|
|
STRATEGIC OUTCOMES |
ACTION |
|
Department: |
☒ Safe & Prosperous |
☒ Motion |
|
Finance |
☐ Active & Appealing |
☐ Resolution |
|
|
☐ Respected & Responsible |
☐ Ordinance - Introduction |
|
Division: |
☐ Connected & Engaged |
☐ Ordinance - Adoption |
|
Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Bid Award: Heating Ventilation and Air Conditioning Services
end
SUMMARY RECOMMENDATION: Summary Recommendation
Award a one-year contract for purchase of Heating, Ventilation and Air Conditioning (HVAC) services, with an option to renew for four additional one-year periods, to the three responsive and responsible bidders (depending on the appropriation of funds and satisfactory performance), for an estimated annual expenditure of $345,000.00 to Polar Cooling of Yuma, Arizona, Hansberger Refrigeration of Yuma, Arizona, and Trane US, Inc. of Tucson, Arizona (Building Safety-RFB-24-307) (Justin Lewis/Robin R. Wilson)
end
STRATEGIC OUTCOME:
This item supports the City Council’s strategic outcome of Safe and Prosperous by ensuring essential City services are not interrupted by a mechanical outage.
REPORT:
These contracts will be used to obtain HVAC Services as needed. The City often relies on external vendors for repairs, maintenance, replacements, and new installations of HVAC equipment. It is recommended to award contracts to three vendors to ensure a rapid response to safety and health concerns. Multiple awards help prevent challenges in accessing emergency services, especially during the summer months in high demand periods.
FISCAL REQUIREMENTS:
|
CITY FUNDS: |
$ 345,000.00 |
BUDGETED: |
$ 345,000.00 |
|
STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
|
FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
|
OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $345,000.00
|
Various City Funds |
|
|
To total; right click number & choose “Update Field” |
|
FISCAL IMPACT STATEMENT:
Sufficient budget authority is provided in the FY 2025 City Council approved budget to award this contract.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☐ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
|
Acting City Administrator: |
Date: |
|
John D. Simonton |
08/12/2024 |
|
Reviewed by City Attorney: |
Date: |
|
Richard W. Files |
08/12/2024 |