Title
Consider a memorandum/resolution approving the Texas Association of School Boards (TASB) BuyBoard purchase for the Animal Shelter Dog Stray Kennel HVAC Unit Replacement from Southland Industries, in the amount of $146,500.
Body
DATE: June 16, 2026
TO: Kent Cagle, Interim City Manager
FROM: Amanda Moore, Director of Animal Services
SUBJECT: Approval of HVAC Unit Replacement - Animal Shelter Dog Stray Area
BACKGROUND AND FINDINGS:
The HVAC unit serving the Dog Stray Kennel at Killeen Animal Services has reached the end of its useful life and now experiences recurring mechanical issues that affect its reliability and efficiency. The aging equipment can no longer consistently maintain appropriate temperatures throughout the kennel area.
Killeen Animal Services relies on a properly functioning HVAC system to maintain a safe, healthy, and comfortable environment for sheltered animals, staff, and visitors. During periods of extreme heat, inadequate cooling can expose employees to unsafe working conditions and increase risk of heat-related illnesses. Consistent temperature control also supports animal health, reduces stress, and helps prevent heat-related medical emergencies. Failure of the HVAC system during periods of high temperatures could jeopardize animal welfare. Replacing the existing HVAC unit will improve reliability, increase energy efficiency, reduce maintenance costs, and ensure continuous climate control within the kennel facility for both staff and sheltered animals.
Killeen Animal Services obtained a proposal from Southland Industries through the Texas BuyBoard Cooperative Purchasing Program, Contract No. 733-24. Southland Industries submitted a proposal in the amount of $146,500 for the replacement of the HVAC system serving the Dog Stray Kennel area. Staff reviewed the proposal and determined the pricing to be fair and reasonable for the scope of work provided.
THE ALTERNATIVES CONSIDERED:
1. Approve the HVAC Replacement Project in the amount of $146,500
2. Do not approve HVAC Replacement Project and continue to operate the existing HVAC System. Under this option, the system will continue to experience mechanical failures, reduced efficiency, and limitations in maintaining consistent temperature control within facility. Continued operation of the existing system will result in increased maintenance requirements, interruption of facility operations, and adverse impacts to animal welfare.
Which alternative is recommended? Why?
Staff recommend City Council approval of the HVAC Replacement Project in the amount of $146,500.
CONFORMITY TO CITY POLICY:
Yes, purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The expenditure for this project is $146,500 for the purchase of a HVAC replacement in the current fiscal year. No ongoing operating costs beyond routine maintenance have been identified, therefore no additional expenditure is projected for future fiscal years.
Is this a one-time or recurring revenue/expenditure?
Yes. One-time expenditure in the amount of $146,500.
Is this revenue/expenditure budgeted?
Yes
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, sufficient funding is budgeted in the General Fund under Capital Outlay/Building (Account #100-56110-280-281-000000).
RECOMMENDATION:
Staff recommends the Interim City Manager, or his/her designee approve the TASB BuyBoard purchase of the Animal Shelter Dog Stray Kennel HVAC Replacement Project from Southland Industries, in the amount of $146,500, and that the City Manager or his/her designee is expressly authorized to execute and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
City Manager
Finance
City Attorney
Purchasing
ATTACHED SUPPORTING DOCUMENTS:
Proposal
Contract Verification
Conflict of Interest Questionnaire
Buy Board Contract
Certificate of Interested Parties
Presentation