Mark E. Collins                         

Municipal Services Manager

Albert J. Carbon III, P.E.

Public Works Director

Emergency HVAC Replacement at Municipal Building.

On January 3, 2017, the City Manager and Mayor approved the emergency replacement of the 20 Ton HVAC unit that services the BSO section of the Municipal Building at 5399 N. Dixie Highway. Funds for the replacement of the HVAC unit were allocated in the approved FY 2017 Budget in the amount of $25,000, however the unit failed before the project could be implemented. Due to the urgency to have the unit replaced quickly, only one quote was obtained from a contractor that the city has previously worked with and has provided good service (Exhibit A). This item is being brought before the City Commission per City Code.

City Code Section 2-198:

"Emergency procurements. The city manager may make emergency procurements of supplies or contractual services where the cost exceeds twenty-five thousand dollars ($25,000.00) when there exists a clear and present threat to public health, property, welfare, safety or other substantial loss to the city, when joined in said action by the mayor, provided, however, that such emergency procurements shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. As soon as practicable, a record of the emergency procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, a listing of the supply or contractual service procured under this contract, and the number of the purchase order, if any. The city commission must be notified, after the fact, of such procurements in excess of twenty-five thousand dollars ($25,000.00) at the next scheduled commission meeting. In any event any increase over the original amount of an emergency procurement reported to the city commission exceeding ten (10) percent shall be reported to the City Commission to be noted for the record.”

The new 20 ton HVAC unit was installed and deemed operational on January 10, 2017.  On Point A/C & Refrigeration Services Inc. provided a quote for $17,993.00. (Exhibit B). The final invoice amount for the new HVAC unit is $19,193.00.  The final invoice document was not available for attachment during preparation of this item.

Funds for the replacement of the HVAC unit were included in the approved FY 2017 budget in the amount of $25,000.   The final invoice amount for the new HVAC unit is $19,193.00.

Funds for the replacement of the HVAC unit is from the $25,000 budget of Public Works - Building Maintenance Division's repair and maintenance account.

For informational purposes only.