CC MEETING: April 7, 2015
DATE: March 18, 2015
TO: Leonard Martin, City Manager
FROM: Vince Priolo, Purchasing Manager & Carl W. Shelton, Fleet & Facilities Director
Title
Consider Approval Of The Purchase Of HVAC Replacement For Facility Services From Trane In An Amount Not To Exceed $46,440.00.
Body
BACKGROUND:
The roof top HVAC system located at the Justice Center is scheduled for replacement. This very large multi-zone unit serves the Judges Office areas, jail book in, arraignment, and report writing areas. This request will cover the replacement of the 13-year-old, 50-ton unit. Industry average useful life for equipment operating under normal 8am - 5pm occupancy times is approximately fifteen years. This particular unit runs 24 hours a day. Under this operating condition, it has significantly exceeded the average replacement interval. This project will improve system reliability, reduce maintenance cost, and improve energy efficiency.
For competitive purposes, quotes were obtained from two cooperatives that the City belongs to and the City's current mechanical services price agreement vendor. Trane is providing quotes from both cooperatives. Quotes are as follows:
Trane (TXMAS) $41,440.00
Trane (BuyBoard) $43,845.00
EEC Enviro Service Company LLC $47,037.71
Staff recommends moving forward with the bid from Trane via TXMAS (Texas Multiple Award Schedule). This purchase is covered under a TXMAS contract through the state of Texas. The TXMAS Program adapts existing competitively awarded government contracts to the procurement needs of the State of Texas. Carrollton has been a long standing member of the State of Texas cooperative and we pay a small annual fee for access to their agreements.
FINANCIAL IMPLICATIONS:
This HVAC system replacement will be purchased and installed from budgeted funds for the accounting unit and amount as listed below.
CAPITAL ACCT ACTIVITY BUDGET AMOUNT
854104 115240199 $46,440.00
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval of the proposal from Trane via TXMAS for the HVAC Replacement at the Justice Center in an amount not to exceed $46,440.00. This amount includes a contingency fee of $5,000.00 added to the bidder's response for unforeseen expenses as work progresses, and is requested by the Carrollton Facilities Department.