Title
Bard Heating, Ventilation and Air Conditioning Equipment and Parts (Ordinance S-47300)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Geary Pacific Supply for the purchase of Bard Heating, Ventilation and Air Conditioning (HVAC) equipment and parts on an as-needed basis. This item will have an aggregate amount of $375,000. Further request to authorize the City Controller to disburse all funds related to this item.
Report
Summary
The Public Works Department is responsible for maintaining the HVAC systems for 30 radio communication towers. Each tower contains one to six Bard units which provide critical cooling requirements to those communication towers. The towers are used by 911 dispatch, Police, FBI, Fire, and other law enforcement agencies for radio communication. This agreement will allow the purchase of necessary parts and equipment to maintain and repair these systems, which is necessary for proper operation and to maintain temperatures in these communication towers.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as the result of a determination memo citing that Geary Pacific Supply is the sole source provider in the State of Arizona for equipment and parts for Bard HVAC systems.
Contract Term
The initial three-year contract term will begin on or about April 1, 2021, with two one-year options to extend in increments of up to one year, for a total contract term of up to five years.
Financial Impact
The aggregate value of the contract including all option years is $375,000, including all applicable taxes, with an estimated annual expenditure of $75,000. Funds are available in the Public Works Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.