor, the Manufacturer of the specified unit increased its price by approximately 17%, from $48,166.00 to $56,813.50. GCC denied the change due to the increase in price.
• GCC-FB-23-010 Replacement of 23 AC Units Campus Wide (05.2023) – The college only received a response from one bidder that provided a bid for all, including the HVAC unit for 902/903/904. An evaluation by GCC was conducted and as a result no award was made because most of the AC units did not meet the specifications set forth in the bid.
• Although the HVAC unit for 902/903/904 had preexisting conditions that prompted the college to list this as one of the priority units to be replaced in prior bid solicitations, GCC AC Mechanics were able to provide temporary repairs in order to sustain the units operation for the time being. However, despite repairs conducted, the unit had significant issues such as having severely corroded condenser fins, damaged fan motor and finally a seized compressor. It must be noted that this specified unit serves three (3) spaces; 902 (simulation room with expensive classroom equipment), 903 (Classroom space) and 904 (Faculty Office space).
• It was around this time, before and after typhoon Mawar, that the unit had reach its end of life where several components of the HVAC system were beyond repair leaving the rooms without air conditioning, resulting in high humidity, wet surfaces/water damage to ceiling tiles and floors, etc. This rendered the room unusable and a potential hazard for mold growth and water damage. Given the urgency to replace unit due to damages that may result from the non-working AC GCC issued a RFQ to procure the 902/903/904 AC Unit as well as the 7.5 Ton for Room 5213.
• GCC-RFQ-23-014 Removal and Replacement of 7.5 Ton HVAC Unit Servicing Rooms 902/903/9054 and Room 5213 (06.13.2023). Only one vendor submitted a proposal and quotation for this unit. An evaluation was conducted and it was determined that the vendor met the minimum requirements set forth in the RFQ. The price proposal for this unit is $34,608.40. GCC awarded the contract given the urgency to replace the specified unit.
This procurement was issued in the best interest of the college to award from a IFB to a RFQ. The events detailed above are documented in the respective procurement files for each solicitation.
Contact Person: Joleen M. Evangelista, Procurement & Inventory Administrator
Expected Completion Date: GCC Materials Management Office will ensure compliance with Guam Procurement Rules and Regulations. Additionally, MMO will conduct refresher procurement trainings at least twice a year and update the SOP. The next training will be held in in Summer 2024.