Meeting Type: BCC Regular Meeting
Meeting Date: 7/6/2021
Item Status: New
From: Wanda Gautney, Purchasing Director/Brian Peacock, CIS Director/Junius Long, Building Facilities Coordinator
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Purchase of Two (2) New 5-Ton HVAC Units for the Baldwin County Annex IV Building (CIS) Located in Bay Minette, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Purchasing Director to issue a Purchase Order to Trane U.S. Inc, d/b/a Trane for the purchase of two (2) new 5-ton HVAC units (equipment only) off the Omnia National Purchasing Contract for the Baldwin County Annex IV Building located in Bay Minette in the amount of $45,635.00.
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The CIS and Building Maintenance Departments are requesting that the Commission approve the purchase of two (2) 5-ton HVAC units for the Annex IV Building located in Bay Minette. The CIS Department has had continuous problems with the AC units within the Data Center of Annex IV. This data room houses most of the equipment which supports both Baldwin County Commission and other agencies. When the AC issues arise, it is a matter of minutes before the temperatures reach dangerous levels which could critically damage the data equipment. Working with Building Maintenance we have determined that our only solution is to replace the aged Leibert equipment. Trane submitted a quote for equipment only in the amount of $45,635.00. The equipment will be installed by County Building Maintenance staff. This was not a budgeted project, but CIS and Building Maintenance fear that with the summer temperatures quickly approaching, the units need to be replaced as soon as possible. The cost of replacing damaged equipment will far outweigh the cost of updating the AC units.
The quote to replace the two (2) HVAC units received from Trane is off the Omnia National Contract. The contract for purchasing air conditioning and heating units and systems, which was awarded to Trane (RFP#15-JLP-023) has been approved for use under the provisions of Section 39-2-2(d)(1), Ala. Code (2018). The Alabama Department of Public Accounts has stated in a letter to all public entities that based on their review of the competitive bidding process used by Omnia that all Alabama entities may use the Contract if we verify whether or not the goods are either not at the time available on the state purchasing program or are available at a price equal to or less than that on the state purchasing program. The Purchasing Director has verified that the HVAC units are not available on the State of Alabama contract.
This project will be funded from CIS Department account 10051965.55240.
FINANCIAL IMPACT
Total cost of recommendation: $45,635.00
Budget line item(s) to be used: 10051965.55240
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
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: 07/06/2021
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Issue the purchase order and sign proposal
Additional instructions/notes: N/A