Rebate_Report_Template.xlsx

This is a Rebate Report Template designed for the City of Seattle's Department of Finance and Administrative Services to track and document rebates related to HVAC Maintenance Services contracts. The template is structured as a spreadsheet with designated fields for recording agency invoice numbers or credit references, invoice dates, and invoice amounts excluding tax. The template serves as a standardized reporting mechanism for monitoring financial rebates associated with the City's three HVAC maintenance service contracts being solicited through Invitation to Bid (ITB) CTY-3760.

The rebate reporting structure facilitates financial reconciliation and vendor accountability under the resulting HVAC maintenance contracts, which are anticipated to replace the three expiring agreements currently held by McKinstry Co LLC (Contract #3760), Hermanson Company LLP (Contract #3822), and Key Mechanical Co of WA (Contract #3823). Annual contract usage has demonstrated consistent growth over the past five years, ranging from $1,706,434.01 in 2021 to a peak of $3,278,213.96 in 2024, with 2025 usage at $3,273,313.64. The template supports the City's financial management and tracking obligations for all HVAC maintenance services available across all City departments under the new contracting arrangement.