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Home My WebLink AboutPR 21996: REPLACEMENT OF HVAC WATER CHILLER FOR CITY HALL AND ANNEX City of iI* ()II rtltrrr _7::7-7 www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: June 10, 2021 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Alberto Elefano, P.E., Public Works Director RE: P.R. 21996—Authorizing the City Manager to purchase a Heating, Ventilation &Air Conditioning (HVAC) Water Chiller for City Hall and Annex. Introduction: The intent of this Agenda is for the City Council to authorize the City Manager to purchase a HVAC Water Chiller for City Hall and Annex. This is an emergency purchase from Industrial Commercial Mechanical (ICM), a BuyBoard vendor, for an amount not to exceed $142,349.00. Background: The current HVAC Water Chiller for City Hall and Annex is ten (10) years old and has reached the end of its service life. The HVAC Water Chiller is critical to keep the air condition unit functioning in City Hall and Annex buildings. A new HVAC Water Chiller is quoted at a Buyboard price of $142,349.00 by Industrial Commercial Mechanical of Beaumont, Texas. This price is for an accelerated delivery and install in 3 weeks once approved compared to the normal lead time of 10 weeks. In the meantime, ICM is repairing the existing water chiller to function as long as possible. Budget Impact: Funds are available in Building Maintenance, Account number 001-21-059-5312-00-70-000- "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 Recommendation: Approval of P. R. No. 21996 authorizing the City Manager to purchase a HVAC Water Chiller through BuyBoard from ICM of Beaumont, Texas for an amount not to exceed $142,349.00. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No . 21996 6-10-21 ace RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROPOSAL WITH INDUSTRIAL COMMERCIAL MECHANICAL (ICM) OF BEAUMONT, TEXAS FOR THE REPLACEMENT OF THE HEATING, VENTILATION AND AIR CONDITIONING (HVAC) WATER CHILLER FOR CITY HALL AND ANNEX THROUGH TEXAS BUYBOARD CONTRACT NO. 631-20 FOR AN AMOUNT NOT TO EXCEED $142 , 349 . 00 . FUNDING IS AVAILABLE IN BUILDING MAINTENANCE, ACCOUNT NUMBER 001-21-059-5312-00-70- 000- WHEREAS, the current HVAC Water Chiller for the City Hall and Annex buildings is ten (10) years old and has reached the end of its service life; and, WHEREAS, the HVAC Water Chiller is critical to keep the air condition unit functioning in the City Hall and Annex buildings; and, WHEREAS, pursuant to Chapter 271, Subchapter D, of the Local Government Code, the City may participate in cooperative programs established by the State Facilities Commission for the purchase prices established through purchase contracts of the Commission; and, WHEREAS, per Resolution No. 02-341, the City entered into an interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing Program ("Buyboard") ; and, WHEREAS, Industrial Commercial Mechanical (ICM) has provided a quote through the BuyBoard Contract No. 631-20 attached hereto as "Exhibit A", in the amount of $142, 349. 00; and, WHEREAS, it is further authorized pursuant to Section 252 . 022 (a) (3) because of unforeseen damage to public machinery, equipment, or other property; and, WHEREAS, this price is for an accelerated delivery and install on weekends so as not to disrupt normal city business in three (3) weeks once approved compared to the normal lead time of ten (10) weeks; and WHEREAS, staff recommend that the City Council authorize the City Manager to execute a proposal with ICM of Beaumont, Texas for the replacement of the HVAC Water Chiller for City Hall and Annex buildings in an amount not to exceed $142, 349. 00 attached hereto as Exhibit "A". NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1 . That the facts and opinions in the preamble are true and correct. Section 2 . That the City Council hereby authorizes the City Manager to execute a proposal with ICM of Beaumont, Texas for the replacement of the HVAC Water Chiller through BuyBoard Contract No. 631-20 for an amount not to exceed $142, 349. 00 . Section 3 . That a copy of the Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of A. D. , 2021, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Councilmembers : NOES: Thurman "Bill" Bartie Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: 6. ”Val Tiz City Att rney APPROVED FOR ADMINISTRATION: Ron Burton City Manager c . Alberto Elefano, PE Director of Public Works APPROVED AS TO AVALIABILITY OF FUNDS: Ail Kandy Dan els Clifttn William, CPPB Interim Finance Director Purchasing Manager Exhibit A CITY OF PORT ARTHUR—ICM—UPDATED ICM PROPOSAL FOR REPLACEMENT OF ADMIN BLDG CARRIER WATER CHILLER-PERFORMED AFTER-HOURS ON A SATURDAY AND SUNDAY. Industrial and Commercial r#000001111.11111111111111111111111111, Mechanical TACLA23943C 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 June 10,2021 CITY OF PORT ARTHUR TEXAS 444 4TH STREET I PORT ARTHUR,TX 177640 ATTN: Mr.Alberto Elefano-MIKE FLORES—Facility Director of Operations Subject: REPLACEMENT OF ADMIN BLDG.CARRIER WATER CHILLER PROPOSAL REFERENCE ADMIN BUILDING—ICM UPDATED PROPOSAL TO REPLACE CARRIER ROOFTOP WATER CHILLER Dear Mr.Elefano,Mr.Flores, Industrial Commercial Mechanical is pleased to offer the following Updated proposal to provide MATERIALS AND LABOR for Replacement of the HVAC Carrier Water Chiller,as listed below for your consideration. Item QTY Description 1 1 Carrier 30RBX13062-0D8-3 3ORB High Eff Air Cooled Rotary Scroll Chiller,130 Ton,460-3-60 Includes: GreenSpeed Technology R410a Refrigerant Freeze Protection Suction Line Insulation Al Fin/Cu Tube,Coils Low Ambient Head Pressure Control Minimum Load Control Single Point Electrical Connection Coil Trim Panels *Includes Carrier Factory:Startup&1st Year Parts&Labor Warranty *Includes Carrier Factory:2"d thru 5th Year Parts only Extended Warranty. 2 1 Licensed Electrician;Electrical Disconnection and Reconnection of Electrical Wiring to New Chiller. Electrical includes ADDING New 300Amp Service Disconnect and support Stand for Chiller. 3 1 Removal and Reinstallation existing Energy Management control module installed on new Chiller. 4 1 Pipefitter/Welder materials and labor to disconnect water piping and reconnect to new Chiller. 5 1 Insulation-Materials and labor,to reinsulate chiller water piping reconnections. 6 1 Furnish and provide TNT Crane,and Riggers,for removal,and setting new Chiller on Admin roof. 7 1 HVAC Technicians labor and materials to remove old and install and start up new water Chiller. 8 1 Proposal includes—ADSIL Coil Coating applied to Chiller Condensing Coils at ICM Facility. ITEMS NOT INCLUDED IN PROPOSED WORK ➢ Any Changes or Modifications,other than specified as part of proposal,or proposed scope of work. Si, Warranty of any Items not furnished and Installed by ICM. ➢ Any Changes or Work delays;due to problems beyond our control. PROPOSED PRICE TO PERFORM THE QUOTED WORK PARTS $134,809.00 LABOR $ 7,540.00(overtime labor—Performed on Saturday and Sunday) TOTAL $142,349.00-SALES TAX IS NOT INCLUDED THIS PROPOSAL IS VALID FOR 30 DAYS-FROM THE DATE OF PROPOSAL Please be advised that Carrier agreed to keep Price of Chiller VALID FOR 30 Days from Date of Proposal INDUSTRIAL&COMMERCIAL MECHANICAL IS AN AWARDED VENDOR FOR BUYBOARD CONTRACT#631-20. Thank you for your request for this proposal. We would appreciate the opportunity to provide these services.Please let me know if you would like to proceed with the proposed service repair,and what purchase order number we will utilize,for our billing for services. As always,we thank you for your business and the opportunity to provide our services. Regards, Jerry E. Johnson 912o6i1 409-658-8797 1.1( LA 23943C—Regulated by the Texas Department of Licensing and Regulation PO Box 12157 Austin,TX 78711 1-800-803-9202.512-463-6599