HomeMy WebLinkAboutItem 15 - Replace Air Conditioning Unit at the Ross Annex Public Works Agency
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Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 15, 2022
TOPIC: Replace Air Conditioning Unit at the Ross Annex
AGENDA TITLE
Award a Purchase Order in an Amount Not to Exceed $323,827 to Trane U.S. Inc., dba
Trane for Replacement of an Air Conditioning Unit in the Ross Annex Portion of City Hall
(Specification No. 22-024) (General Fund)
RECOMMENDED ACTION
Award a purchase order to Trane U.S. Inc., dba Trane in the amount of $281,589, with a
contingency amount of $42,238, for a total amount not to exceed $323,827, to replace an
air conditioning unit at the Ross Annex, subject to non-substantive changes approved by
the City Manager and City Attorney.
DISCUSSION
The Public Works Agency’s Building Maintenance Division oversees City facilities to
ensure mechanical systems operate safely and efficiently, and meet all applicable laws
and regulations. The commercial-grade rooftop heating, ventilation, and air conditioning
(HVAC) system at the Ross Annex contains three air conditioning units. Two of the three
units were replaced in the past 2 years, after 22 years of service. The remaining air
conditioning unit is frequently out of order, requires continuous repairs, and operates at
50 percent capacity. As such, staff recommends replacing the unit.
The existing unit is manufactured by Trane and staff seeks to replace it with a unit
produced by the same manufacturer, as it will provide a seamless transition, given that
the current support system already accommodates the weight, size, and location of the
new unit. Utilizing equipment from a different manufacturer could result in a change in
size, weight, and location of supports and connection points, requiring additional
engineering, structural, and mechanical modifications. Such modifications would
significantly increase the cost and add a significant amount of time to the replacement
schedule.
Santa Ana Ordinance No. NS-2312 authorizes the City to purchase against contracts from
any public agency employing a competitive bid process. Harford County Public Schools
awarded a contract to Trane U.S. Inc. (Contract No. RFP #15-JLP-023) for the
procurement of comprehensive HVAC products, installation, services and related
products and services. The contract was awarded as a result of open, competitive
Award a Purchase Order to Trane U.S. Inc.,
March 15, 2022
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bidding. Staff recommends utilizing the Harford County Public Schools contract to
authorize a one-time purchase and payment of purchase order to Trane for the purchase
and installation of a new air conditioning unit for the Ross Annex, which is in line with the
City’s existing Purchasing Guidelines.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds in the amount of $323,827 are available for expenditure in the current Fiscal Year
2021-22 budget as follows:
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager
Fiscal
Year
Accounting
Unit-
Account #
Fund
Description
Accounting Unit, Account
Description
Amount
FY 21-22 01117017-
66200
General
Fund
Public Works Agency –
Service Enhancement $323,827
TOTAL $323,827