Title
APPROVAL TO INCREASE THE PURCHASING LIMIT FOR HVAC CHILLER SERVICE AND OEM REPAIRS BID #23-0110
Description
Bid #23-0110 for ‘HVAC Chiller Service and OEM Repairs’ was approved for award on January 17, 2023, to Trane, Daikin Applied and Climate Control Mechanical Services, Inc., in the amount of $750,000.00 for a period of one year with the option of two additional one-year periods. The Facilities Services Department requested an additional increase on August 15, 2023, for 246,100.00 for an emergency request for a power supply problem. The existing chiller was damaged, and a new part was needed to bring the existing chiller back to normal performance. The Facilities Services Department is requesting an additional increase of the purchasing limit of $300,000.00 to get us through the end of the bid period. Subsequently, they are also requesting an additional increase of $750,000,00 at the renewal period. This increase is to cover cost anticipated expenditures due to increased cost of supplies, contracted labor, aging equipment and in house labor shortages.
Gap Analysis
Facilities Services is facing ever increasing cost from supplies to labor. Facilities is also facing an increased workload on the HVAC repairs and maintenance due to aging equipment. Due to increased workloads, in house qualified labor shortages and increased cost of doing business with outside contractors, we are facing large increases in our budgets for HVAC labor and equipment.
Previous Outcomes
Facilities has used our Chiller Vendors over the last several years to perform emergency requests as well as preventative maintenance on all the Chillers located across the district.
Expected Outcomes
Facilities will be able to reach out to vendors for all service required district wide to continue the level of expected service to this highly demanded equipment.
Strategic Plan Goal
Recommendation
That the request to increase the purchasing limit for ‘HVAC Factory Chiller Service & OEM Parts' by an additional $300,000.00 for the first year and an additional $750,000.00 for the duration of the bid, be approved as presented.
Contact Information
DON HAMPTON don.hampton@sarasotacountyschools.net
JODY DUMAS jody.dumas@sarasotacountyschools.net
Financial Impact
Not to exceed: $1,050,000.00.
The funds for these purchases are contained in the budget allocated to the Facilities Services Department.
Funding source: Millage, Sales tax and Maintenance