Meeting Type: BCC Regular Meeting
Meeting Date: 3/5/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Beth Hodges, Budget Director, Buford King, Director of Facilities and Maintenance; Derrick Crocker and Chris Bulman, Building Maintenance Supervisors
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Resolution #2025-088 - Amending FY 2025 Budget and Competitive Bid #WG25-06 - Purchase and Installation of One (1) New 110-Ton HVAC Chiller at Baldwin County Central Annex Building Located in Robertsdale, Alabama, for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Adopt Resolution #2025-088 amending Fiscal Year 2025 Budget (Resolution #2024-158 and Resolution #2024-159, adopted on September 17, 2024) in order to reallocate funding; and
2) Award Bid #WG25-06 for the Purchase and Installation of One (1) New 110-Ton HVAC Chiller at the Baldwin County Central Annex Building located in Robertsdale, Alabama, to the lowest bidder, Persons Services Corp., in the amount of $166,981.00 and authorize the Chairman to execute the Contract. Contract is effective 154 days from the date of the Notice to Proceed.
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BACKGROUND INFORMATION
Background: Bids were opened in the Purchasing Conference Room on February 14, 2025, at 1:30 P.M. Four (4) bids were received. Staff recommends the Commission award the bid for the Purchase and Installation of One (1) New 110-Ton HVAC Chiller at the Baldwin County Central Annex Building located in Robertsdale, Alabama, to the lowest bidder, Persons Services Corp., per the Award Listing, and authorize the Chairman execute the contract. Bid Tabulation attached for review.
During the Fiscal Year 2025 Budget Approval, $145,000.00 was allocated to Capital Outlay Furn. and Equip. (10051992.55410) for the purchase of a new chiller for the Central Annex; however, the lowest bid came in at $166,981.00. Staff respectfully request to transfer $22,000.00 from Contingency Reserves (10051105.52901) to Capital Outlay Furn. and Equip. (10051992.55410) in order to cover the additional cost needed.
Previous Commission action/date:
01/07/2025 meeting: 1) Approved the specifications and authorized the Purchasing Director to place Competitive Bid #WG25-06 for the Purchase and Installation of One (1) New 110-Ton HVAC Chiller at the Baldwin County Central Annex Building located in Robertsdale, Alabama; 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.
09/17/2024 meeting: Adopted Fiscal Year 2025 Budget.
FINANCIAL IMPACT
Total cost of recommendation: $166,981.00
Budget line item(s) to be used: BP25002 CONSTRUCT
If this is not a budgeted expenditure, does the recommendation create a need for funding? Yes. See Resolution #2025-088.
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Standard County Contract for Professional and Construction Services
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? Yes
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: 03/05/2025
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director, Administration and Budget staff.
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Bidders
Additional instructions/notes: Administration staff to upload Resolution #2025-088 and add to BCAP and Budget staff to create budget entry for Resolution #2025-088.