1997-274AN ORDINANCE PROVIDING FOR THE EXPENDITURE OF FUNDS FOR EMERGENCY
PURCHASES OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES IN ACCORDANCE
WITH THE PROVISIONS OF STATE LAW EXEMPTING SUCH PURCHASES FROM
REQUIREMENTS OF COMPETITIVE BIDS, AND PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, state law and ordinance require that certain contracts requiring an expenditure or
payment by the City m an mount exceeding $15,000 be by competitive b~ds, except m the case of
pubhc calamity where it becomes necessary to act at once to appropriate money to relieve the
necessity of the citizens, or to preserve the property of the city, or it is necessary to protect the public
health or safety of the citizens of the city, or in case of unforeseen damage to public property,
machinery or eqmpment, and,
WHEREAS, the City Manager has recommended to the C~ty Council that it ~s necessary to
purchase goods or services due to the following emergency conditions outlined in the memorandum
attached hereto as Exhibit "A", incorporated herein by reference, NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECIiORI That the City Council hereby determines that there ~s a pubhc calamity that makes
~t necessary to act at once to appropnata money to relieve the necessity of the citizens, or to preserve
the property of the c~ty, or to protect the pubhc health of the citizens of the city, or to provide for
unforeseen damage to pubhc property, machinery or equipment, and by reason thereof, the following
emergency purchases of materials, eqmpment, supphes or services, as described in the "Purchase
Orders" attached hereto, are hereby approved
PURCHASE
ORDER NUMBER VENDOR AMOUNT
77507 BCI MECHANICAL, INC. $ 50,000.00
SECTION II That because of such emergency, the City Manager or designated employee is
hereby authorized to purchase the materials, eqmpment, supplies or services as described in the
attached Purchase Orders and to make payment therefore in the amounts thereto stated, such
emergency purchases being in accordance with the provisions of state law exempting such purchases
by the City from the reqmremants of competitive bids
SECTION Ill That ttus ordinance shall become effective xmmedmtely upon ~ts passage and
approval
PASSED ANDAPPROVEDthxsthe ~_~ day of_ _L~-O~~ _,1997
ATTEST
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
DATE SEPTEMBER 9, 1997
C_.iTY_C. DiJ]SIf2IL REPORT
TO Mayor and Members of the City Councd
FROM Kathy DuBose, Assistant City Manager of Finance
SUBJECT EMERGENCY PURCHASE ORDER NUMBER 77507 - BCI MECHANICAL,
INC.
RECOMMENDATION: We recommend this emergency purchase order to BCI Mechamcal, Inc,
In the mount of $50,000 00, be approved for payment
SUMMARY. Th~s purchase order is for the emergency replacement of the HVAC system at the City
of Denton Service Center Facilities Management has determined the system to be irreparable and
recommends the 40 ton unit be replaced This wall avoid possible enviromnental contamination due
to leaks formed in the coils
This purchase is exempt from the bid process due to the threat to pubhc safety (Chapter 252 of the
Texas Local Government Code)
PROGRAMS: DEPARTMENTS OR GROUPS AFFECTED. Service Center Employees and
Citizens of Denton
FISCAL IMPACT: Budgeted funds for Water/Wastewater Administration, account number 610-
105-1051-8301-9300
Attachments Purchase Order #77507
Memorandum from Lee Rlggs to Howard Mamn
Quotation from B C I Mechanical
Respectfully submitted
Kath'~.~uB ~e
Assistant City Manager of Finance
Prepared by
Name Denise Harpool ~
Title Senior Buyer
Approved
Name Tom D Shaw, C P M
Title Purchasing Agent
929 AGENDA
CITY of DENTON, TEXA MUNICIPAl. BUILDING · 215 F__. McKINNEY . DENTON, TEXAS 76201
(817) 566-8200 ,* DFW METRO ~134.2529
TO Howard Martin, Director of Envaronmental Services/Utility
Adm~nlstraclO~
FROM Lee Riggs, Fac~lltles Technzcian
DATE Au~%tsc 27, 1997
SUBJECT A/C unaC
During the recent servzce of the HVAC system at the Servace Center
performed by BCI =here are sz~ns of refragerant leaks an the coals
of the 40 ton unit that serves the upstairs area
This is the fourth came that leaks have formed zn the coils They
mos= likely wall continue to occur Due to the age of the
equipment and the history of compressor failure with thas unit, aC
as arreparable and we need to replace the entzre unit instead of
the coils only
Th~s should be addressed as soon as possible before the leaks
· ncrease and we come into violations of =he Clean Air Act by loszng
refrigerant ~nto the atmosphere
3805 fm
"Dedtcated to Ouahtv Service, '
BCI MEC.mC^L, OAKSTRE.
DENTON, TEXAS 76201
(817) 565 1010
TACL A005013C
9/03/97 M 9673
Attn: Mr. Tom Shaw
city of Denton Purchasing Dept.
901-B Texas St.
Denton, Tx. 76201
(817) 349-7100
Re: Service Center HVAC Repairs
Dear Tom,
We have looked at replacement of the existing Trane rooftop
variable air volume cooling unit, currently serving the 2nd floor
of the Service Center.
Based on preliminary pricing, I expect the cost of replacement
will run around $50,000.
We are currently obtaining costs and availability of units from
various manufacturers. A Carrier unit is available at the
factory, and we have requested it be held for 24 hrs.
I expect to have completed pricing, availability, and options
information to you tommorrow.
Please call if I can answer any questions. We appreciate your
consideration of our firm. Thank you.
Very truly yours,
PLUMBING HEATING AIR CONDITIONING
6