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Home My WebLink AboutPR 25034: AGREEMENT WITH INDUSTRIAL AND COMMERCIAL MECHANICAL FOR THE PURCHASE AND INSTALLATION OF A NEW SAMSUNG VARIABLE REFRIGERANT FLOW (VRF) HVAC SYSTEM FOR THE PORT ARTHUR POLICE DEPARTMENT ,, „,,,,,,r, 4 , ,.. 0 On of .- rr r t r t h u--..►--b T INTEROFFICE MEMORANDUM Date: June 30, 2026 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Timothy W. Duriso, Chief of Police RE: PR 25034 - Approval for the City Manager to enter into an agreement with Industrial and Commercial Mechanical (ICM), utilizing BuyBoard Cooperative Purchasing Contract No. 638-21, for the purchase and installation of a new Samsung Variable Refrigerant Flow (VRF) HVAC System for the Port Arthur Police Department in the amount of$296,494.04. Introduction: The intent of this agenda item is to seek the City Council's approval for the City Manager to enter into an agreement with Industrial and Commercial Mechanical (ICM),utilizing BuyBoard Cooperative Purchasing Contract No. 638-21, for the purchase and installation of a new Samsung Variable Refrigerant Flow (VRF) HVAC System for the Port Arthur Police Department in the amount of$296,494.04. Background: The current HVAC system has exceeded its expected service life and has experienced recurring mechanical failures, resulting in increased maintenance expenses and reduced reliability. Replacement of the system is necessary to ensure uninterrupted climate control within the Police Department facility and to protect critical equipment and technology housed throughout the building. Industrial and Commercial Mechanical (ICM) has submitted a proposal for the purchase and installation of a new Samsung Variable Refrigerant Flow (VRF) System in the amount of $296,494.04. The proposed purchase will be made through the BuyBoard Cooperative Purchasing Program, Contract No. 638-21, an approved cooperative purchasing program that satisfies competitive procurement requirements in accordance with applicable Texas law and City purchasing policies. Budget Impact: The total cost of this purchase is $296,494.04, as shown in Exhibit "A". Funding for this purchase is contingent upon the approval and appropriation of the City's Fiscal Year 2026-2027 Budget. Upon approval and appropriation, funds will be available in the Capital Improvement Account No. 307-17-045-8512-00-30-000. nrt rtitu ^ www.PortArthurTx.gov Recommendation: It is recommended that the City Council authorize the City Manager to execute an agreement with Industrial and Commercial Mechanical(ICM),utilizing BuyBoard Cooperative Purchasing Contract No. 638-21, in the amount of$296,494.04 for the purchase and installation of a new Samsung Variable Refrigerant Flow(VRF) HVAC System. "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. 25034 6/30/26 JLH- tnr RESOLUTION NO. A RESOLUTION TO ENTER INTO AN AGREEMENT WITH INDUSTRIAL AND COMMERCIAL MECHANICAL (ICM), UTILIZING BUYBOARD COOPERATIVE PURCHASING CONTRACT NO. 638-21, FOR THE PURCHASE AND INSTALLATION OF A NEW SAMSUNG VARIABLE REFRIGERANT FLOW (VRF) HVAC SYSTEM FOR THE PORT ARTHUR POLICE DEPARTMENT IN THE AMOUNT OF $296,494.04. FUNDING FOR THIS PURCHASE IS CONTINGENT UPON THE APPROVAL AND APPROPRIATION OF THE CITY'S FISCAL YEAR 2026-2027 BUDGET. UPON APPROVAL AND APPROPRIATION, FUNDS WILL BE AVAILABLE IN THE CAPITAL IMPROVEMENT ACCOUNT NO. 307-17-045-8512-00-30-000. WHEREAS, the existing HVAC system serving the Port Arthur Police Department has exceeded its useful service life and has experienced recurring mechanical failures that negatively impact the operation of the facility; and WHEREAS, replacement of the existing HVAC system with a new Samsung Variable Refrigerant Flow (VRF) System will improve energy efficiency, enhance reliability, reduce maintenance costs, and provide a safe and comfortable environment for Police Department personnel and visitors; and WHEREAS, Industrial and Commercial Mechanical (ICM) has submitted a proposal in the amount of$296,494.04 for the purchase and installation of the new Samsung VRF System as shown in Exhibit"A"; and WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs, as an alternative to a formal bid process; and WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the BuyBoard Cooperative Purchasing Program; and WHEREAS, the proposed purchase will be made through the BuyBoard Cooperative Purchasing Program, Contract No. 638-21, an approved cooperative purchasing program authorized under Texas law; and P.R. No. 25034 6/30/26 JLH- tnr WHEREAS, funding for this purchase is contingent upon the approval and appropriation of the City's Fiscal Year 2026-2027 Budget. Upon approval and appropriation, funds will be available in the Capital Improvement Account No. 307-17-045-8512-00-30-000. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. The City Manager is hereby authorized to execute an agreement with Industrial and Commercial Mechanical (ICM), utilizing BuyBoard Cooperative Purchasing Contract No. 638-21, for the purchase and installation of a new Samsung Variable Refrigerant Flow (VRF) HVAC System for the Port Arthur Police Department in the amount of$296,494.04. Section 3. Funding for this purchase is contingent upon the approval and appropriation of the City's Fiscal Year 2026-2027 Budget. Upon approval and appropriation, funds will be available in the Capital Improvement Account No. 307-17-045-8512-00-30-000. Section 4. That a copy of the Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of July, A.D., 2026, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES:Mayor: Councilmembers: NOES: Charlotte M. Moses, Mayor ATTEST: Christe Whitley Ned, TRMC, City Secretary P.R.No. 25034 6/30/26 JLH APPROVED AS TO FORM: p Roxann Pais Cotroneo, City Attorney APPROVED' DMINISTRATION: Vy Ronald Burton, 'M, City Manager f`.1 ; 30 26 eI„,,,,,, Timothy W. Duriso, Chief of Police APPR• ,1 D AS TO AVAILABILITY OF FUNDS: fP•4 ) C6 o7•Lte-e' Lynda Boswell, Director of Finance APPROVED FOR PURCHASING: �I% 1,J.4 Clifton Williams, Purchasing Director P.R.No. 25034 6/30/26 JLH Exhibit A CITY OF T ARTHUR POF-IT .. LI 'E DEPARTMENT— EP1A_CI v BUILDINGS .O INSTALL . SAMSUNG VW'SYSTEM M Industrial and Commercial F .S.°1°.11..115 Mechanical TACLA23943C 1 MI 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 July 16,2026 CITY OF PORT ARTHUR TEXAS 645TH STREET I PORT ARTHUR,TX 177640 ATTN: LT.Chris Seigler Subject: CITY OF PORT ARTHUR POLICE DEPT.—VRF SYSTEM—ICM PROPOSAL TO INSTALL NEW SAMSUNG VRF SYSTEM Industrial Commercial Mechanical is pleased to offer the following proposal to furnish labor and material `or your Review includes. 1 720 HR ICM HVAC TECHNICIANS,PROVIDING LABOR&MATERIALS TO REMOVING OLD LG VRF SYSTEM AND REPLACING WITH NEW SAMSUNG VRF SYSTEM,INCLUDES THE FOLLOWING 2 4 SAMSUNG MODEL AM144HCVGFS/AA R-32 DVM S2+HEAT RECOVERY 230V OUTDOOR UNIT 3 19 SAMSUNG MULTI-POSITION AIR HANDLERS/R-32 DVM S 230V INDOOR UNIT 4 6 SAMSUNG MODE CHANGE UNIT/MCU-A4NEK1UN DVM 52+ 5 19 SAMSUNG ADVANCED WIRED CONTROLLER/MWR-WG01UN 6 4 RECONNECTIONS OF CONTROLS,PROVIDE START-UP,IN CONJUNCTION WITH SAMSUNG FACTORY REPRESENTATIVE,AND TEST UNIT FOR PROPER OPERATIONS. 7 4 TNT CRANE SERVICE-SUBCONTRACTRACT-FOR LIFTING(4)UNITS. 8 1 ICM PROPOSAL INCLUDES REMOVAL-HAULING AND PROPER EPA DISPOSAL,OF ALL OLD LG EQUIPMENT. 9 1 PROPOSAL INCLUDES 1ST LABOR WARRANTY&10 YEAR-SAMSUNG PARTS ONLY WARRANTY ON EQUIPMENT. ITEMS NOT INCLUDED IN PROPOSAL Any Changes or Modifications,other than specified as part of proposal,or proposed scope of work. i Any Changes or Work delays;due to problems beyond our control. Overtime-After Hours work not included—All work is performed during regular time work hours. Warranty of any items not furnished and installed by ICM ICM PRICE TO PERFORM THE PROPOSED INSTALLATION WORK Labor $ 68,400.00 Materials $228,094.04 $296,494.04 City of Port Arthur,Texas is Tax exempt and no sales tax has been included in this proposal THIS PROPOSAL IS VALID FOR 30 DAYS-FROM THE DATE OF PROPOSAL SAMSUNG FACTORY EQUIPMENT LEAD TIME—APROXIMATELY 8-10 WEEKS INDUSTRIAL&COMMERCIAL MECHANICAL IS AN AWARDED VENDOR FOR BUYBOARD CONTRACT#638-21. 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, rIhanfi 'ran Approved by Date ICM SALES REPRESENTATIVE ttran@ic-mechanical.com MOBILE;409-239-5487 %( 1,A 23+43( . ..uu1att°d by the i bcia,Dc•pai into:+nt r}f l,icenNing and Regulation PO BON 1.21O Austin,1 X"s'11 1-800- 03-9292,51.2-4e3-6599