Meeting Type: BCC Work Session
Meeting Date: 8/13/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Sheriff Hoss Mack/Chief Anthony Lowery
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Purchase and Installation of Two (2) New Compressors on the HVAC Chiller at the Baldwin County Corrections Center Located in Bay Minette, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the agreement with Trane U. S. Inc., d/b/a Trane, in the amount $25,993.00 for the purchase and installation of two (2) new Compressors on the HVAC Chiller at the Baldwin County Corrections Center located in Bay Minette, Alabama, off the U. S. Communities Joint Purchasing Contract. (Contract effective upon full execution for 30 days).
Funding for this project will come from Fund Balance.End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The HVAC Chiller located in the Baldwin County Corrections Center that cools the older half of the facility is operating at 50% capacity through a bypass of the motor protection circuits on the two failed compressors. The chiller experienced a complete failure the night of July 4, 2019. This failure was a result of a compressor in each of the two circuits becoming inoperable. Also, two of the four chiller condenser coils are in poor shape. The Sheriff’s Building Maintenance Director feels that two of the condenser coils are still serviceable, but the other two are in poor to very degraded condition and that the chiller has reached is life expectancy.
They are currently maintaining a chilled water temperature of approximately 50 degrees which is allowing them to maintain a space temperature in the range of 72-76 degrees in most of the blocks, except for LM&N Block. The daily temps are exceeding 80 degrees in those areas.
Staff is recommending that the Chiller be replaced but because of the extremely hot temperatures we have been experiencing this summer, we need to replace the compressors first and then come in back in the winter months and replace the chiller so we do not experience a complete shutdown of the unit. Replacing the chiller with a new one would require the unit to be down for several days. The delivery time on a new chiller that size is approximately 10 to 12 weeks.
The quote received from Trane to replace the two broken compressors is $25,993.00. Replacing the compressors would be a two-day process. We would be able to keep one circuit running while the other was being replaced which would allow us to maintain a reduced amount of continuous cooling until the project was completed.
Staff will come back in the next few weeks with a quote to replace the chiller scheduling the installed of the new chiller to be in the cooler months of January and February.
A quote to replace the Chiller Compressors received from Trane is off 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 Chiller Compressors are not available on the State of Alabama contract.
Funding for this project will come from Fund Balance.
FINANCIAL IMPACT
Total cost of recommendation: $25,993.00
Budget line item(s) to be used: 52200.5540.001
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?
Trane Agreement
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: 08/20/2019
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