Meeting Type: BCC Regular Meeting
Meeting Date: 1/15/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Chief Anthony Lowery/Russell Dinkins, Sheriff’s Building Maintenance/Connie Dudgeon, Sheriff’s Finance Manager
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Purchase and Installation of HVAC System and Control Package at the Baldwin County Corrections Center Located in Bay Minette, Alabama for the Baldwin County Commission
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the Agreement with Trane U. S. Inc., d/b/a Trane for the purchase and installation of HVAC System and Control Package at the Baldwin County Corrections Center located in Bay Minette, Alabama, off the U. S. Communities Joint Purchasing Contract as follows: (Estimated completion time of 75 days once equipment is received.)
Total Price (1 year parts and labor equipment warranty) $491,750.00
Optional Add (5 year parts and labor equipment warranty) $12,083.00
Total Amount $503,883.00
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The Commission budgeted for FY 19 the replacement of the HVAC Controls and for two (2) Air Handlers at the Baldwin County Corrections Center. A quote was received to replace the HVAC Controls along with replacing all ten (10) Air Handlers from Trane off the U.S. Communities Joint Purchasing Contract.
Alabama Act #2018-413 that was signed into law on March 28, 2018 amends Sections 39-1-5 and 39-2-2, Code of Alabama 1975, to provide an exception to the public works law for certain contracts for the purchase and installation of heating and air conditioning units or systems that have been competitively bid pursuant to a purchasing cooperative if the bid process has been approved by the Department of Examiners of Public Accounts. 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 U.S. Communities that all Alabama entities may use the U.S. Communities 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 Controls and Air Handlers are not available on the State of Alabama contract.
The purchase, installation and a five (5) parts and labor equipment warranty for the HVAC Controls and the ten (10) new Air Handlers from Trane U.S. Inc., d/b/a Trane, will be a total amount of $503,883.00. The Commission budgeted at total of $596,433.00. This is a cost savings of $92,550.00.
FINANCIAL IMPACT
Total cost of recommendation: $503,883.00
Budget line item(s) to be used: 52200.5500
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?
Yes
Reviewed/approved by: David Conner
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: 01/15/2019
Individual(s) responsible for follow up: Wanda Gautney/Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Vendor
Additional instructions/notes: N/A