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<br />REPORT <br /> <br />6.2C <br />Page 1 <br /> <br /> <br />December 10\ 2007 <br /> <br />SUBJECT <br />Purchase of heating, ventilation, and air conditioning (HVAC) equipment for the <br />Main Library. <br /> <br />RECOMMENDATION <br />Authorize, by resolution, the sole source purchase of TRANE HVAC equipment from <br />Pacific Coast Trane Controls, in an amount not to exceed $287,000.00 and suspend the <br />requirements of Article VII, PURCHASING, Chapter 2 of the Municipal Code governing <br />competitive bidding. <br /> <br />BACKGROUND <br />The Main Library on Middlefield Road was last renovated in 1987 and included the <br />installation of a HVAC system. The equipment is now approaChing the end of its <br />projected useful life and the frequency of required repairs has increased. Replacement <br />of the existing HV AC equipment is necessary and the purchase of new equipment has <br />been included in the current plans to renovate the Library. <br /> <br />Staff requests Council suspend the competitive bidding requirement to allow for the <br />purchase of replacement HVAC units from the same manufacturer as the existing units. <br />Staff wishes to purchase new units from the same manufacturer because the existing <br />control system and installation mounts are compatible and can be reused rather than <br />replaced. Modifying or replacing existing controls and mounts to accommodate <br />equipment other than TRANE, would create delays and significantly increase the cost <br />of this project without adding value. <br /> <br />As well, the City continues to install TRANE units at other City facilities. The increased <br />standardization of HVAC equipment throughout the City makes repair and maintenance <br />of the units more efficient and economical. <br /> <br />The TRANE units proposed for purchase are increased efficiency units. This equipment <br />qualifies for a rebate from PG&E. Equipment purchases that decrease demand on <br />energy resources are consistent with the City's efforts to be environmentally <br />responsible. <br /> <br />AL TERNA TIVES <br />Council may choose not the suspend the competitive bidding requirement and direct <br />staff to investigate additional cost and time required to replace or extensively modify <br />existing controls and mounts to accept HVAC equipment other than TRANE equipment <br /> <br />FISCAL IMPACT <br />Funding in the amount of $401,084.00 was appropriated for this project in the Fiscal <br />Year 2006-2007 budget, Capital Projects Fund, Roof and HVAC Program. <br />