Meeting Type: BCC Regular Meeting
Meeting Date: 5/20/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Architect, LaBella Associates; Buford King, Director of Facilities and Maintenance; Brian Underwood, Grants Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG24-25 - Purchase and Installation of New HVAC Equipment for the Baldwin County Foley Satellite Courthouse for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute Change Order #1, to substitute R410a equipment with new R454b refrigerant rated equipment, in the amount of $8,677.00 with Persons Services Corporation, on the Purchase and Installation of New HVAC Equipment for the Baldwin County Foley Satellite Courthouse.
Unspent ARPA funding from the HVAC Equipment for Baldwin County Board of Education project will be reclassified to cover the expense of this Change Order.
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BACKGROUND INFORMATION
Background: The Director of Facilities and Maintenance is submitting for Commission approval Change Order #1 in the amount of $8,677.00 to substitute R410a equipment with new R454b refrigerant rated equipment on the Purchase and Installation of New HVAC Equipment for the Baldwin County Foley Satellite Courthouse.
The original construction cost of $359,528.00 will be increased to the new construction cost of $368,205.00 with no increase to the construction time.
State and Local Fiscal Recovery Funds (SLFRF) that were obligated as of the December 31, 2024, deadline but not expended on the HVAC Equipment for Baldwin County Board of Education project are being reclassified to the HVAC Equipment for the Baldwin County Foley Satellite Courthouse project that is eligible under the SLFRF program rules.
See attached Summary of Previous ARPA Commission action.
Previous Commission action/date:
08/06/2024 meeting: 1) Awarded bid #WG24-25 - Purchase and Installation of new HVAC Equipment for the Foley Satellite Courthouse to the lowest bidder, Persons Services Corporation, in the bid amount of $359,528.00, Completion time: 120 Working days; and 2) Authorized the Chairman to execute the Contract.
05/21/2024 meeting: 1) Approved the specifications and authorized the Purchasing Director and Engineer, LaBella Associates to place a competitive bid for the Purchase and Installation of New HVAC Equipment at the Baldwin County Foley Satellite Courthouse; and 2) Further, authorized the Chairman/Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the bid is advertised.
10/03/2023 meeting: 1) Adopted Resolution #2024-010 of the Baldwin County Commission allocating up to but not to exceed $120,000.00 of ARPA funds for Baldwin County Foley Satellite Courthouse ventilation improvement architectural and design services; and 2) Approved and authorized the Chairman to execute the Professional Services Agreement for architectural and design services with LaBella Associates, D.P.C. in the amount of 7.1% of the construction cost for the ventilation system upgrade for Baldwin County Foley Satellite Courthouse, in Foley, Alabama, contingent on the acceptance and execution of both parties. The period of performance for this Agreement shall begin on the date of execution of the Agreement by both parties and shall end upon the completion of the project or on December 31, 2026.
FINANCIAL IMPACT
Total cost of recommendation: $8,677.00
Budget line item(s) to be used: FAARFHVC23.9ARPA.0FCH HVAC .0CO/BUILD
If this is not a budgeted expenditure, does the recommendation create a need for funding? Available funding from FAABEHVC23.9ARPA.0BOE HVAC .0CO/BUILD to be reclassified to project.
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 05/20/2025
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director; Budget staff.
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Contractor
Additional instructions/notes: Budget staff to reclassify ARPA funding from BOE to Foley project.