STAFF REPORT
City of Lancaster
CC 6
3/26/2024
JC
Date:March 26, 2024
To: Mayor Parris and City Council Members
From: Marissa Diaz, Director – Public Works
Michael Harne, Assistant Director – Maintenance Services Subject:Award of Project: 2024 Heating, Ventilation, and Air Conditioning (HVAC) Improvements and Annual HVAC Maintenance Agreement – Public Works Maintenance Yard
Recommendations:
1. Award 2024 HVAC Improvements – Public Works Maintenance Yard to Carrier Global Corporation of Palm Beach Gardens, FL, in the amount of $ 135,595.00, base quote, plus a 15% contingency, to remove and replace the HVAC system in the AT Building at the City of Lancaster Public Works Maintenance Yard.
2. Award a three-year HVAC Maintenance Agreement – Public Works Maintenance Yard to Carrier Global Corporation of Palm Beach Gardens, FL, in the amount of $33,976.00, base quote, plus a 15% contingency, to perform all yearly maintenance and repairs at the City of Lancaster Public Works Maintenance Yard.
3. Authorize the City Manager, or his designee, to sign all documents.
Fiscal Impact:
$195,006.65 (including 15% contingency) to be awarded; sufficient funds are available in Account Number 214-410000-5790 and CP11BS071.CONST GL Code 413-4990-8000 in fiscal years 2023-2024, 2024-2025, and 2025-2026.
Background:
City staff identified the need for immediate attention, subsequent repair, and ongoing HVAC system maintenance at the Public Works Maintenance Yard. There are significant health and safety advantages associated with these improvements. Installing a new HVAC system not only enhances indoor air quality by reducing allergens and pollutants, but also contributes to a more comfortable and conducive indoor environment, promoting the well-being of our occupants. 1 5
7 2
Prioritizing energy-efficient solutions and adhering to stringent safety protocols during installation ensures cost savings and minimizes potential risks to the City. Additionally, the importance of regular maintenance and seeking professional guidance emphasizes our commitment to ensuring optimal performance and longevity of the system.
The Sourcewell cooperative was created by state law as a service cooperative to provide programs and services to education and government. Sourcewell was established to assist public agencies in meeting specific needs more efficiently delivered cooperatively than individually by an entity.
Sourcewell awarded Contract Number 070121-CAR to Carrier Corporation for HVAC systems.
All procurement documents and procedures meet all State and City requirements for competitive procurement. Therefore, we request that the Council approve this contract award.
HA:sm
Attachments:
Agreement - Carrier 2024 HVAC Improvements
Exhibit A - Scope of Services and Fee Schedule (HVAC Improvements) Agreement - Carrier HVAC Maintenance
Exhibit A - Scope of Services and Fee Schedule (HVAC Maintenance) Sourcewell Contract