HomeMy WebLinkAboutAgreement_General_11/14/2024_Trane U.S. Inc.Tequesta Public Works Department Memorandum
To: Jeremy Allen, Village Manager
From: Douglas M. Chambers, Director Public Works
Subject: Trane Sole Source Multi-Year Air Conditioning Maintenance Agreement
Date: November 4, 2024
The agenda item proposes the extension of the air conditioning repair and maintenance service
agreement between the Village of Tequesta and Trane U.S. Incorporated through September 30,
2027.
Trane is the exclusive provider for Trane products and software systems used in Village Hall and
the Public Safety facility. As the sole source warranty agent for Trane’s mechanical and
automation components in Village facilities, Trane offers specialized expertise.
The agreement outlines labor rates for mechanical and automation repairs and maintenance
services, which are provided to the Village at a discount compared to rates established through
Omnia Partners’ cooperative contracts for HVAC services.
Annually, Trane will perform comprehensive inspections and maintenance on all building
automation and mechanical systems, including the correction of programming errors, addressing
system alarms, balancing air flow, replacing belts, and calibrating thermostats and humidity
sensors. This maintenance ensures operational efficiency and extends the lifespan of the systems.
The annual cost for these services is $16,180.00, with funding allocated in Fiscal Year 2025 in
the building repair and maintenance account 001-210-546.303.
Staff recommends extending this contract for an additional three years, through September 30,
2027.
Doug Chambers
Director
Department of Public Works
This document may be reproduced upon request in an alternative format by contacting the Village
Clerk’s Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4
PUBLIC RECORDS. In accordance with Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, CONTRACTOR must keep
and maintain this Agreement and any other records associated therewith and that are associated
with the performance of the work described in the Proposal or Bid. Upon request from the
requested records, or allow such records to be inspected or copied, within a reasonable time in
accordance with access and cost requirements of Chapter 119, CƌƚƩźķğ {ƷğƷǒƷĻƭ. A CONTRACTOR
who fails to provide the public records to the Village, or fails to make them available for
inspection or copying, wit
pursuant to Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, and other penalties under Sec. 119.10, CƌƚƩźķğ
{ƷğƷǒƷĻƭ. Further, CONTRACTOR shall ensure that any exempt or confidential records associated
with this Agreement or associated with the performance of the work described in the Proposal
or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and
following completion of the Agreement if the CONTRACTOR does not transfer the records to the
Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to
the Village, all public records in possession of the CONTRACTOR, or keep and maintain public
records required by the Village. If the CONTRACTOR transfers all public records to the Village
upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records
that are exempt or confidential and exempt from public records disclosure requirements. If the
CONTRACTOR keeps and maintains public records upon completion of the Agreement, the
CONTRACTOR shall meet all applicable requirements for retaining public records. Records that
cust
technology systems.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT
lmcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA
33469.
Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has
jurisdiction to investigate municipal matters, review and audit municipal contracts and other
transactions, and make reports and recommendations to municipal governing bodies based on
such audits, reviews, or investigations. All parties doing business with the Village shall fully
authority, and power. The inspector general has the power to take sworn statements, require
the production of records, and to audit, monitor, investigate and inspect the activities of the
Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and
eradicate fraud, waste, mismanagement, misconduct, and abuses.
to comply with the requirements of Title II of the
by ensuring that the Con
to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written
statement indicating that all \[ agreement /bid documents and specifications\], from Contractor,
including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format
that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the
Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by
the World Wide Web Consortium ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/