Placement: Consent Agenda
Action Requested: Motion / Vote
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Ratify and Approve Additional Expenditures under Contract #20250315 for Three Items: (1) Ratify the Purchase Order Issued for an Emergency Purchase for a Replacement Commercial Rooftop Air Conditioning Unit (“RTU”) Due to Fire Damage; (2) Approve Additional Funds for Removal of Current RTU and Installation of Replacement RTU Due to Fire Damage; and (3) Ratify the Purchase Order Issued for Phase 2 Expenditures For Redesign and Reconfiguration of the Air Distribution System with New VAVs, Ductwork, Diffusers, Controls, and a Data Room Split System.
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Submitted By: A’lexis Curry-Hibbert, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: A’lexis Curry-Hibbert, Procurement Contracting Officer II, PMD.
2. Parties: City of Port St. Lucie and TRANE U.S. Inc. (“Trane”).
3. Purpose: To ratify and approve three expenditures under Contract #20250315: (1) ratify the Purchase Order (“PO”) issued as an emergency purchase for a replacement RTU at 300 NW Peacock Blvd. following fire damage; (2) approve additional expenditures under Contract #20250315 for the removal of the current RTU and installation of the replacement RTU (the unit purchased as an emergency purchase due to the fire damage); and (3) ratify the Purchase Order (“PO”) issued for Phase 2 of the project (unrelated to fire damage), for Trane’s redesign and reconfiguration of the air distribution system with new VAVs, ductwork, diffusers, controls, and a data room split system.
4. New/Renewal/Modified: Modified.
5. Duration: Contract #20250315 is in effect through August 31, 2027. The Contract allows up to one additional five-year renewal.
6. Benefits to Port St. Lucie: Improves building safety and efficiency by redesigning the air distribution system and replacing the fire damaged RTU to ensure proper cooling, ventilation, and uninterrupted City services.
7. Cost to Port St. Lucie (Annual and Potential): Expenditures for the three items are:
1. Emergency Purchase of Replacement RTU: $196,670.00
2. Removal/Installation of RTU: $107,355.00
3. Installation of VAVs, ductwork, diffusers, and controls: $1,198,490.00
Total Combined Cost: $1,502,515
Presentation Information: N/A.
Staff Recommendation: Move that the Council ratify and approve the additional expenditures under Contract #20260315.
Alternate Recommendations:
1. Move that the Council amend the recommendation and ratify and approve the additional expenditures under Contract #20250315.
2. Move that the Council neither approve nor ratify the additional expenditures under Contract #20250315 and provide staff with direction.
Background:
Contract #20250315 is a cooperative contract that was approved by Council on November 10, 2025, with estimated FY26 expenditures of $812,505.00 for equipment and installation. However, staff is requesting Council approve additional expenditures under the Contract for the three items discussed herein.
Item #1: Ratification of the Purchase Order Issued for the Emergency Purchase of a Replacement RTU:
On Thursday, July 9th, 2026, an incident involving a minor fire took place on the roof of 300 NW Peacock Blvd. The fire was caused by construction debris situated near one of the recently installed RTU units. This incident resulted in damage to a section of the roof and led to the complete destruction of the new rooftop HVAC unit. An investigation is currently underway, conducted by the Construction Manager at Risk in conjunction with City staff, to establish responsibility and determine appropriate remedial measures. The procurement of a replacement RTU is estimated to require approximately twenty-eight (28) weeks, which could considerably delay the building's commissioning process. Furthermore, considering the critical importance of air conditioning for preserving air quality within the recently renovated premises, an immediate emergency procurement of the replacement RTU was imperative. Adhering to standard procurement protocols would cause substantial delays in acquisition and installation, thereby prolonging unsafe conditions, disrupting vital City operations, and potentially rendering the building unusable for an extended duration. To prevent unnecessary delays in the Building Department occupying the facility and to ensure the continued delivery of essential public services, immediate emergency procurement of the replacement RTU was implemented under City Code of Ordinance, Section 35.08(b)(1)(a).
Under Section 35.08(b)(1)(a): “If the cost of any purchase exceeds the current formal bid threshold, a full report of such purchase shall be made to the City Council at the earliest available Council meeting, including contractor's name, the amount and type of contract, a listing of the item procured under the contract, and the identification number of the contract file.” All reporting requirements are further included in the Attachments, however, are as follows:
1. Contractor Name: TRANE U.S. Inc.
2. Amount and Type of Contract: PO issued under a cooperative contract for $196,670.00
3. Item Procured Under the Contract: Replacement RTU
4. Identification Number of the Contract File: #20250315
Item #2: Approve Additional Expenditures Under Contract #20250315:
Once the replacement RTU identified in Item #1 is delivered, the current RTU will need to be removed and the replacement RTU installed. Therefore, staff also requests that City Council approve additional expenditures under Contract #20250315 to cover the removal/installation costs. This item is related to the fire, as removal of the current RTU and installation of the replacement RTU is directly necessitated by the fire damage. Because the work under this Item #2 will not be needed until the replacement RTU in Item #1 is delivered, a PO for this Item #2 was not issued as an emergency purchase, and staff is seeking approval by Council before issuing a PO.
Item #3: Installation of VAVs Ductwork, Diffusers & Controls:
This item is unrelated to the fire damage, and instead, involves purchases under Phase 2 of the project. The Building Department is requesting ratification of the PO issued based on a proposal submitted by Trane to support the redesign and reconfiguration of the air distribution system at the facility. The current air distribution layout requires modification to improve airflow, support new space configurations, and ensure proper temperature control throughout the building, including critical areas such as the data room. Trane has proposed furnishing and installing fifty-one (51) new VAV boxes, including replacing thirty-seven (37) existing units that require relocation, resizing, or redesign, and adding fourteen (14) new VAV boxes to improve air distribution in underserved areas. The proposal also includes a new data room split system to provide backup cooling for critical equipment. Based on mechanical designs prepared by Cx4b Commissioning for Buildings, the scope includes all labor, materials, equipment, ductwork modifications, removal and disposal of existing VAV boxes, installation of new diffusers, necessary subcontractor services, project management, and a new Trane controls system to automate and operate the redesigned HVAC system. This allocation is needed to support the redesign and reconfiguration of the air distribution system to ensure the building operates efficiently.
Issues/Analysis: Trane’s proposals for the three items are included as Attachments to this Agenda Item, however, the purchases have/will be made via a PO issued under Contract #20250315.
Financial Information: 1102405-564400-00000 Project # E-25BLDG01P-PURCHASE (emergency purchase) and 25BLDG01P-PURCHASE-110245-564300.
Special Consideration: N/A
Location of Project: Building Department 300 NW Peacock Boulevard Port St. Lucie, FL 34986.
Attachments:
1. Cooperative Contract #20250315.
2. Trane’s VAV Proposal.
3. Emergency Expenditure Memo, Including Trane’s Proposal for the Replacement RTU.
4. Trane’s Proposal for Removal of the Current RTU and Installation of the Replacement RTU.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 26155-06; 26191-06.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.