Approval of a five year term service agreement with Trane Service Group, utilizing the OMNIA Partners, a purchasing cooperative, to provide for the inspection, maintenance, and repair of the HVAC system servicing the Justice Center in an amount not to exceed $225,528.00, and authorizing the City Manager to execute the agreement

Staff Report & Agenda Item Details

<strong><em>Reading and Public Hearing</em></strong><br><br>As part of the building services preventative maintenance program, the HVAC units servicing the Justice Center have been covered under a preventative maintenance plan. Preventive maintenance extends the useful life of building systems through regularly scheduled inspections, adjustments, lubrication, testing, and replacements. The HVAC units covered by the proposed maintenance contract were installed in 2021 and have a life expectancy of 15 to 20 years.<br><br>The scope of services outlined in the service agreement provides for an annual comprehensive inspection, three run inspections, filter change-outs, and semi-annual condenser coil cleaning for the HVAC units servicing the Justice Center. By initiating a Trane Select Service Agreement, the City can accurately budget repairs to maintain peak performance of the system and minimize unplanned down time and unexpected expense. Regular maintenance can save an estimated 12-18% of the budget compared to a run-to-fail approach.<br><br>The Trane Service Group contract is offered through OMNIA Partners, the largest and most trusted cooperative purchasing organization for public sector procurement. OMNIA brought together the nation’s two leading cooperative purchasing organizations – National IPA and U.S. Communities – under one roof to form OMNIA Partners, Public Sector. The collective buying power of these unified purchasing cooperatives delivers superior value and savings for public agencies nationwide. All cooperative purchasing agreements offered have been awarded via a thorough Request for Proposal (RFP) competitive solicitation process. Third party audits on contracts ensure that program pricing commitments are met, with benchmark analyses against other suppliers and retailers to guarantee participants the best overall value. As a member, there are no costs or fees for the City to participate.<br><br>On November 16, 2021, City Council, through Resolution R-21-4670, approved a five-year service agreement with Trane Service Group. This agreement expired on September 30, 2026. Trane has provided outstanding service responding same day to emergency situations and prioritizing repairs for immediate resolution. The contract price of $225,528.00 is allocated on an annual basis as identified in the table below. The initial annual cost of $41,136.00 has been allocated in the FY2027 Building Services budget.<br><br><table border="1" cellspacing="0" cellpadding="0" style="margin-left: 5.4pt;"><thead><tr><td style="width: 152px; vertical-align: top;"><strong>Contract Year</strong></td><td style="width: 171px; vertical-align: top;"><strong>Annual Amount </strong></td></tr></thead><tbody><tr><td style="width: 152px; vertical-align: top;">Year 1</td><td style="width: 171px; vertical-align: top;"> $41,136.00</td></tr><tr><td style="width: 152px; vertical-align: top;">Year 2</td><td style="width: 171px; vertical-align: top;"> $43,032.00</td></tr><tr><td s

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