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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 12 HVAC Units at Fire Station #1
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the purchase and installation of 12 HVAC ground-mounted units to the lowest responsive and responsible bidder, Trane, Tucson, Arizona for a total cost of $127,423.75. (Building Safety RFB-24-307/RFB-25-155) (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 Fire Station #1 for several years. The existing units are over 12 years old and approaching the end of their expected service life. While the units have not completely failed, proactive replacement is essential to avoid potential operational disruptions and ensure the comfort and safety of staff at the station.
The replacement units have a serviceable life of approximately 15 to 20 years. In addition to comfort and safety, their enhanced efficiency will lead to significant reductions in operating and maintenance costs, which is critical for budget management and long-term operational sustainability.
The City requested bids from Hansberger Refrigeration, Trane, and Polar Cooling; all three vendors are currently under contract for HVAC Services. Trane will provide and install the units and offer 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: |
$127,423.75 |
BUDGETED: |
$130,000.00 |
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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 $127,423.75
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Public Safety Tax Fund |
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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 |