9South Miami
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM Tf II: CITY ()I~ I'Lb\,;ANT LlVI'-:C
To:
VIA:
FROM:
DATE:
SUBJECT:
BACKGROUND:
AMOUNT:
ACCOUNT:
ATTACHMENTS:
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Kelly Barket Jr., Chief Superintendent of Public Works
July 9, 2014 Agenda Item No.: __
To issue a purchase order to Florida State Refrigeration Inc. in the amount
of $16,900 for necessary repairs to the 40 ton AIC Unit located at the
Community Center.
A Resolution authorizing the City Manager to expend $16,900 with
Florida State Refrigeration Inc. for necessary repairs to the 40 ton AIC
Unit located at the Community Center. The AIC Unit has failed and is in
need of major repairs, including but not limited to Trane condenser coils,
refrigerant recovery, brazing materials, pressure testing, liquid line driers,
evacuation to 500 microns and crane lift services. Includes parts, materials
and labor.
Vendors have indicated the 2002 unit is in good condition with
replacement of coils as the only need of immediate attention. A new unit
of replacement was not recommended with an estimated cost in excess of
$40,000.
$16,900.00
001-1710-519-4670 (Building Maintenance Repair Grounds & Structures)
has a current balance of $35,379.02.
Quote 1: Florida State Refrigeration, Inc.
Quote 2: Omar & Sons Service, Inc.
Back-Up Email
RESOLUTION NO.: _________ _
2
3 A Resolution authorizing the City Manager to expend $16,900 with Florida
4 State Refrigeration, Inc. for necessary repairs to the 40 ton AIC Unit located
5 at the Community Center.
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7 WHEREAS, the AIC unit is in need of major repairs, including but not limited to Trane
8 condenser coils, refrigerant recovery, brazing materials, pressure testing, liquid line driers,
9 evacuation to 500 microns and crane lift services. Includes parts, materials and labor; and
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WHEREAS, the system failed and is now inoperable; and
WHEREAS, the City sought three quotes and obtained 2 quotes for emergency repair;
and
16 WHEREAS, Florida State Refrigeration Inc. was the lowest quote; and
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18 WHEREAS, the vendors have indicated the 2002 unit is in good condition with
19 replacement of coils as the only need of immediate attention. A new unit of replacement was
20 not recommended with an estimated cost in excess of $40,000.00.
21
22 NOW, THEREFORE, BE IT RESOLVED THE MAYOR AND CITY COMMISSION OF THE CITY
23 OF SOUTH MIAMI, FLORIDA:
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25 Section 1. The City Manager is authorized to expend $16,900 with Florida State
26 Refrigeration, Inc. for repairs to 40 ton AIC unit, charged to account number 001-1710-519-
27 4670, Maintenance & Repair -Grounds & Structures.
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29 Section 2. Severability. If any section, clause, sentence, or phrase of this resolution is
30 for any reason held invalid or unconstitutional by a court of competent jurisdiction, this holding
31 shall not affect the validity of the remaining portions of this resolution.
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33 Section 3. Effective Date: This resolution shall take effect immediately upon
34 enactment.
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PASSED AND ENACTED this __ day of ____ ---', 2014.
ATIEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATIORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Harris:
Commissioner Liebman:
Commissioner Edmond:
Commissioner Welsh:
07/08/2014 05:54 305:::531587
Client: South Miami Public
Address:
City:
Phone:
Fax
AIRFCJRCE
State Refrigeration Inc.
Commercia/-Industrial
-Air Conditioning -Ice Machines
2385 W 76th Street
Hialeah, Florida 33016
Phone: 786-536-4662
Fax: 786-536-4690
Company:
Representative: Carlos Hernandez
Address:
City:
Phone:
Fax:
PAGE 01/02
Job description: The installation of ':''''''''''''5el'' coi!s en RTIJ medel TCH480A40K serial C02J08134 system
capacity 40 tons age 2002.
Job Recommendation: The following wi!! include the labor and materials Disted below ...
A. Trane condenser coils
B. Refrigerant recovery
C. Crane lift services
D. Brazing materials
E. Pressure testing
F. Liquid line driers
G. Evacuation to 500 micrens
ACCEPTANCE OF PROPOSAL
The above prices, specifications and ns are satisfactory and are hereby accepted. YOI.! are authorized to
do the work as specified. Payment will made as outlined above.
Date of Acceptance: _____ .,...-.th.", .. i~,,,N Signature: _________ _ 7/7/2014
07/08/2014 06:54 3058631687 AIRFORCE PAGE 02/02
. I \~ti~i~~i:~:1fl~~i.~~iIt.~~;j;~it~~~~~~2:~\~~'i~;2;;:.~~~~(':~;j;;;;/;;'iii;;:ii!),}1;~t~~l~i~~tI~~'~!\tl!l~_~iI&~~;
H. Weigh in system refrigerant 22 cotrge
I. Start·up test and balance I
I J. Warranty 2 years labor and 1 yearral1S
Condenser coil lead time. TBD
Installation time 2 days
Job Price: $16)900.00
I
I
Payment Terms: fifty percent down uponrl ignature of the proposal document and remaining balance upon
completion of the proposed work.
ACCE.PT ANCE OF PROPOSAL
The above prices, specifications and cor(ditions are satisfactory and are hereby accepted. You are authorized to
do the work as specified. Payment will III made as outlined above.
Date of Acceptance: Aut orized Signature: __________ 7/7/2014
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9359
From:
To:
Cc:
Subject:
Date:
Attachments:
Steve:
Kelly Barket
kulick Steyen P
Egues. Michelle; Hernandez. carlos; Webster. John; Pough. Ouentin
FW: AlC Repair Quotes-Community Center
Tuesday, July 08, 2014 9:20:09 AM
Florida State Refrigeration Ouote -AC Comm. Ctr.pdf
Omar & Sons -Ouote AC Comm Ctr"pdf
Please see attach estimate of repair for the AIC in the gym at the Community Center. The system
failed last week and during the analysis the company provided an estimate of repair. Public Works
requested a second opinion and the vendor confirmed the failure and provided an estimate of
repair, this morning. They also confirmed that the coil and parts needed for repair will take approx
3 to 5 days to order and receive. The process will also need the coordination of a crane service, and
the earliest time of install will be early next week. The AIC is in need of the parts that must be
ordered and is inoperable. Parks has requested for a high priority of repair due to high usage and
extreme heat in the gym. The amount exceeds $5,000 and Public Works will also follow up with a
resolution retroactive to the emergency repair.
Public Works is requesting an emergency PO to Florida State Refrigeration for $16,900 to expedite
the repair and the parts associated with the repairs. Upon your review and approval, provide a PO
for the needed repairs. If any questions please let us know.
Thank you.
Kelly Barket Jr.
Chief Superintendant
City of South Miami
Public Works Department
Office: 305-403-2071
Fax: 305-668-7208
Main Office: 305-403-2063
From: Egues, Michelle
Sent: Tuesday, July 08, 2014 7:56 AM
To: Kelly Barket
Subject: AIC Repair Quotes-Community Center
Kelly,
See attached.
• • laml
Micfie{{e M. CEgiles
Public Works Department
4795 SW 75 Avenue Miami, FL 33155
Direct: 305~403~ 2067
Main Office: 305~403~ 2063
Fax: 305~668~7208