Title
MOTION TO APPROVE THE PURCHASE OF FIFTY (50) BARD Q-TEC AC UNITS AND THERMOSTAT CONTROLLERS FROM ACCUAIR IN THE AMOUNT NOT TO EXCEED $933,487.50 UTILIZING PRICING ESTABLISHED BY BROWARD COUNTY PUBLIC SCHOOLS CONTRACT # FY24-044 HVAC-R EQUIPMENT, PARTS, AND SUPPLIES, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(3) states that "City standard, single-source and sole- source commodities or services. City standard, single- source and sole-source commodities or services are exempt from this section."
- Section 35.18(C)(5) states, “Utilization of other governmental agencies’ contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Public Services Department is seeking to replace the existing Bard HVAC units, which have reached the end of their service life. The aging is resulting in declining performance, frequent breakdowns, and increased maintenance costs.
2. The Public Services Department has obtained a quote from Accuair, Inc. in the amount of $933,487.50 for the purchase of fifty (50) Bard Q-Tec AC Units and Thermostat Controllers (per unit cost for AC Unit and Thermostat Controller is $18,669.75), utilizing pricing established by Broward County Public Schools Contract # FY24-044 HVAC-R Equipment, Parts, and Supplies. These units and thermostat controllers will be used to replace the aging/inefficient HVAC systems at FSU Campus (12), East Campus (6), West Campus (16), and Central Campus (16). These units will be installed by the Public Services HVAC Division.
3. On April 20, 2023, Broward County Public Schools advertised ITB # FY24-044 “HVAC-R Equipment, Parts, and Supplies.” The bid was awarded to the bidder(s) who met all specifications, terms, and conditions and offered the highest single fixed percentage discount from the manufacturer’s suggested retail price (MSRP) for each item.
4. Accuair, Inc. was awarded Line 31, Bard - “Engineered Product Line,” with a 27% discount off the MSRP.
5. The contract commenced on July 1, 2023, and is set to expire on June 30, 2026.
6. Additionally, Bard Manufacturing Company, Inc. submitted a letter dated May 1, 2025, confirming that Accuair, Inc. is the sole factory-authorized representative and stocking distributor of Bard engineered products in the State of Florida, excluding the Panhandle region.
7. Request City Commission to approve the purchase of fifty (50) Bard Q-Tec AC Units and Thermostat Controllers from Accuair, Inc. in the amount not to exceed $933,487.50, utilizing pricing established by Broward County Public Schools Contract # FY24-044 HVAC-R Equipment, Parts, and Supplies, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $933,487.50.
b) Amount budgeted for this item is in Account No: 001-519-6001-662000-0000-000-0000 (Buildings).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.