TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Use of Contract 25-0171 Between the School Board of Sarasota County, Florida, and Air Mechanical & Service Corp. for Heating, Ventilation, and Air Conditioning (HVAC) Mechanical Services in an Amount Not to Exceed $220,000 Annually Through the Term of the Contract and Renewals.
Recommended Action
Option 1: Approve the use of Contract 25-0171 between the School Board of Sarasota County, Florida, and Air Mechanical & Service Corp for Heating, Ventilation, and Air Conditioning (HVAC) Mechanical Services in an amount not to exceed $220,000 annually through the term of the Contract and renewals.
City Commission Options
Option 1: Approve the use of Contract 25-0171 between the School Board of Sarasota County, Florida, and Air Mechanical & Service Corp. for HVAC Mechanical Services in an amount not to exceed $220,000 annually through the term of the Contract.
• Pros: Allows the City to piggyback on an existing competitively procured Contract, which can save time and enables faster response for HVAC repairs and maintenance without going through a full bidding process.
• Cons: The Contract terms, pricing and scope were originally negotiated for the School Board’s needs and not the City’s, which could potentially limit flexibility or result in higher costs or service terms that aren’t the best fit for the City compared to issuing its own competitive solicitation.
Option 2: Deny the use of Contract 25-0171 between the School Board of Sarasota County, Florida, and Air Mechanical & Service Corp. for HVAC Mechanical Services.
• Pros: Allows the City to develop and issue its own competitive solicitation tailored specifically to its operational needs, service expectations, and budget priorities, potentially resulting in more favorable pricing and Contract terms.
• Cons: Requires additional time and administrative effort to complete the procurement process, which may delay needed HVAC repairs and maintenance services and could impact response times for urgent issues.
Background Information
The Department of Public Works seeks approval to utilize an existing Contract between the School Board of Sarasota County, Florida and Air Mechanical & Service Corp. for heating, ventilation, and air conditioning (HVAC) mechanical services. This arrangement, commonly referred to as a piggyback or cooperative Contract, allows the City to procure services under the same terms and conditions competitively established by another governmental entity.
The Contract was originally executed by the School Board of Sarasota County, Florida, following a competitive procurement process. The original Contract was awarded for the period of January 14, 2025, through January 13, 2026. On November 2, 2025, a renewal memorandum was approved extending the Contract through January 13, 2027.
Public Works staff have reviewed the Contract and determined that its terms, pricing, and service provisions are in the best interest of the City. HVAC mechanical maintenance services are highly specialized and require technical expertise the City does not currently have on staff. Utilizing an existing competitively solicited Contract helps ensure important maintenance, safety, and service requirements are not omitted from a future solicitation.
Contract 25-0171 between the School Board of Sarasota County, Florida, and Air Mechanical & Service Corp for Heating, Ventilation, and Air Conditioning (HVAC) Mechanical Services in an amount not to exceed $220,000 annually through the term of the Contract and renewals has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan Pillar
Infrastructure & Facilities Integrity
Financial Impact
Funding in the amount of $220,000 is budgeted in the Facilities Maintenance Fiscal Year 2026 budget in account number 001-0760-519.46-04. Any purchase made on or after October 1, 2026, or each year after, against this Contract is contingent on future appropriated funds.
Procurement
The utilization of this Cooperative Contract is consistent with Chapter 2, Administration, Article VIII, Procurement, Section 2-403 (Exemptions) of the Code of the City of North Port, Florida, which permits the use of competitively awarded Contracts from other governmental entities.
Air Mechanical & Service Corp
4311 W. IDA St.
Tampa, FL 33614
Attachments:
1. Contract 25-0171 Renewal Memorandum
2. Approval to Award Memorandum
3. Submittal by Air Mechanical & Service Corp
4. Procurement Document
5. Florida Division of Corporations Document
Prepared by: Garrett Woods, CPWP-M, Senior Business Manager
Department Director: Chuck Speake, Public Works Director