Board of Directors Regular Meeting Agenda


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Meeting Date: 01/22/2015  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for the 2015 AAON HVAC Unit Replacement Project  for Town Hall;
FISCAL IMPACT:
$355,500 is allocated in the 2015 Capital Budget for the replacement of eight (8) roof top heating, ventilation and air conditioning units (HVAC) at Town Hall. The recommended award of bid for the replacement project is $343,531, inclusive of the add alternate and is within budget. The project should qualify for Entergy’s CitySmart program as it is estimated that the eight (8) replacement units will save over $13,000 in energy costs each year. The amount of incentive credit the Township may receive from the program has not been determined at this time.
BACKGROUND:
During the remodeling of the Town Hall office facility, it was determined that additional repair and replacement work would be needed on the HVAC system. Independent inspections by two HVAC firms concluded that of the existing 24 roof top units – 22 needed to be replaced within the next few years. Subsequently, the Board approved the replacement of 4 units in 2011, 3 units in 2013 and 7 units in 2014. The Criterium Engineers Reserve Study, completed in 2013, recommended the remaining 8 units be replaced in 2015 (Attachment A - HVAC replacement schedule).

The existing HVAC units are all AAON brand, which is considered to be one of the most efficient, high performance brands in the industry. It is recommended to continue with this product for systems compatibility, the computer control system and ease of maintenance and management.

A Request for Bids was developed which included an Add Alternate for return air temperature sensors to further increase the efficiency of the systems. The Request for Bids was advertised in The Villager on December 11, 2014 and posted on The Woodlands Township web site, and was directly e-mailed to 15 known vendors who are credentialed to install AAON systems. A Mandatory Pre-Bid meeting was held on December 18, 2014 with seven (7) vendors in attendance. Bids were due on January 6, 2015 and five bids were submitted. (Attachment B - Bid Tabulation and Attachment C - Submitted Bids).  Brandt submitted the lowest most responsive bid and was awarded the last two phases of AAON unit installations to the satisfaction of staff.

RECOMMENDATION:
Award the Brandt Companies the bid in the amount of $343,531 for 2015 AAON HVAC Unit Replacement Project, inclusive of the Add Alternate and authorize the President/General Manager to execute the construction agreement for the project.
Attachments
Attachment A - HVAC Replacement Schedule
Attachment B - HVAC Bid Tabulation Summary


    

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