Consideration and Approval of Contract:  B2B Direct Sales, Inc. dba The HVAC Company and the City of Flagstaff for the purchase of an HVAC unit for the Aquaplex.
 

1. Approve the Cooperative Purchase Contract between the B2B Direct Sales, Inc. dba The HVAC Company and the City of Flagstaff to purchase a 35 ton Trane TCD420 air conditioning unit in the amount not exceed $171,988.33; and
2. Authorize the City Manager to execute the necessary documents.

Council approval of the agreement and purchase of the 35 ton Trane unit in the amount of $171,988.33.  This unit will replace an existing HVAC apparatus that has met and exceeded its service life.  Funds for this expenditure are included in the FY25 budget.

Project Name: Aquaplex HVAC unit RTU-1 replacement
Cost:$171,988.33
Account Number Budgeted:001-11-156-0591-5-4405
FY Budgeted Amount:$220,000
Grant Funded: No
Funding Source:General Fund

None

1.  Approve the purchase of 35 ton Trane HVAC unit from B2B Direct Sales, Inc. dba The HVAC Company.  
2.  Not approve the purchase of 35 ton Trane HVAC unit and wait until next fiscal year to purchase.  

The Flagstaff Aquaplex is a high-traffic community facility that requires reliable climate control to ensure comfort and safety for patrons and staff. The existing HVAC unit has reached the end of its serviceable life, resulting in frequent maintenance issues and increasing operational costs. Replacing it with a 35-ton Trane HVAC unit is essential to maintain optimal indoor conditions, reduce energy consumption, and minimize future repair expenses.

To address the current HVAC issues, we propose the purchase and installation of a 35-ton Trane HVAC unit, known for its efficiency, durability, and high performance. Trane units are widely recognized for their reliability in demanding environments, which makes them a suitable choice for the Aquaplex. The proposed unit will deliver consistent temperature control, improved energy efficiency, and reduced environmental impact, aligning with our commitment to sustainability.

The total cost of the new Trane HVAC unit, including installation, is within budget and aligns with our projected capital expenditures for the year. By investing in this unit, we anticipate a reduction in energy costs due to improved efficiency, as well as a decrease in ongoing maintenance expenses. Additionally, the new system’s reliability will help prevent unexpected disruptions to Aquaplex services.

The purchase will be funded through the approved facilities budget and procured via an existing agency purchasing agreement with through the Education Service Center, Region 10, ensuring competitive pricing and compliance with procurement policies. Utilizing this into a cooperative contract will streamline the purchasing process, allowing us to proceed with installation promptly and ensure minimal disruption to Aquaplex operations.

Connection to Council goals: 

• High Performing Governance

Goal PF.2. - Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.

BE-3: Reduce energy use in existing buildings. 

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