AGENDA CAPTION:
Title
Consider approval of Resolution 2026-81R, approving the purchase of a commercial rooftop air conditioning unit from Trane U.S. Inc., through the BuyBoard Purchasing Cooperative Program, to replace an existing unit at the Embassy Suites San Marcos Convention Center, in the amount of $138,928.00; authorizing the City Manager, or her designee, to execute documents necessary to complete the purchase on behalf of the city; and declaring an effective date.
Body
Meeting date: May 19, 2026
Department: Public Works - Facilities
Amount & Source of Funding
Funds Required: $138,928.00
Account or Project Number (C = CIP funds): 12024226.52535
Funds Available: Yes, Contingent Approval of Ord. 2026-22
Account Name: Facility Maintenance Account - Hotel Occupancy Tax
Fiscal Note:
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Background Information:
The purpose of this Project is to remove and replace one existing rooftop unit (RTU) original to the building construction of 2008 which has exceeded its life expectancy.
The new rooftop, sized at 35 tons (Next Generation Refrigerant - 454B), will have capacity to match the existing RTU. The RTU will serve the 78,800 sq. ft. Embassy Suites San Marcos Convention Center building which the City owns and maintains. The new RTU includes a 5-Year warranty and integration into Trane Building Automation System. The City will purchase this RTU and will install the RTU using City staff providing the City cost savings on outsourced labor.
The existing RTU has reached its life expectancy and is inoperable, leading to cooling/heating deficiencies and potential occupant discomfort. The RTU augments the Conference Center’s “Chiller” HVAC system. This provides additional heating and cooling as needed throughout the facility during different weather seasons. In addition, the existing RTU utilizes outdated refrigerant R 22 which was phased out in January 2020 due to environmental restrictions. R 22 refrigerant is only available by recovered, recycled or reclaimed R-22. Project construction is anticipated to be completed in October 2026.
Benefits of this project:
• Improved occupant comfort
• Improved energy efficiency and cost savings
• Enhanced reliability and reduced down time for repair
• Integration with BAS allowing real time monitoring
As the City is authorized through Local Government Code, Section 271, to participate in cooperative purchasing programs, the City will contract with Trane U.S. Inc., through BuyBoard contract #720-23 for “HVAC Equipment, Supplies, and Installation of HVAC Equipment” for the purchase of a new commercial rooftop air conditioning unit in the amount of $138,928.00. Trane U.S. Inc., is located in Carrollton, Texas.
Council Committee, Board/Commission Action:
Funding sources contingent upon approval of Ordinance 2026-22, FY26 Budget Amendment
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Recommendation:
Staff recommends approval.