CC MEETING: June 9, 2020
DATE: June 3, 2020
TO: Erin Rinehart, City Manager
FROM: Dwayne Bianco, Director of Fleet and Facilities
Chrystal Davis, Assistant City Manager
Title
Consider Approval Of The Purchase Of A Trane HVAC System For The Animal Shelter From Trane Manufacturing In An Amount Not To Exceed $166,485.00 Through BuyBoard Purchasing Cooperative.
Body
BACKGROUND:
The existing Aeon HVAC system was installed when the building was originally built and is approximately 10 years old. This system is a specialty unit that is only supported by one distributor in the state which limits our repair options. In the last 18 months the City has spent over $50,000.00 in maintenance and repairs on this unit. The unit currently needs replacement or another $16,000.00 in repairs to make it through the summer.
This unit performs a vital function at the Animal Shelter facility. Reliability is a must for this building and this unit is no longer reliable. Bids were requested from Texas Air (Aeon) and Trane Manufacturing. Aeon did not provide a quote within the required time frame.
Trane Manufacturing has provided great customer service and has won the last two RFP’s put out by the City of Carrollton for HVAC replacement. By installing a Trane unit here, we standardize controls and help reduce the amount of training needed for staff. This also provides a wide range of service vendor availability. This unit is available through a purchasing cooperative the City is a member of. Purchasing through cooperatives is allowed by state law.
FINANCIAL IMPLICATIONS:
The HVAC system will be purchased from Capital funds for the amount listed below.
Trane Manufacturing (BuyBoard) $166,485.00
Texas Air (Aeon) No response
IMPACT ON COMMUNITY SUSTAINABILITY:
Replacing this unit allocates resources for optimal results which is a Council strategic goal.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval of the purchase of a Trane HVAC System from Trane Manufacturing in an amount not to exceed $166,485.00. This amount includes a contingency of 10% added to the bidder’s response for unforeseen expenses as work progresses.