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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☒ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☐ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Bid Award: Replacement of Cooling Tower at Civic Center
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the purchase and installation of a Stainless-Steel Cooling Tower to the lowest responsive and responsible bidder, Polar Cooling, LLC, Yuma, Arizona, for a total cost of $221,822.00. (Building Safety RFB-24-307/RFB-25-262) (Justin Lewis/Robin R. Wilson)
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STRATEGIC OUTCOME:
This purchase supports the City Council’s strategic outcome of Respected and Responsible, as it assures the City is being a good steward of public funds by utilizing the lowest responsive and responsible bid for necessary replacement.
REPORT:
The existing cooling tower at the Civic Center is more than 15 years old, and increased maintenance costs have indicated it has exceeded its useful life. This makes the replacement essential to proactively prevent emergency situations and unforeseen costs in the future. Due to the harder water in Yuma, the life expectancy for a cooling tower is typically 15-20 years.
The City requested bids from Hansberger Refrigeration, Trane, and Polar Cooling, all of which are under contract for HVAC services. Polar Cooling shall provide and install the cooling tower and provide a one-year warranty, as Polar Cooling is the lowest responsive and responsible bidder.
Two bids were received from the following contractors:
Polar Cooling, LLC $221,822.00
Trane $296,112.15
The equipment lead time is estimated to be 10-12 weeks, with the project completion anticipated by June 20, 2025.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 221,822.00 |
BUDGETED: |
$ 225,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $221,822.00
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Two Percent Tax CIP 0450-YCC08 |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget capacity is provided in the FY 2025 City Council approved budget to award this bid.
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
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Acting City Administrator: |
Date: |
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Jennifer Reichelt for John D. Simonton |
03/06/2025 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
03/06/2025 |