HomeMy WebLinkAbout16. TRANE U.S INC - AIR CONDITIONINGPublic Works Agency
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Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 19, 2021
TOPIC: Award a Purchase Order to Trane U.S. Inc.
AGENDA TITLE:
Award a purchase order in an amount not to exceed $346,382 to Trane U.S. Inc., dba
Trane, for replacement of an air conditioning unit in the Ross Annex portion of City Hall
(General Fund) (Specification No. 20-145)
RECOMMENDED ACTION
Award a purchase order to Trane U.S. Inc., dba Trane, in the amount of $314,892, with a
contingency amount of $31,490, in amount not to exceed $346,382, to replace a failing
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 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 Building contains three air conditioning units. Two of
the three units are failing and, after 22 years of service, air conditioning unit #2 is
frequently out of order, requires continuous repairs and operates at 50 percent capacity.
Approval of the recommended action will provide for the replacement of unit #2, which
has exceeded its useful life.
Staff recommends utilizing a Trane unit as using equipment produced by the same
manufacturer will provide a seamless transition given 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 engineering, structural and mechanical modifications,
which will add a significant increase in cost, and more importantly, 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
Award a Purchase Order to Trane U.S. Inc.
January 19, 2021
Page 2
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
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 to replace AC-2, which is in line with the
City's existing Purchasing Guidelines.
FISCAL IMPACT
Funds are budgeted and available in the following account for the specified year.
Fiscal
Accounting
Fund
Accounting Unit, Account
Amount
Year
Unit -Account
Description
Description
FY 20-
01116500-
Planning and Building
$200,000
21
66200
General Fund
Agency —Administration,
Building Improvement
Planning and Building
$2,000
FY 20-
01116500-
General Fund
Agency —Administration,
21
62320
Maintenance and Repair
Buildings and Ground
Planning and Building Agency-
$5,000
FY 20-
01116500-
General Fund
Administration, Maintenance &
21
62322
Repair Machinery and
Equipment
Planning and Building
$2,000
FY 20-
01116530-
Agency —Permit and Plan
21
62322
General Fund
Check, Maintenance and
Repair Machinery and
Equipment
Planning and Building
$7,000
FY 20-
01116540-
General Fund
Agency —Community
21
62300
Preservation, Contract
Services -Professional
FY 20-
07317100-
Internal
Building Maintenance,
$14,921
21
62300
Service
Contract Services -
Professional
FY 20-
01113250-
General Fund
PRCSA—Park Facilities,
$115,461
21
66200
Building Improvement
TOTAL
$346,382
Submitted By:
Nabil Saba, Executive Director - Public Works
Minh Thai, Executive Director - Planning and Building Agency
Award a Purchase Order to Trane U.S. Inc.
January 19, 2021
Page 3
Lisa Rudloff, Executive Director - Parks, Recreation, and Community Services
Approved By: Kristine Ridge, City Manager