TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 15, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to advertise Contract 25-404-21 Remove and Replace One 23XL Chiller for the Main Office Building, estimated cost $700,000.00, Accounts 201-50000-645680, Requisition 1638641
Body
Dear Sir:
Contract documents and specifications have been prepared to Remove and Replace One 23XL Chiller at the Main Office Building.
The purpose of this contract is to remove and replace one 23 XL Carrier chiller unit at the Main Office Building. The chiller was installed in 1997. The American Society of Heating, Refrigerating, and Air-
Conditioning Engineers' standard for useful life of centrifugal chillers is 23 years. This chiller has now been operational for 24 years. Failure of either existing chiller could have adverse effects on the
working conditions of all employees in the Main Office Building due to the inability to regulate the temperature during the summer months. The current unit is also expensive to recharge and uses R-22
refrigerant, an ozone-depleting chemical. Water and electrical energy usage levels are expected to decrease significantly due to the new model's higher efficiency and the automated controls. The contractor must provide all labor, supervision, expertise, materials, parts, tools, equipment, transportation, and appurtenances necessary for the removal and installation of the chiller.
The estimated cost for this contract is $700,000.00 The estimated 2025 and 2026 expenditures are $350,000.00, and $350,000.00 respectively.
There is no bid deposit required for this contract.
The contract specifications require that the service period commence September 1, 2025, or upon approval of the contractor’s bond, whichever occurs later, and terminates on or around December 31, 2026.
The Multi-Project Labor Agreement (MPLA) will be included in this contract.
The Affirmative Action Ordinance Revised Appendix D, Appendix C, and Appendix V will be included in this contract. The type of work performed under the contract is within the “Miscellaneous Building Construction” category for establishing Minority-owned Business Enterprises (MBE), Women-owned Business Enterprises (WBE), and Veteran-Owned Business Enterprise (VBE) utilization goals. The MBE and/or WBE, and VBE utilization goals for this contract are: 3% MBE and/or WBE, and 3% VBE.
The tentative schedule for this contract is as follows:
Advertise June 18, 2025
Proposals Received July 8, 2025
Award August 14, 2025
Completion September 1, 2025
Funds for years 2025 and 2026 in Accounts 201-50000-645680 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 25-404-21.
Requested, Shellie A. Riedle, Administrative Services Officer, KL:BA
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the Official Regular Board Meeting Minutes of the Board of Commissioners for May 15, 2025
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