Broken Arrow Municipal Authority
Meeting of: 10-21-2025
Title:
title
Approval of and authorization for purchase and installation of (15) HVAC Replacement units and (1) mini-split system for the City of Broken Arrow Operations Office Building, from Trane Company pursuant to the OMNIA Partners Purchasing Cooperative
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Background:
The Maintenance Services Division has budgeted for the purchase of HVAC replacement units for the Operations Office Building. Funds for this project were approved by the governing body for the FY2026 budget as project 2651030 in the amount of $288,000. A bid has been received from Trane Company, through the OMNIA Cooperative Purchasing contract Racine #3341 for the purchase and installation of (15) HVAC split systems as well as (1) mini-split system, a 5yr Parts/7yr Compressor AND 5yr Labor Warranty on defective parts is included for the quoted equipment.
The HVAC systems that currently serve the facility have reached the end of their 20-year expected life-cycles, with the exception of (1) system that was replaced in 2023 due to catastrophic failure. This unit will remain in operation and is not included in the scope of this project. The life-cycle frequency for this equipment type has proven to be advantageous to the organization because it accounts for several factors including, expected serviceable life, downtime estimation, and repair part(s) availability; all of which contribute to the total cost of ownership for the specific equipment as well as the facility as a whole.
Section 2-27 (b)(5) of the Broken Arrow Code of Ordinances addresses exceptions to the established competitive bidding process. Supplies, materials, equipment or contractual services when purchased at a price not exceeding a price set therefore by the state purchasing agency or any other state agency authorized to regulate prices for things purchased by the state (whether such price is determined by a contract negotiated with a vendor or otherwise); or from purchasing consortiums.
Section V.d of the Broken Arrow Purchasing Manual authorizes purchases from “the state contract or other purchasing consortiums,” stating that such purchases eliminate the need for formal competitive bidding.
OMNIA Partners Purchasing Cooperative is permissible by both the Broken Arrow Code of Ordinances as well as the Broken Arrow Purchasing Manual.
Staff recommends the authority award the responsible bid to Trane Company, for the purchase and installation of (15) HVAC Replacement units and (1) mini-split system for the Operations Office Building.
Cost: $287,500
Funding Source: Project String 2651030-2205100-570150
Requested By: Ryan Baze, Director of Maintenance Services
Approved By: City Manager’s Office
Attachments: Operations Building Unit Replacement Final Proposal with Omnia
Recommendation:
recommend
Approve and authorize the purchase and installation of (15) HVAC Replacement units and (1) mini-split system for the City of Broken Arrow Operations Office Building, from Trane Company pursuant to the OMNIA Cooperative Purchasing contract
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