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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:
title
Bid Award: Heating, Ventilation and Air Conditioning (HVAC) Replacement
end
SUMMARY RECOMMENDATION:
Summary Recommendation
Authorize the purchase of a HVAC unit to the lowest responsive and responsible bidder to Polar Cooling, Yuma, Arizona for a total cost of $153,634.00. (Building Safety 2018-20000076/ RFB-24-119) (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 the City Prosecutor’s Office (Old APS building) for several years; the existing unit is over 30 years old and is no longer serviceable. Therefore, the needed replacement unit is long overdue.
The replacement unit has a serviceable life of approximately 20 to 25 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 and install the unit and provide a 10-year warranty, as they are the lowest responsive and responsible bidder.
The replaced unit will be disposed of through the surplus process.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 153,634.00 |
BUDGETED: |
$ 250,000.00 |
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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 $153,634.00
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001-97-77.8140 - CONSTRUCTION |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget capacity is included in the FY 2024 City Council approved budget.
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 |
11/21/2023 |
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Reviewed by City Attorney: |
Date: |
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Rodney Short for Richard W. Files |
11/20/2023 |