Meeting Type: BCC Regular Meeting
Meeting Date: 8/2/2022
Item Status: New
From: Wanda Gautney, Purchasing Director / Junius Long, Building Facilities Coordinator
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG21-36A - Provision of HVAC Chiller Annual Preventative Maintenance Services for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Extend Bid #WG21-36A - Provision of HVAC Chiller Annual Preventative Maintenance Services with Trane U.S., Inc., d/b/a Trane Technologies, for an additional twelve (12) months at the same prices and terms as stated in the original bid award dated September 7, 2021. The Contract extension will expire on September 7, 2023.
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BACKGROUND INFORMATION
Background: The Building Maintenance Department is requesting that the Commission extend the bid for the Provision of HVAC Chiller Annual Preventative Maintenance Services that was awarded to on September 7, 2021, for twelve (12) months. The bid specifications contained a stipulation that the bid could be extended for two (2) additional twelve (12) month periods by the Commission at their option, if acceptable by the vendor. Any additional contract or extensions will be at the same prices, terms and conditions stated in the bid. The vendor, Trane U.S., Inc. d/b/a Trane Technologies who was awarded the bid, has submitted an email agreeing to extend the bid prices for an additional twelve (12) months. The current bid prices are attached. The Contract extension will expire on September 7, 2023.
Previous Commission action/date:
08/3/2021 meeting: 1) Rejected the bids received and authorized the Purchasing Director to re-bid for the Provision of HVAC Chiller Annual Preventative Maintenance Services for the Baldwin County Commission; 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 was advertised.
06/15/2021 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Provision of HVAC Chiller Annual Preventative Maintenance Services for the Baldwin County Commission; 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 was advertised.
09/07/2021 meeting: Awarded the bid for the Provision of HVAC Chiller Annual Preventative Maintenance Services for the Baldwin County Commission to the lowest bidder, Trane U.S., Inc., d/b/a Trane Technologies, as per the attached Award Listing and authorized the Chairman to execute the Contract. The Contract shall be effective immediately upon the same date as its full execution for a period of twelve (12) months with an option to extend for two (2) additional twelve (12) month terms.
FINANCIAL IMPACT
Total cost of recommendation: $13,422.00 per year
Budget line item(s) to be used: 10051995.52310
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: 8/02/2022
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