HCPS FL Logo Facilities
Action Item
DATE: Tuesday, April 2, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Approve Award of Contract for Heating, Ventilating, and Air Conditioning (HVAC) Equipment (Chillers) Required for Renovations at Temple Terrace, Tinker, Trapnell and Westchase Elementary Schools, Memorial Middle School and Durant High School 

EXECUTIVE SUMMARY

Design professionals were previously appointed or selected from the approved Continuing Services Consultants list to provide design services for several HVAC renovations included in the District Facilities Five Year Work Program.  To facilitate completion of these projects during the upcoming summer, early acquisition of equipment with long lead times for delivery from the manufacturer is required.  Equipment specifications for chillers were developed by the respective design professionals, grouped into a single solicitation by District staff and advertised on Vendor Bid.  Multiple bidders responded to the solicitation (bid tabulation attached).

The solicitation provided for selection of the chillers based on a comparison of anticipated life-cycle costs over a fifteen year life, instead of the typical selection based on initial purchase cost.  Bidders were allowed to propose up to four chiller options of varying efficiency and cost to facilitate selection of the chillers providing the lowest life-cycle cost.  Purchase, annual maintenance, extended warranty, and expected electricity costs for each chiller option were considered in the life-cycle cost analysis.  The expected life-cycle costs for each chiller option proposed are identified in the attached bid tabulation.

The respective design professionals have reviewed the proposed chillers for compliance with solicitation requirements.  Award of contracts for purchase of the chillers (including associated extended warranties and maintenance services) providing the lowest life-cycle costs as indicated in the attachment is recommended.  Purchase of the equipment with the lowest life-cycle cost instead of equipment with the lowest first cost will result in estimated energy savings of $166,230 over the expected life of the equipment.

STRATEGIC OBJECTIVES
• Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)

The contract amounts being awarded are indicated in the attachment.  Funds for the chiller purchases and extended warranties are included in the District Capital Outlay:  Local Millage.  Funds for chiller preventive maintenance will be included in future millage budget allocations.

 

EVALUATION
SUBMITTED BY:  Jill Edwards, Project Coordinator
Rory Salimbene   Cathy L. Valdes
General Manager of Construction
(813) 272-4112
  Chief Facilities Officer
(813) 272-4004
    A 7.06
Hillsborough County Public Schools (Florida) * Mtg.#20130402_558 (Board Meeting) * Section A Item# 7.06