Meeting Type: BCC Regular Meeting
Meeting Date: 11/5/2019
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 One (1) New 70 Ton 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 $90,757.00 for the purchase and installation of one (1) new 70 Ton 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 90 days).
End
BACKGROUND INFORMATION
Previous Commission action/date:
08/20/2019 meeting: Approved and authorized 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.
Background: The Commission approved during their August 20, 2019 meeting replacing the two (2) compressors on the HVAC Chiller located in the Baldwin County Corrections Center to get the Corrections Center through the hottest remaining months of the year. Staff recommended during the August 20, 2019 meeting that the Chiller be replaced but because of the extremely hot temperatures we were experiencing this summer, the compressors needed replacing first and then staff would come back in the fall with a price to replace the chiller so the Corrections Center did not experience a complete shutdown of the unit during the hottest time of the year. Replacing the chiller would require the unit to be down for several days. The delivery time on a new chiller is approximately 10 to 12 weeks which would put us with an installed date around late January or early February, 2020.
A quote in the amount of $90,757.00 to replace the Chiller 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.
The Commission budgeted in the Fiscal Year 2019-2020 budget $56,000.00 for the replacement of the chiller with the remaining balance to come from Fund Balance.
FINANCIAL IMPACT
Total cost of recommendation: $90,757.00
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?
Standard Trane Agreement
Reviewed/approved by: David Conner, County Attorney
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: 11/05/2019
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