Agenda 01/13/2009 Item #16E 2Agenda Item No. 16E2
January 13, 2009
Page 1 of 9
EXECUTIVE SUMMARY
Recommendation to approve chiller maintenance services to the respective
manufacturers: Trane, McQuay Services, and Carrier Commercial Services, as the
sole source providers for the maintenance, repair, and installation of associated
parts, proprietary software, and other auxiliary components of such County -
owned and maintained chillers for an estimated annual amount of $100,000.
OBJECTIVE: To obtain approval from the Board of County Commissioners for chiller
maintenance services to the respective manufacturers: Trane, McQuay Services, and Carrier
Commercial Services, as the sole source providers for the maintenance, repair, and installation of
associated parts, proprietary software, and other auxiliary components of such County -owned
and maintained chillers for an estimated annual amount of $100,000.
CONSIDERATION: Currently, chiller maintenance services fall under the realm of the
"Mechanical Contractors" contract. This contract currently covers the service of all HVAC related
maintenance services on a time and material basis. Although this contract has served the County
well regarding smaller HVAC equipment, such as DX Units (small commercial units), Air -
Handlers, Fresh Air Intake Units, VAV boxes and Ductwork, the current contractors are not
authorized by the manufacturers of Trane, McQuay Services, and Carrier chillers to service or
maintain their chiller equipment. Trane, McQuay Services, and Carrier Commercial Services are
the only service providers authorized to provide these services
As the manufacturers of their respective equipment, each manufacturer service provider has the
ability to provide not only manufacturer authorized technicians, but they also have immediate
access to any and all proprietary software upgrades from the manufacturer, proprietary diagnostic
equipment, and manufacturer service bulletins.
By switching to manufacturer direct maintenance, the County is projecting to lower potential down
time of these essential major pieces of equipment, as well as increasing the lifecycle.
FISCAL IMPACT: Annual chiller maintenance services total an estimated $100,000. Funds are
budgeted under the Facilities Management Department's operating cost center 001 - 122240.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
Executive Summary.
LEGAL CONSIDERATIONS: Section V.0 of Collier County's Purchasing Policy authorizes the
Board to exempt single source service providers from formal competition. Accordingly, this item
is legally sufficient for Board action. This is a non quasi - judicial matter requiring simple majority
vote. -JAK
RECOMMENDATION: That the Board of County Commissioners waives the formal bid process
and approves chiller maintenance services from the respective manufacturers: Trane, McQuay
Services, and Carrier Commercial Services, as the sole source providers for the maintenance,
repair, and installation of associated parts, proprietary software, and other auxiliary components
of such County -owned and maintained chillers.
PREPARED BY: Damon Gonzales, CFM, Facilities Manager, Department of Facilities
Management
Page 1 of l
Agenda Item No. 16112
January 13, 2009
Page 2 of 9
file: / /C:AAeendaTest \ExDort \121 - January %2013.% 202009\ 16.0/,2000NSF,N "T %20AGRNDA \___ 1/7/2009
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
16E2
Item Summary:
Recommendation to approve chiller maintenance services
to the respective manufacturers:
Trans, McQuay Services. and Carrier Commercial Services,
as the sole source providers for
the maintenance, repair, and installation of associated
parts, proprietary software, and other
auxiliary components of such County -owned and maintained
chillers.
Meeting Date:
1/13/2009 9:00.00 AM
Prepared By
Damon Gonzales
Interim Facilities Manager
Date
Administrative Services
Facilities Management
1213/2008 1:50:20 PM
Approved By
Damon Gonzales
Interim Facilities Manager
Date
Administrative Services
Facilities Management
12/312008 4:48 PM
.Approved By
Skip Camp, C.F.M.
Facilities Management Director
Date
Administrative Services
Facilities Management
121312008 4:57 PM
Approved By
Scott Johnson
Purchasing Agent
Date
Administrative Services
Purchasing
12/9/2008 10:00 AM
Approved By
Steve Carvell
PurchasingfOeneral Svcs Director
Date
Administrative Services
Purchasing
1 211 612008 1:21 PM
.Approved By
Len Golden Price
Administrative Services Administrator
Dat?
Administrative Services
Administrative Services Admin.
12116/2008 2:53 PM
Approved By
OMB Coordinator
OMB Coordinator
Date
County Manager's Office
Office of Management & Budget
121812008 1:32 PM
Approved By
Jeff Klatzkow
Assistant County Attorney
Date
County Attorney
County Attorney Office
1212212008 8:13 AM
Approved By
Laura Davisson
Management & Budget Analyst
Date
county Manager`s Office
Office of Manaoement & Rudget
1 _12212068 12:16 PM
Approved By
James V. Mudd
County Manager
Date
Board of County
r�
Com ?ty Manager's Of.,..e
12129;2008 9:58 AM
�.an UflS >i uti2l s
file: / /C:AAeendaTest \ExDort \121 - January %2013.% 202009\ 16.0/,2000NSF,N "T %20AGRNDA \___ 1/7/2009
Agenda Item No, 1SE2
January 13, 2009
Page 3 of 9
Purchasing - Sole :source
Waiver Request
To Be Submitted With All Requialttons ,cor Sole source Purchases $3000.01 or mom.
Purchases above $3DO0.01 require three qucfes or formal competition; Purchases may be made from a single vendor;
thereby rendering it a 'sole sounce" purchase. The department must provide justification to Purchasing to request
consideration to waive the competitive purchasing process. Waivers of vole source over $50,.900.01 will also require
Board approval. To quatify for a waiver and a sole source; purchase, one of the categor(es bekjw roust apply_
Date (zD y S Departmeit (r s IG�T7 Requisition Number
Vendor Name —i
Item or Semite G 1 i,i i c r
Select the category and provide rationale which represents tho justification to consider waiving the competitive
bid process for this purchase (attach supporOtngl documentation)
_. Emergency: The'; IS o PPOIIC Ilea tC or s. ety SGIIe taE,', r2gt IEc. Iai"'F!L'Ia:E PF :11cr sr SC,'P11CN ±,2. disasters %. P rwede rxdanat.nn
One•ot- a -k[nd: Ttare. - 39Ccxrc_tI.V`rrl>bJCl; ono- ct- akirG,ard101 i6avaiLbbfrom ,re te9dor Prcydeexplal [at arofr (,Irch.
CompatibilityrFollow -up: Their: i; only' onepmdlid rrse•vlce capatle of meuJr,a ox srirg c�nti:1ipns and Ike service¢an b:: oPAa!rad -n; or;e verJD%
c
Fn's '_°
No Sll b5tltate:.A -Mx'ler) or m zilammOr' rW , ,1 i to nushuae and an De nminec trout oily Ure iwn or DR,-,JP =Fp! ar.atlo,.
Delivery Date: -ae'a is crly oce vendor airs., cyn mee'tie nacrs ary deilverfr date rhoa d¢ txp. ararirn.
I- Monopoly 'ir.mxrf,ol r ace is nitro ee.1; a sir Tle[ur(: 1- :lSR,a.f C115-eFi'd!.Aa Pone' and Licht, 0,t, a- _rtneh Proiva::rp araric.n
Authorized Distributor ProValc a L;I;er'iom he nx, ifDdhvor srarin {I s4i [P sciro-, Durtucznd C!st'ih,d9ns
It is a felony to knowingly circumvent a competitive process for commodities or saivic�s by
fraudulently specifying sole source. Florida Statute 838.22(2.) - -_1
F'&yue5tEd uY
Depenment Direro.-
Purchasmc Approval hjilj,I,!Q �'1 t "!;� f alt
Gain
Data
Gate
August 1, 2008
Mr. Kurt lokela
Collier County BOCC
Naples, Florida
RE: Sole Source Qualifications
Dear Kurt,
Agenda Item No. 16E2
January 13, 2009
Page 4 of 9
�u
S ®rV1G�
Thant: you for your time when we discussed the service capabilities of Trane. The
following outlines why Trano's field offices are uniquely qualified at servicing
Trane heavy chillers, unlike a typical mechanical contractor:
Authorized Factory Warranty, Service Agent
Trane has field offices in Miami, Orlando, 'pampa and 1't Myers. No one else (ie
Mechanical Contractors) is authorized by Trzate to perform warrant;, work on the
heavy chiller product line.
Proprietary Information Flow
Only, the manufacturer's field otfces 1tave access to proprietary service bulletins,
factory design en,ineerg, WId the equipment testing labs. As a Tranc Factory Field
Office we receive morttilly confidential �,era'ice bulletins that are not given to
mechanical contractors. No cther company receives this infrn-matinn. 'the more
complicated machines and software _et, thy_ more important it is to stay informed.
If you are cut off from the information flow how will you be able to service a
machine properly ?? Mcchanical contractors do not have access to this information.
Proprietary SoftF+ are
All manufacturers spend a '.ot •..f money on research and development. Our
machiocs are driven by coniplcx software routines. These sofnv'are routines are not
accessible to a mechanical contractor. Our techs have a special softNvare key that
allows us into this level of'programmin-. If yfou are having trouble '�vith a chiller,
We car) fo into the base prog,-rinirring .Ind set up trends to pull out critical data that
xvill help in diaonosim, "ti_hine 1 fec'i,ani! al Contractors are not a,.H'o Ved
access to this proorarnm do and. do not have' tale tools to do So.
P.genda Item No. 16E2
January 13, 2009
Page 5 of 9
Training
We have a full training facility in. our Ft Myers office. We also offer customized
training, typically on site at an owner's facility. Some of your staff have atter[ded
several of our classes over the years. This training is not offered by mechanical
contractors.
Kurt, all Trane Account Managers arc m process of becoming LFED certi:Fied,
LEED is an a.cronyin for Leaders in Energy and Environmental Design. It is a third
Ni ;
Agenda Item No. 16E2
January 13, 2009
Page 6 of 9
� _�� Purchasing . Sole Source
.,,, •, Waiver Request
To Be Submitted With All Re ?uiskions i-ar Sole Source Purchases $3000.01 or more.
Purchases above $3000.01 require three quotes o, format corripetitlon. Purchases,may be made from a single vendor,
thereby rendering" it a "sole ;source" purchase.. The department must provide justification to Purchasing to request';
consideration to waive the'conrpehtive purchasin6 :process. Waivers of sole source over $5,0,000 01 will also require
Board approvaL To qualify for a waiver and a scle-source purcfase, one of the categories below must apply:
Date D D"er Dapatrnent �" .r,r „r,rtrr,•�� Re:quisitianNumber
Vendor Name
Item or Service G �:. L [ I. r An w
Select the category and provide rationale A,hicIn represents the. j ustif icatio n to cons iderwaiving the cornpetitive
bid process for this purchase (attach supporting documentation)
C Emergency: Tnere Is a public heath or carry issae!b,t iecuires nnrrodiarx rr.;cdct or serv.ce, li.e. d.Sa5brs) Provtce explaraJol.
One -of -a -kind: 'rhere is ro ccm.1.11 ve,orrdi X11 (Dit o.`-a hr d. 3rd? or is eca able frcn one :aide-. P +adee cApla: n:ion c' resAZ:en.
CompatibiiltyTollow•up: °nerj is cnly are prod.ict tr s ru4y_ arpable or nie:dinr erisura umditiuts and 1-,n sr,=e car oe. ob:a.ried Porn one venoor.
pro:idr. Ui:plane(iG'I.
No Substitute: A eomponen: c. rap:acr rrm.t pan has rc suhs:itute Gnd can be ❑Limned Ircm an•y one vender. Provide erpla%Aon
L Delivery Date: Than s only one v=ncor mz can r.rc9 :ha rte; .essaryy t2liver, dale. Proeide erolarrGon.
7 Monopoly The m;rket al'ram Is cordrollad tV a sngla sa.rz (.e. J S. Post 0.1,- Plcoje �mr,er ar,d -igra• 'sun- Sen ?ir'al:•. Provide explanation
-1 Authorized Distributor: Provide setter hnm It mani,tactan:r stal nc siIgs secure authari I� J dis:n3u:1);f5)
it is a felony to knowingly circumvent a competitive process for commodities or services by
fraudulently specifying sole source. Florida Stattrite 838.22 {2.}
,, °.cques.d By_`+ ^or; ” —�"�c ._(�i_. Gale 1--3A
Depadmen: Director .'� i > Date io
Purc`)asirg Approval xyl �-F 1 `lr �i Data
r
f
August 4, 2008
Collier County Dept of Facilities Management
3:101 East Tatniami'l-rail, Building W
Naplcs, FL 34112
Attn: Kurt Jokela
Re: McQuay Equipment Service
Dear Mr. Jokela:
Agenda Item No. 16E2
January 13, 2009
Page 7 of 9
McQuay Factory Service (MFS) is a wholly owicd division of McQuay International. a
global manufacturer and 111wi eb:r oC canmtercial ,'iudustrial/institutional HVAC products
and services. Our field service office operation cover all of North America and Canada.
As such, MFS is the only entity authorized to parfatn start-.tp• warranty service and
factory uP ,-radcs on McQuay •voter and air - coaled centrifugal and screw. compressotized
equipment.
Addctionolk% McQuay Intemaaional dots oat C, -nify any contractors, and N'TcQuay
Factory Service is the only authorized McQuay fa.iotY service aeency in South Florida.
No other entity is authori:ed to l,.,erform the aforementioned factory services.
1 trust this provides the Background in1`ormat:ion you aced to make a qualified decision
o, cr Senrice capabilities liar ycaar N'fCQuay 'rj VAC equipment. Should you have further
gLICS6011S. Please contact me..
Sincerely,
John Noval
South Florida District Manager
4t Co e
t g1,GULY inter iJt4imal
�i9 !fl'1 P, �sRF'Ct ?0!
;kite 231
=�': i��:iF,•. �1g177S t=�.a 4n.7 -.i 9'. -.:u??
Co'f �r County
Agenda Item "Jo. 16E2
January 13, 2009
Page 8 of 9
Purchasing - Sale Source
Waiver Request
To as Submitted With All Requisitions for Soto Source Purchases $300,09 or more.
Purchases above 53000 -01 require three quotes or formal competition. Purchases may be made from a single vendor,
thereby rendering it a "sole source" purchase. T-ie department must provide justification to Purchasing to request
consideration to waive the competitive purchasing prouss, Waivers of sole, source over $510,000,01 will aluo require
Board approval, To qualify for a waiver and a sole source purchase, one of the categories below must apply,
Date t%) /z.— Department 6 Requisition Number
Vendor Name c r !� n- r d w 1_ ?p r.rt r c
Item or Service
Select the category and provide rationale which represents the justification to considerwaiving the competitive
bid process for this purchase (attach supporting docrtmenfaSon)
-1 Prrvdo explanation.
Dne -of a -kind: Tne:e is no oampe:itive pcducr ;cnetf -s- kind, ens h: available, f'om rle aencnr Frocide nrplaraucn of nc cold)
CompatibilitylFDllow • up: -as'e is rnly .a:e p titl r .t xr s. n ;%a uapatle ar mnabn(; existing card @ices and h,e scwma car, be ot::L lied tarn one, vcnrar
! P ovici) ex.ale:la:ian
ND Substitute: A cumpommnt or rtdaW -,Men: Fart rc% subtittute ar9 uer aF. ctll IEe fiom 011;; : ;lie vendor. Pro rde exp.araiicn
C Delivery Date' Tharp > only rmr aendar v4c can r'ECd rho nc,:9ssary ;alivory d"cte. F:�wiva m;.denaton.
L Monopoly. -lie maitre' place Is cc ,t lkid q a single s, •,rrrp ;La. L 'ce: Cit ro, I to,da Paom arc Licht, Su- 2enLae 1. Pru ide exp anaticr.
L Authorized Distributor F-avne F. latlar L1n, •he mama- r.:r:re: ^ -aii�i sir�la Srul:r: ai- lnaracc distdGdtags).
It is a felony to knowingly cirsumViOnt a competltive process for cammodifies or services by
fraudulently specifying sole source, Florida Statute 838.22 (2)
h:equc ;tG:d BY '^V Uate tr_'.
,- r `IRCA; �.� fi >`' Date YiJfxt: 1. 44
C cpa^[mrnt Director �.: ,f
r,`rra Date Purcrasicg Hpproval 1 _ -
t, a
Agenda Item No. 15E2
January 13. 2009
Page 9 of 9
m
CarrlcrConunercal Servicz
W6 Elm Fair Bled.
Pjrnj,a Fl 13610
phona; F(r0. 370.3711
11ax: 911 -G 1 -4491
%Vmday. August 04, 2009
('artio.kela
Collier C'ou04' Gover nmcnt
3301 E. Tumiarld Trail
Naples l'1 3;111
Carrier remains the- industry Jailer in industrial and ccnnmerc -al applic:ationS and :.ysrems. 'There i; no one Who
better understands this hype of equipxncnl and hove to optim:zc the sway it perl'urms in your facility (teen Ilse people.
who have been in the buniness for M } cars. Currier Cumme-rcial Strv:xl- is owned by Carrior Corporation. the
only factory aulhoriud service depnrtnrcal qualified to perform preventative maintennnee, repair service
and warranty for your Carrier chillers. kk h-, [her your I -IVAC R ctguipmunt wos budi 6,y Comer or another
manufacwrer, nn onpert evsdua Goa Of quit ecp_ipmcnl can mean the difference iretivecrn exceeding Your ioreca;ted
budget or making concc,sions ire your Ercil "sty. Csin go.ir company atliord to take that kind of risk?
Wide the ever - increasing chall -:ages plarcd ou industrial acid cOMMUcial bu siaeese S, 11CAC'R in Surn C:drin you
don't hay, time 1u reorry abc•ut. C'arrier's enrincel and tcckialcinns are expezi in industrial and comtnetdal
applications and the iss acs that an +the cntrsl im?orin II I oMVntr., in d open ators such as improved process, dect'e[used
oprraiirt„- costs urd increased -Input. In cngj::notion with the Nr. *.innal Service Center we can ascmh €e a highly
qualified learn to IdcntiJ;5 your nezxlS, eV :11LI AV gr?ur.:d ni pment, r"balIreud imprut-anlel ai and n5Si6t YOU with the
implemenlaiion of only the very best soluticns. Tic bcni;fil to you is the prolonged Bite of your equipment,
inaxinlize(l effiic.fency ier crnir:un c:xis, and d)e peaca of mind to foznS and operate the rest of your facihrv�
cilicicnily,
Sincerrly,
Sr. Sales Executive
Carrier Corporation