AGENDA ITEM REPORT
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A MOTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO APPROVE THE PURCHASE AND INSTALLATION OF NEW HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) UNITS TO REPLACE THE EXISTING UNITS AT FIRE STATION 50 WITH MASTER MECHANICAL SERVICES, INC. PURSUANT TO RFP NO. 02-23-22-10.
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BACKGROUND:
The existing HVAC units at the Fire Station 50 Building have surpassed their useful life and are in need of replacement. The Fiscal Year 2026 Operating and Capital Improvement Budget, approved by the City Commission on September 25, 2025, through Ordinance No. 2025-045, includes the replacement of the HVAC units at Fire Station 50 through the HVAC Replacement Capital Improvement Program (CIP).
Master Mechanical Services, Inc. was awarded an ongoing contract by the City on April 14, 2022, through Resolution No. 2022-069, as the primary vendor for as-needed HVAC services through RFP No. 02-23-22-10 for a three (3) year period with up to two (2) one (1) year renewal periods.
DISCUSSION:
The existing HVAC units at Fire Station 50 have aged and require significant maintenance to maintain operability. Due to changes in the building and mechanical codes, additional work is required beyond a simple replacement in kind. City staff negotiated and obtained a proposal from Master Mechanical Services, Inc. totaling $445,772.00 for the purchase and installation of the new HVAC units. This amount is an estimate based on current market pricing, which remains volatile and subject to rapid fluctuations. Final prices are not guaranteed until the order is officially placed. In accordance with the existing contract established through Resolution No. 2022-069, Master Mechanical will provide receipts for all parts and equipment to support their invoice and is only reimbursed the actual cost plus ten percent (10%) allowed under the contract. The parts and labor warranty information is listed in the proposal for reference. A ten percent (10%) contingency has been included in the budget to account for unforeseen circumstances.
The units are currently available but in short supply, and the City is seeking to secure the purchase quickly to avoid potential cost increases and delays. The project is anticipated to be completed within three (3) months following Commission approval of this motion and issuance of the Notice to Proceed.
RECOMMENDATION:
Staff recommends approval of this motion.
FISCAL IMPACT:
REVENUES: $ 0
EXPENDITURES: $ 490,349.20 (includes 10% contingency)
BUDGETED? Yes
NOTES: Funding is available from Account No. 3971539-6754, HVAC Replacement CIP.