Title
MOTION TO RATIFY THE CITY MANAGER’S APPROVAL FOR THE EMERGENCY PURCHASE AND REPAIR OF THE CARRIER HVAC CONTROL SYSTEM UPGRADE, BY KAL-TECH CONTROLS, LLC, LOCATED AT THE PEMBROKE PINES POLICE WEST DISTRICT STATION , IN AN AMOUNT NOT TO EXCEED $46,000, PURSUANT TO SECTION 35.18(C)(1) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances 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)(1) states, “Emergency purchases. In urgent cases of compelling emergency that require the immediate purchase of commodities or services, the City Manager is empowered to waive competitive bidding or competitive proposals and authorize the Chief Procurement Officer to secure by open market procedure any commodities or services, notwithstanding the estimated cost of the commodities or services.”
- 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. West PD has experienced an ever-increasing issue with humidity in the West District Station since shortly after the air conditioner unit was replaced. Within the last year, the humidity issues began to lead to an issue with mold developing on the walls and condensation on the tile floors causing safety concerns. The increased moisture in the air within the building negatively impacts important paperwork, computer systems, flooring, and walls. West PD’s entry system's electrical and mechanical components have been malfunctioning due to the condensation as well.
2. The problem, as diagnosed by Carrier Enterprises LLC, is an HVAC control system, which is a computer system that is operating on an outdated program. This system cannot be upgraded any further and needs to be replaced.
3. Carrier Enterprises LLC, quoted West PD $67,200 to replace the control system.
4. PD asked Carrier Enterprises LLC if they could improve their quote. Carrier Enterprises LLC countered by recommending Kal-Tech Controls LLC, to complete the replacement. On July of 2023, Kal-Tech, LLC previously provided the 40-ton WeatherMaster unit, which was installed by the city’s HVAC Department in February of 2024. Communications with Carrier and Kal-Tech was facilitated by City of Pembroke Pines Public Works HVAC Department Supervisor, and Kal-Tech Controls LLC ultimately provided a proposal for $46,000.
5. On December 24, 2024, the City Manager approved this emergency purchase request due to immediate safety concerns.
6. Request Commission to ratify the City Manager’s approval for the emergency purchase and repair of the Carrier HVAC Control System Upgrade, by Kal-Tech Controls, LLC, located at the Pembroke Pines Police West District Station, in an amount not to exceed $46,000, pursuant to section 35.18(C)(1) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $46,000
b) Amount budgeted for this item in Account No: $46,000 is available in account 001-521-3001-546152-0000-000-0000- R&M Land Bldg. Major Projects.
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.