TO: Mayor and Commissioners
FROM: Joe Frantz, Deputy Director of Public Works
THROUGH: Mark Lauzier, City Manager
DATE: April 3, 2018
Title
RESOLUTION NO. 33-18 AWARD OF AN AGREEMENT TO TRANE US INC. FOR REPLACEMENT OF THE INDUSTRIAL CHILLER SYSTEM AT THE DELRAY BEACH LIBRARY IN A NOT-TO-EXCEED MAXIMUM AMOUNT OF $380,000.
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Recommended Action:
Recommendation
Motion to approve Resolution No. 33-18 to award an agreement to Trane U.S., Inc. utilizing the U.S. Communities Governmental Purchasing Alliance Cooperative Contract 15-JLP-023 for the replacement of the Industrial Chiller System at the Delray Beach Library in a not-to-exceed maximum amount of $380,000.
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Background:
On September 29, 2015 the Board of Education of Harford County Maryland awarded a three-year contract to Trane U.S. Inc., effective from October 1, 2015 through September 30, 2018 with renewal options for two, one-year periods (RFP 15-JLP-023). The solicitation was conducted by the Board of Education of Hartford County as the lead agency for the U.S. Communities Government Purchasing Alliance. The City of Delray Beach (City) is currently registered as a Participating Public Agency with the U.S. Communities Governmental Purchasing Alliance. Cost savings and other benefits the City will realize by utilizing the U.S. Communities Governmental Purchasing Alliance Cooperative Contract with Trane include:
1. Trane will include the request for minority and SBE participation.
2. Trane provides the bonds so qualified local contractors who normally would not be able to meet bonding requirements can bid, increasing competition to obtain the best pricing for services.
3. There is no mark-up by the contractor on the materials provided by Trane.
4. There will be one source, Trane, for labor, materials, responsibility, liability and warranty.
The industrial chiller unit at the Delray Beach Library (Library) has reached the end of its engineered lifecycle and is in danger of imminent failure. The Library serves as an essential community resource offering a wide range of services to meet the various needs of the community. As such, it is imperative that the City take this action to prevent any interruptions of service to this important location.
Trane U.S. Inc. evaluated the industrial chiller system and provided an estimated guaranteed not-to-exceed maximum price of $380,000 to place the current industrial chiller.
Trane utilizes local OEM factory trained technicians and support teams for the services provided. Where applicable, Trane works with approved local subcontractors and has a dedicated Account Management Team and Support Team available locally for evaluating, developing and fulfilling projects.
This motion is in accordance with City Ordinance and Purchasing Policy; Limited or No Competition Acquisitions and that use of the formal bid method is not in the best interest of the City.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding will be available from account number 377-71-800-571.64-90 (Infrastructure Surtax Fund - Other Machinery & Equipment).
Timing of Request:
Immediate replacement of the industrial chiller system at the Delray Beach Library is needed to ensure the uninterrupted provision of services at this facility.