HCPS FL Logo Facilities
Action Item
DATE: Tuesday, March 27, 2012
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Approve Award of Contracts for Heating, Ventilating, and Air Conditioning (HVAC) Equipment (Chillers) Required for Renovations at Multiple Sites

EXECUTIVE SUMMARY

On October 26, 2010, the Board approved the issuance of approximately $37,935,000 of Qualified School Construction Bonds (QSCBs) for renovation of roofs and heating, ventilating, and air conditioning (HVAC) systems at various District sites.  The QSCBs provided for acceleration of roof and HVAC renovations previously scheduled in the five-year plan.  (QSCB funded projects are indicated in the attachment.) 

Engineers were previously appointed or selected from the approved Continuing Services Consultants list to provide design services for the HVAC renovations.  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 engineers, 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 engineers 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 savings of $345,600 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 Qualified School Construction Bonds (QSCBs).  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 6.03d
Hillsborough County Public Schools (Florida) * Mtg.#20120327_496 (Board Meeting) * Section A Item# 6.03d