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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 20 HVAC Units at Public Works
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the purchase and installation of 20 HVAC Rooftop units to the lowest responsive and responsible bidder, Polar Cooling, Yuma, Arizona for a total cost of $228,475.00. (Building Safety RFB-24-307/RFB-25-147) (Justin Lewis/Robin R. Wilson)
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STRATEGIC OUTCOME:
This item 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.
REPORT:
The Facilities Management division has maintained the aging HVAC system at Public Works for several years. The existing units are over 17 years old and no longer serviceable.
The replacement units have a serviceable life of approximately 15 to 20 years, and due to being more efficient, will result in significant operating and maintenance cost reduction.
The City requested bids from Hansberger Refrigeration, Trane and Polar Cooling; all three vendors are currently under contract for HVAC Services. Polar Cooling shall provide, install the units, and provide a 5-year warranty, as they are the lowest responsive and responsible bidder.
The replaced units will be disposed of through the surplus process.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$228,475.00 |
BUDGETED: |
$230,000.00 |
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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 $228,475.00
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Road Tax - Capital Improvement Program |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget authority is provided in the FY 2025 City Council approved budget and Capital Improvement Program.
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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John D. Simonton |
11/12/2024 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
11/07/2024 |