SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order to Trane U.S. Inc. for the procurement of Heating, Ventilation, and Air Conditioning (HVAC) equipment replacements, repair parts, and related services in a cumulative amount not to exceed $4,500,000.00 through August 31, 2027, pursuant to City Code of Ordinances Section 2.563(1)(c) Piggyback and authorize the appropriate officials to execute same (consent)
Body
SUMMARY:
The Building & Maintenance Division is responsible for maintaining HVAC systems across City facilities. Historically, equipment replacements and repair parts have been procured through piggyback contracts with Trane U.S. Inc., which has consistently provided dependable, energy-efficient products and reliable service. The City has standardized HVAC equipment with Trane to streamline procurement, improve maintenance efficiency, and support consistent staff training. Staff requests authorization to piggyback Omnia Partners, Racine County, Wisconsin Bid No. RC2022-1001, Contract #3341, valid through August 31, 2027, to support ongoing HVAC needs.
The proposed $4.5 million dollar authorization consolidates prior years’ separate allocations for parts and services into a unified capital plan. This reflects historical expenditures and planned investments through FY27, including city-wide air conditioner replacements, building systems controls upgrades, and a new A/C system chiller. A modest buffer is included to account for current market conditions and pricing variability.
Validation Table from the FY26 Operating and CIP Budget, and Contracts from FY24-25
|
Project |
Project Description |
FY26 |
FY27 |
TOTALS |
|
GSBM180001 |
Air Conditioners-City Wide Replacement |
450,000.00 |
500,000.00 |
950,000.00 |
|
GSBM180008 |
Building Systems (Controls) |
300,000.00 |
400,000.00 |
700,000.00 |
|
GSBM180009 |
New A/C System Chiller |
200,000.00 |
300,000.00 |
500,000.00 |
|
|
|
|
|
|
|
|
|
|
|
|
|
GL Code |
Account Description |
FY26 |
FY27 |
TOTALS |
|
546200 |
Parts and Services |
500,000.00 |
500,000.00 |
1,000,000.00 |
|
530300 |
Contractual Services |
500,000.00 |
500,000.00 |
1,000,000.00 |
|
|
|
|
|
|
|
Contract |
Contract Description |
FY24 |
FY25 |
TOTALS |
|
901855 |
Services |
760,000.00 |
760,000.00 |
1,520,000.00 |
|
902251 |
Parts |
750,000.00 |
750,000.00 |
1,500,000.00 |
APPROPRIATION CODE AND AMOUNT:
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.
