CC MEETING: February 7, 2017
DATE: January 22, 2017
TO: Erin Rinehart, City Manager
FROM: Carl W. Shelton, Fleet and Facilities Director & Vince Priolo, Purchasing Manager
Title
Consider Approval Of The Purchase Of Five (5) HVAC Replacements For The Facility Services Department From Trane Through An Inter-Local Agreement With BuyBoard In An Amount Not To Exceed $76,055.00.
Body
BACKGROUND:
The Justice Center is scheduled for the replacement of (4) four package rooftop units. The lease space at the Downtown Kiosk facility also needs the replacement of (1) one 3-ton split system.
Commercial industry average useful life for HVAC equipment operating 8am - 5pm daily is fifteen years. These particular HVAC systems are fifteen years old on average and operate approximately 14 hours a day. They have 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.
Quotes are as follows:
Trane (BuyBoard): $71,055.00
EEC Enviro Service Company, LLC (TXMAS): $83,882.50
FINANCIAL IMPLICATIONS:
The HVAC systems will be purchased from budgeted funds for the accounting units and amounts as listed below.
ACCOUNT UNIT BUDGET AMOUNT
Capital Accounts-854104 $76,055.00
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval of the Justice Center and the Downtown Kiosk HVAC replacements from Trane through an inter-local agreement with BuyBoard, in an amount not to exceed $76,055.00. This amount includes a contingency fee of $5,000 added to the bidder’s response for unforeseen expenses as work progresses, and is requested by the Carrollton Facilities Department.