AGENDA ITEM REPORT
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A MOTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO APPROVE THE PURCHASE AND INSTALLATION OF A NEW HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) AIR HANDLING UNIT TO REPLACE THE EXISTING UNIT IN THE POLICE DEPARTMENT BUILDING WITH MASTER MECHANICAL SERVICES, INC. PURSUANT TO RFP NO. 02-23-22-10.
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BACKGROUND:
The Police Department building contains an existing air handling unit that is in need of replacement as it is beyond its useful life. The Fiscal Year 2024 (FY24) Operating and Capital Improvement Budget, approved by the City Commission on September 28, 2023, through Ordinance No. 2023-020, includes the replacement of the air handling unit in the Police Department Building through the HVAC Replacement Capital Improvement Program (CIP).
Master Mechanical Services, Inc. was awarded an ongoing contract by the City on April 14, 2022, by Resolution No. 2022-069, as the primary vendor for as-needed HVAC services through RFP No. 02-23-22-10 for three (3) years with up to two (2) one (1) year renewal periods. The contractual language on pages 3-6 of Trane's documentation and proposal, as contained in the agenda backup attachment labeled "BACKUP-Warranty Information-Police Dept HVAC Unit," is between Master Mechanical and their equipment supplier (Trane) and does not apply to the City's contracted professional services with Master Mechanical.
DISCUSSION:
The existing air handling unit in the Police Department Building is aged and requires significant maintenance to maintain operability. This is a replacement-in-kind project that will exchange old, existing equipment with new equipment. Master Mechanical Services, Inc. provided a proposal in the amount of $69,630.00 for the purchase and installation of a new air handling unit.
The lead time for the delivery of this unit is significant and the project is anticipated to be completed within three hundred sixty-five (365) days following Commission approval of this motion and i...
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