Agenda 07/26/2011 Item #16E47/26/2011 Item 16.E.4.
EXECUTIVE SUMMARY
Recommendation to ratify a sole source repair to the County's Thermal Storage
Tanks made by FAFCO, Inc., in the amount of $170,406.
OBJECTIVE: To make necessary and timely repairs to the County's HVAC system and
avoid interruptions to service.
CONSIDERATIONS: In May 2010, The Facilities Management Department discovered
an issue with the ice tanks in the chiller farm that services the Government Complex
which includes the new Jail; Buildings F, C -1, C -2, D, B, H, and L; and the Courthouse
Annex. The solution to fix the issue was to have the manufacturer of the ice tanks
(FAFCO, Inc.) make the necessary repairs.
The work was performed in several phases over several months to avert the need to
take the chillers off -line. Failure to initiate these repairs promptly would have resulted in
substantially increased cooling costs during the summer months. Accordingly, the
Purchasing Department authorized the Facilities Management Department to proceed
with hiring FAFCO, Inc. On July 26, 2010, the Board of County Commissioners
approved a Budget Amendment in the amount of $170,406 to affect the necessary
repairs.
The Executive Summary identified the need for immediate and continuing action to
repair the Thermal Storage Tanks, but the Agenda Item failed to explicitly identify the
selection of a vendor or include the justification for waiving formal competition.
FAFCO, Inc., was selected to perform the work on the basis of their sole source
requirements for repair and warranty. FAFCO, Inc:., states that they are the sole
manufacturer of the parts which are required for the repair and, as stated, they are the
only company that can install the proper parts. If installation was done otherwise, the
parts would not be covered under warranty. The acquisition of commodities and
services from a sole source may be exempted by the Board from formal competition
under Section V.0 of the Purchasing Policy upon certification by the Purchasing
Directro where: (1) the item or vendor is the only one available that can properly
perform the intended function; and (2) the vendor is the only one ready, willing and able
to meet the County's requirements.
The work was recently completed and Board approval is required to release the
remaining payments.
FISCAL IMPACT: There is no additional fiscal impact in the approval of this Executive
Summary as the funds for the repairs were previously appropriated by the Board. The
value of the pending invoices is $23,067.
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7/26/2011 Item 16.E.4.
LEGAL CONSIDERATION: This item has been reviewed and approved by the County
Attorney's Office, is legally sufficient for Board action and only requires a majority vote
for approval —SRT.
GROWTH MANAGEMENT IMPACT: There is no growth management impact in
approving this Executive Summary.
RECOMMENDATION: That the Board of County Commissioners ratifies the staffs
selection of FAFCO, Inc, for the expedited repairs to the chiller ice tanks in the amount
of $170,406.
Prepared by: Dennis Linguidi, Facilities Manager, Facilities Management Department
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7/26/2011 Item 16.E.4.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.11.4.
Item Summary: Recommendation to ratify a sole source repair to the County's Thermal
Storage Tanks made by FAFCO, Inc., in the amount of $170,406.
Meeting Date: 7/26/2011
Prepared By
Name: LinguidiDennis
Title: Manager - Facilities,Facilities Management
6/27/2011 1:19:48 PM
Submitted by
Title: Manager - Facilities,Facilities Management
Name: LinguidiDennis
6/27/2011 1:19:50 PM
Approved By
Name: CampSkip
Title: Director - Facilities Management,FaciIities Manage
Date: 6/27/2011 452:58 PM
Name: WoodLyn
Title: Contracts Specialist,Purchasing R General Services
Date: 6/28/2011 1:05:53 PM
Name: CarnellSteve
Title: Director - Purchasing /General Services.Purchasing
Date: 7/4/2011 7:35:00 AM
Name: SmithKristen
Title: Administrative Secretar�.Risk !Management
Date: 7/5/2011 11:53:58 AM
Name: TeachScott
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Title: Deputy County Attomey,County Attorney
Date: 7/8/2011 8:09:28 AM
Name: PriceLen
Title: Administrator - Administrative Services.
Date: 7 /12/2011 2:14:17 PM
Name: KlatzkowJeff
Title: Countv Attornev.
Date: 7/12/2011 3:00:13 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior.Office of Management R Budget
Date: 7/18/2011 8:39:27 AM
Name: KlatzkowJeff
Title: County Attorney.
Date: 7/18/2011 9: 25:51 AM
Name: SheffieldMichael
Title: Manager- Business Operations, CMO
Date: 7 /18/2011 11:05:03 AM
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7/26/2011 Item 16.E.4.
7/26/2011 Item 16.E.4.
A, FAFCC, INC.
435 Otterson Drive • Chico, CA 95928 USA • Telephone: (530) 332 -2100 • Fax: (530) 332 -1109
May 11, 2010
Collier County Government Complex
3301 Tantiami Trail East
Naples, FL 34113
Attn: Hemantha Ranatunge, Sr. Plant Operator
Ref.: Heat Exchanger Replacement for #4 Fafco Model 510 Tank
Dear Hemantha,
Fafco has previously submitted a proposal to you for the replacement of the heat exchangers in your #4 Model
510 Thermal Energy Storage Tank. This is a difficult task that also involves the replacement of the tank's internal
piping network. The Fafco tanks are specialized pieces of equipment, fabricated by highly trained technicians on
our factory floor. These same technicians are used in our Field Service Team for performing Field repairs and
installations because of the special expertise needed to do so. The Fafco model 510 tanks are unique among our
other tanks in that they are much taller and require an even higher level of attention, and additional personnel to
work on. Because of this, Fafco recommends that only Fafco Technicians be used to perform crucial repairs on
our tanks. To do so otherwise will void any warranty in place, and could cause major problems.
Sincerely,
rr r,
Dan Scampini
Applications Engineer
FAFCO Inc.
435 Otterson Dr.
Chico, CA 95928
Direct Line: 530-332-2166
Fax: 530-332-2109
dscampini@fafco.com
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