Subject:
Title
Request to approve emergency purchase of two A/C units and additional FY17 spending with Advanced Building Services
Body
EXPLANATION AND SUMMARY:
1. DPW made an emergency purchase with Advanced Building Services to replace the existing Trane model YCD151C4HCAA main rooftop unit. The A/C Rooftop Unit at Northside Property Yard went completely out over the weekend of 06/03/17. Advanced Building Services (ABS) had been maintaining this unit and had advised us (The Town) that this unit was on its last leg about a week prior, and Building Maintenance did not anticipate that the replacement would come so soon.
Building Maintenance asked ABS for a quote for replacement thinking there was time to plan for it, but the need is now. Building Maintenance in accordance with IFB 12-12 submitted the required procurement forms to make an emergency purchase to replace this unit, there is a three-week lead-time for shipment and that does not include travel time. Therefore, would not count on the installation by June 30, 2017. PO 20170659 was issued for $22,562.00.
2. 06/21/17 a second A/C unit went out at the Northside Property Yard resulting in another emergency purchase with ABS to replace the existing Trane 5 ton-condensing unit and Reznor gas fired furnace. ABS will replace with a Carrier 16 SEER condensing unit and a Carrier 95+ gas furnace in the amount of $14,474.00.
3. Request additional FY17 spending on blanket PO 20170222 in the amount of $1,600.00 to cover June 2017 maintenance in accordance with IFB 15-08. PO total will be $20,173.00.
Departmental Recommendation: Recommend approval.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval
Town Attorney Recommendation: The Town Council may approve the emergency purchase of HVAC equipment as described in the staff report and written waiver requests in its discretion.
Town Manager's Recommendation: I recommend the Town Council approve the emergency purchase with Advanced Building Services as presented.
Cost and Financing: 1) $22,562.00 2) $14,474.00 3) $1,600.00
Account Number: 1) 100-104-1041-14320-43308 2) 300-000-0000-39420-48101 Proj# 4170414142-FF&EQP 3) 100-104-1041-14320-43304
Decision Needed by This date: N/A
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve the emergency purchase with Advanced Building Services for the two A/C Units at Northside Property Yard for a total of $37,036.00 and additional FY17 spending in the amount of $1,600.00 on PO 20170222 from the accounts listed above.”
Or
Other action deemed necessary by Council.