HCPS FL Logo Facilities
Action Item
DATE: Tuesday, February 22, 2011
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 Bloomingdale and Gaither High Schools
EXECUTIVE SUMMARY

On October 20, 2009, the Board appointed Holmes Hepner and Associates Architects and Schenkel & Shultz Incorporated, respectively, to provide design services for renovations at Bloomingdale and Gaither High Schools.  To facilitate completion of the HVAC plant replacements for each school during the upcoming summer, early acquisition of HVAC system chillers is required due to their long lead time for manufacturing.

Equipment specifications for chillers for each school were developed by the respective design firms. District staff combined the requirements for each school into a single solicitation and solicited bids via Vendor Bid. Multiple bidders responded to the solicitation (bid tabulation attached). 

The solicitation provided for selection of chillers for each site based on a comparison of anticipated life-cycle costs over a twenty-five 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 chillers providing the lowest life-cycle cost. Discounts offered in conjunction with the purchase of chillers for both sites from a single firm were also solicited. 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 for each site individually, and then for both sites together to consider discounts offered for purchase from a single firm.  

The respective design teams have reviewed the proposed equipment for compliance with solicitation requirements. Award of contract for purchase of the chillers (including associated extended warranties and maintenance services) providing the lowest life-cycle costs (Trane Option 4) as indicated in the attachment is recommended.

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

Funds for equipment purchases including extended warranties in the amount of $634,356 are included in the Certificates of Participation Series (CoPS) funds budgeted for the respective projects. Funds for chiller preventive maintenance for ten years in the total amount of $90,660 will be included in future budget allocations of local millage funds.

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 6.04b
Hillsborough County Public Schools (Florida) * Mtg.#20110222_454 (Board Meeting) * Section A Item# 6.04b