Title
Consider a memorandum/resolution approving the Killeen Fire Station 9 Heating, Ventilation and Air Conditioning System Retrofit through Brandt Companies, LLC, in the amount of $773,500.00.
Body
DATE: May 6, 2025
TO: Kent Cagle, City Manager
FROM: James Kubinski, Fire Chief
SUBJECT: Killeen Fire Station 9 Heating, Ventilation and Air Conditioning Retrofit
BACKGROUND AND FINDINGS:
Due to ventilation and humidity issues, the Killeen Fire Department requested engineering services provide a study and design of modifications to the Heating, Ventilation, and Air Conditioning (HVAC) system at Fire Station #9. The intent is to deliver a HVAC system design that will improve the ventilation and air quality of the Fire Station and to meet City of Killeen codes and standards. Brandt Companies LLC, a Mechanical, Electrical, and Plumbing Company on BuyBoard Contract #733-24, was contacted for a proposal. They provided 2 options which included a complete replacement, or a retrofit of the existing system with “Standalone Controls”. The Fire Department and Building Services agree that a retrofit of the existing system with “Standalone Controls” for a total of $773,500, is the best option.
THE ALTERNATIVES CONSIDERED:
1. Complete replacement of Fire Station 9 Heating, Ventilation, and Air Conditioning (HVAC) system; or.
2. Retrofit of the existing Fire Station 9 Heating, Ventilation, and Air Conditioning (HVAC) system with “Standalone Controls”.
Which alternative is recommended? Why?
Staff recommends approval of Alternative 2: Retrofit of the existing Fire Station 9 Heating, Ventilation, and Air Conditioning (HVAC) system with “Standalone Controls”. Alternative 2 is the more financially feasible alternative.
CONFORMITY TO CITY POLICY:
This item conforms to current City policies and applicable laws. This purchase will be made through Brandt Companies LLC, BuyBoard Contract #733-24. Purchases made through a cooperative contract are exempt from the competitive bidding process, as stated in Texas Local Government Code (TLGC) 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 the goods or services.”
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
$773,500
Is this a one-time or recurring revenue/expenditure?
One-Time
Is this revenue/expenditure budgeted?
No
If not, where will the money come from?
If City Council Approves this expenditure, Governmental CIP fund balance will be appropriated on the year end budget amendment.
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Upon approval of the year end budget amendment, funding will be appropriated in the Governmental CIP Fund in account 300-56110-900-500-925017 (Capital Outlay Building)
RECOMMENDATION:
Approve the proposal provided to retrofit the Fire Station #9 Heating, Ventilation, and Air Conditioning (HVAC) system provided by Brandt Companies LLC, through their BuyBoard cooperative contract #733-24 in the amount of $773,500 for fiscal year 2025, and authorize the City Manager, or his designee, to execute any, and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Legal, Purchasing, Finance
ATTACHED SUPPORTING DOCUMENTS:
Proposal & Quote
Basis of Design
BuyBoard Contract
Contract Verification
Certificate of Interested Parties
Presentation