SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders to multiple vendors as listed, for the purchase of Heating, Ventilation and Air Conditioning (HVAC) replacement and repair parts, in the cumulative annual not-to-exceed amount of $1,500,000 for Fiscal Year 2025, pursuant to Clearwater Code of Ordinances Sections 2.561(5)(a), Small purchases, 2.563 (1)(b), Micro purchases, and 2.563(1)(c), Piggyback, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Building & Maintenance Division’s HVAC purchases for equipment replacement and repair parts have been procured through piggyback contracts, obtaining quotes for small purchases and micro purchases from authorized local distributors in the Tampa Bay area. While Trane US Inc is the majority of the expenditures for HVAC replacement and repair parts, local distributors will be used depending on the type of part needed. Quotes will be obtained for small purchases (exceeding $10,000.00) that are not available on contract and will be monitored by the department and Procurement. This request consolidates the authorization to utilize a properly sourced piggyback contract and to obtain quotes for small purchases and micro purchases from authorized local distributors as listed:
*Trane US Inc: Piggyback off Omnia Partners, Racine County, Wisconsin (Bid No.RC2022-1001, Contract #3341, through August 31, 2027)
* Florida Cooling & Supply: Micro/small purchases from local authorized distributor located in
Clearwater, FL (Heil, Copeland, Honeywell, Larkin, Tempstar, Grandaire, Arcoaire, Manitowoc, Mistubishi, Fijitsu, Bohn, Airtemp, Nordyne and associated parts, controls, motors, and tools)
* Johnstone Supply: Micro/small purchases from local authorized distributor located in Tampa, FL
(Westinghouse, Daiken, Coleman, CDI, and Goodman and associated parts, controls, motors, and tools)
* RE Michel Company: Micro/small purchases from local authorized distributor located in Largo, FL
(Heil, Arocaire, Tempstar, Tecumseh, Copeland, and associated parts, controls, motors, and tools)
Flexibility is requested to allow for expenditure of budgeted funds as needed throughout the year, in accordance with the intent of this general authorization. Additional vendors may be engaged as needed following the approved procurement guidelines.
APPROPRIATION CODE AND AMOUNT:
5656531-546200
GSB180001
Funds are available in General Services operating cost code 5656531-546200, Repairs & Service Equipment for city-wide maintenance/repair; capital project GSBM180001, Air Condition Replacement for A/C replacement at “General Government” facilities; and in various capital improvement projects based upon location.
The General Services Fund is an internal service fund of the City which supports city-wide building maintenance. Capital project GSBM180001 is funded by General Fund revenues and other capital projects to be used are funded with their respective Utility and Enterprise Fund revenues based on facility ownership.
STRATEGIC PRIORITY:
These services help accomplish Strategic Plan Objectives 1.1, maintaining municipal performance, and promoting accountable governance; 1.2, maintaining public infrastructure; 1.3, identify resources required to sustain level of service 3.2, proactive code compliance, and targeted revitalization.
