Item 4B - MemoItem 4B-1
CITY OF
SOUTH LAKE
MEMORANDUM
November 1, 2023
To: Shana Yelverton, City Manager
From: David Miller, Director of Community Services
Subject: Approve purchase with Texas Air Systems in an amount not to exceed
$135,000 for the replacement of pool heaters at Champions Club.
Action
Requested: Approve purchase with Texas Air Systems in an amount not to
exceed $135,000 for the replacement of pool heaters at Champions
Club.
Background
Information: The purpose of this item is to consider funding for replacement
Leisure Pool, Toddler Pool, Spa heaters at The Marq Southlake.
FY22 was the first year of the equipment replacement cycle and each
subsequent year there is designated equipment for replacement.
The type of equipment being replaced at each point in the cycle has
been identified based on standard length of life, equipment usage,
and type of equipment.
Pool heaters were scheduled for replacement in FY27 based upon
factory recommended length of life. This past year we experienced a
critical failure in two of the pool heaters. After an inspection from
Texas Air Systems and the manufacturer, full replacement of all three
pool heaters and ventilation systems was recommended.
Texas Air Systems provides Heating, Ventilation, and Air
Conditioning (HVAC) services at all city facilities and has provided
satisfactory services to the The Marq Southlake since 2016.
In FY 24 Staff recommends the purchase of replacement Leisure
Pool, Toddler Pool, and Spa heaters at The Marq Southlake through
Texas Air Systems.
City of Southlake Values:
Integrity 1 Innovation 1 Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4B-2
Shana Yelverton, City Manager
Meeting Date — November 7, 2023
Page 2 of 2
Financial
Considerations: Funding in the amount of $135,000 is approved within the FY2022
CEDC CIP budget.
Strategic Link: This item is linked to the City's Strategy Map related to the focus area
of Performance Management and Service Delivery and meets the
corporate objective to Invest to provide & maintain high quality public
assets.
Citizen Input/
Board Review: CEDC recommended approval (5-0) on October 24, 2023
City Council consideration November 7, 2023
Legal Review: N/A City Attorney Review Not Required
Alternatives: Alternatives may include the following:
• Approve funding for purchase as presented
• Approve funding for purchase with revisions
• Decision not to approve funding of purchase
Supporting
Documents: Texas Air Systems Quote
The Interlocal Purchasing System Contract with Texas Air Systems
Recommendation: City Council approval of funding with Texas Air Systems for pool
heater replacements in an amount not to exceed $135,000.
City of Southlake Values:
Integrity 1 Innovation 1 Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4B-3
QUOTATION
Date: 10/18/2023
To: The Marq - City of Southlake
By: TJ Tuttle & Kyle Smith
Project: Replace (3) Pool Hot Water
Boilers TIPS # 22010601
PRICING SUMMARY
TEXAS W WU
AIRSYSTEMS
DESCRIPTIONQTY TAGGING TOTALPRICE
Replace (3) Pool Hot Water Boilers I 3 Boiler 1-3 I $127,106.67 excluding tax
*FOB Factory, Full Freight Allowed, Tax Not Included
• Arrive on -site and check in with City of Southlake personnel
• Demo of existing boilers and flue pipe
• Provide and install (1) Lochinvar Pool Heater 990K BTU boiler and accessories
• Provide and install (1) Lochinvar Pool Heater 750K BTU boiler and accessories
• Provide and install (1) Lochinvar Rite Pool & Spa Heater 150K BTU boiler and accessories
• Use of existing water piping
• Use of existing electrical
• Use of existing gas pipe
• Use of existing controls
• Installation of new flue pipe for all 3 boilers
• Provide factory startup and check for proper operation
• Clean up work site and walk job with customer
Notes & Exclusions:
1. Integrity of valves, disconnects, and switches.
2. Any work not specifically described above is not included in this proposal.
3. All work to be performed during normal working hours Monday -Friday. (Unless overtime adder is selected)
4. Pricing does not include payment/performance bonds.
5. No Wall Cutting Patching or Painting.
6. Quote is valid for 60 days.
7. Fire System.
TexasAirSystems.Com 6029 Campus Circle Drive W., Suite 100, Irving, TX 75063 •Main: 972.570.4700 •Fax: 972.570.4207
Page 1 of 4
Item 4B-4
Texas AirSystems, LLC.
Terms and Conditions
Sale of Parts, Devices and Services
Company: The Company as used herein shall mean Texas AirSystems LLC..
or one of its subsidiaries or affiliates as elsewhere stated herein (herein after
"Texas AirSystems" or "Company").
Price Policy: Prices of the goods may be increased depending on the date
of release and/or shipment of the order, announced increases in the
Company's list prices, or increases in labor and material cost. Quotes are
valid for a maximum period of 30 days unless otherwise noted.
Terms of Payment: Terms of payment are subject at all times to prior
approval of the Company's credit department. Terms of payment are net 30
days of the date of invoice unless previously otherwise agreed in writing. If
at any time the financial condition of the Purchaser or other circumstance
affecting the credit decision, in the Company's opinion, does notjustify
continuance of production or providing of products, or shipment of
products on the terms of payment specified, the Company may require full
or partial payment in advance, or may at its sole discretion stop or delay
production or shipment of products. In the event of default in payment,
Purchaser agrees to pay all costs of collection incurred by Company
including but not limited to collection agency fees, attorney fees and court
costs. All past due amounts shall bear interest at the highest rate allowed
by law. Texas AirSystems retains all rights to enforce lien and/or claim
opportunities in accordance with respective states and federal laws to
protect Texas AirSystems interests.
Shipping terms and dates: All shipments will be made F.O.B. factory or
Texas AirSystems warehouse with freight as quoted. Shipment dates are
only estimates. No contract has been made to ship in a specified time
unless in writing, and signed by an officer of the Company.
Claims: The responsibility of the Company for all shipments ceases upon
delivery of goods in good order to the carrier. Since all goods are shipped
at Purchaser's risk, any claims for damage or shortage in transit must be
filled by Purchaser against the carrier. Claims for factory shortages will not
be considered unless made in writing to the Company within ten (10) days
after receipt of the goods and accompanied by reference to the Company's
bill of lading and factory order numbers.
Taxes: The amount of any present or future taxes applicable to the product
shall be added to the price contained herein and paid by the Purchaser in
the same manner and with the same effects as if originally added thereto. If
Customer is exempt in accordance with law, Customer shall provide Texas
AirSystems with acceptable tax exemption certificates.
Cancellations: Accepted orders are not subject to cancellation without the
Company being reimbursed for any and all expenses, and being indemnified
by Purchaser against any and all loss.
Returned Goods: Goods may not be returned except by permission of an
authorized Company official at Irving, Texas, when so returned will be
subject to handling and transportation charges. Authorized return goods
must be shipped prepaid to the location designated by the
authorization. A Texas AirSystems "Return goods Authorization" must be
fully completed and authorized by Texas AirSystems for all returned goods.
Terms of Sale: Sale of goods covered hereby to Purchaser is made solely on
the terms and conditions set forth herein, notwithstanding any additional or
conflicting terms and conditions that may be contained in any purchase
order or other form or purchase, all of which additional or conflicting terms
and conditions are hereby rejected by the Company unless agreed upon in
writing by an officer of the Company. No waiver, alteration or modifications
of the foregoing terms and conditions shall be valid unless made in writing
and signed by an authorized official of Texas AirSystems, LLC. In particular
and without limiting the foregoing, not withstanding anything to the
contrary in Purchaser's purchase order or any other documents, the
Company does not accept any order subject to project design and
specifications. Purchaser agrees to accept full and sole responsibility to
determine whether the product ordered by Purchaser meets the design and
specifications requirements of any project.
Asbestos and Hazardous Materials: Texas AirSystems services expressly
exclude any indemnification, abatement, cleanup, control, disposal, removal
or other work connected with asbestos or other hazardous materials
(collectively, "Hazardous Materials"). Should Texas AirSystems become aware
of or suspect the presence of Hazardous Materials, Texas AirSystems may
immediately stop work in the affected area and shall notify
customer. Customer will be responsible for taking any and all action
necessary to correct condition in accordance with all applicable laws and
regulations. Customer shall be exclusively responsible for any claims,
liability, fees and penalties, and the payment thereof, arising out of or
relating to any Hazardous Materials on or about the premises, not brought
onto the premises by Texas AirSystems. Texas AirSystems shall be required
to resume performance of the services only when the affected area has been
rendered harmless.
Indemnity: Texas AirSystems shall not in any event be liable to the customer
or to third parties for any incidental, consequential, indirect or special
damages, including but not limited to, loss of property or equipment use or
efficiencies or loss of profits or revenue arising from any cause what so ever
including, but not limited to any delay, act, error or omission of Texas
AirSystems. In no event shall Texas AirSystems be liable for any damages
resulting from mold, fungus, bacteria, microbial growth, or other
contaminates or airborne biological agents. In no event will Texas
AirSystems liability for direct or compensatory damages exceed that
payment received by Texas AirSystems from customer for the specific
product/part from this specific sales order under this agreement.
Available only in the United States:
Equal Employment Opportunity/Affirmative Action Clause: Texas AirSystems
is a federal contractor which complies fully with Executive Order 11246, as
amended, and the applicable regulations contained in 41 C.F.R. Parts 60-1
through 60-60, 29 U.S.C. Section 793 and the applicable regulations
contained in 41 C.F.R. Part 60-741; and 38 U.S.C. Section 4212 and the
applicable regulations contained in 41 C.F.R. Part 60-250
This agreement is governed and construed in accordance with the laws of
the State of Texas.
TexasAirSystems.com 6029 Campus Circle Drive W., Suite 100, Irving, TX 75063 • Main: 972.570.4700 • Fax: 972.570.4207
Page 2 of 4
Item 4B-5
Limited Warranty: Defective parts must be returned to Texas AirSystems or one of its authorized factory locations within 10 days. Failure to
return parts and obtain a Texas AirSystems' "RETURNED GOODS AUTHORIZATION" (RGA) number will void and the purchaser will be issued an
invoice by Texas AirSystems for the "fair market value' of said parts. Contact Texas AirSystems for RGA number and return parts to "ship to"
location. The Company warrants that it will provide free replacement parts in the event any product manufactured by Company and used in the
United States proves defective in material or workmanship for a period of twelve (12) months from date of shipment. Goods not manufactured
be the Company but also sold under this agreement are warranted only to the extent that the manufacturer warranted them to the Company and
or directly to the Purchaser. The Company does not provide warranty for consumable items (e.g. filtration devices). The Company's liability to the
Purchaser shall not exceed the lesser of the cost of correcting defects in the goods or the original purchase price of the goods, and the Company
shall not in any event be liable to buyer or third parties for any delays of special, indirect, or consequential damages. Replacement parts must be
maintained and serviced per manufacturer recommendations or warranty is voided. The Company's warranty does not apply to any goods which
have been opened, disassembled, repaired, or altered by anyone other than the Company or its authorized service representative or which have
been subjected to misuse, misapplication, or abuse. The Company is not obligated to pay any labor or service costs for removing or replacing
parts, or any shipping charges. Refrigerants, fluids, oils, and expendable items such as filters are not covered by this warranty. This parts warranty
and any optional expended warranties are granted only to the original user. Company's duty to perform under any warranty may be delayed, at
Company's sole option, until Company has been paid in full for all goods purchased by Purchaser. No such delay shall extend the warranty
period. For additional consideration the company will provide an extended warranty(ies) on certain goods or components thereof within the
terms of the warranty certificate(s). To obtain assistance under this limited warranty please contact the selling agency. To obtain information or
to gain factory assistance, contact: Texas AirSystems, LLC., Warranty Parts Department, ; (972)-570-4700. THIS WARRANTY CONSTITUTES THE
PURCHASER'S SOLE REMEDY. IT IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED. THERE IS NO IMPLIED
WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, IN NO EVENT AND UNDER NO CIRCUMSTANCES SHALL
TEXAS AIRSYSTEMS, LLC. BE LIABLE FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, WHETHER THE THEORY BE BREACH OF THIS OR
ANY OTHER WARRANTY, NEGLIGENCE, OR STRICT TORT.
The Company must receive a start-up information report for Goods containing motor -compressors, VFD's, fan motors, rotating assemblies,
electronic controllers and/or furnaces. The registration/start-up form must be completed and returned to the Company within ten (10) days of
original equipment start-up date and ship date will be deemed the same for warranty determination. No person (including any agent, salesman,
dealer or distributor) has the authority to expand the Company's obligation beyond the terms of this express warranty, or to state that the
performance of the product is other than published by the Company. At the sole discretion of the company, parts may be examined or tested to
determine cause of fail.
TexasAirSystems.com 6029 Campus Circle Drive W., Suite 100, Irving, TX 75063 • Main: 972.570.4700 • Fax: 972.570.4207
Page 3 of 4
Item 4B-6
-Add to the prices quoted any sales tax payable on the transaction under any effective Federal or State statute.
-F.O.B. Factory, FFA, per mutually agreed schedule. No material to be returned without written authorization.
-Payment terms: Net 30 Days, Upon Receipt of Satisfactory Credit Information.
-Texas AirSystems equipment will be supplied based upon approved submittal data.
-Retainage is not allowed. Texas AirSystems is a material supplier and will be supplying the entire purchase order value upon delivery of equipment.
-Payment to Texas AirSystems cannot be conditioned on receipt of payment from the owner by a contractor, construction manager, or customer.
-Texas AirSystems standard warranty, parts only, is for 12 months from start-up date, not to exceed 18 months from ship date.
- Texas AirSystems is responsible and accountable only for the acts and omissions of Texas AirSystems.
-Insurance certificates and bonds can/will be provided upon request.
TexasAirSystemSXOM 6029 Campus Circle Drive W., Suite 100, Irving, TX 75063 •Main: 972.570.4700 • Fax: 972.570.4207
Page 4 of 4
Item 4B-7
The Interlocal Purchasing System
Purchasing Made Personal
AWARDED VENDOR
��,I�I�,��'�I�.� Printed 19 October 2023
www.texasairsystems.com TEXAS
AIRSYSTEMS
Vicon
EMAIL PO & VENDOR QUOTE TO: TIPSPO@TIPS-USA.COM PO AND QUOTE MUST REFERENCE VENDOR'S TIPS
CONTRACT NUMBER ATTACH PO AS A PDF - ONLY ONE PO (WITH QUOTE) PER ATTACHMENT
PAYMENT TO
TIPS CONTACT
ADDRESS 6029 Campus Cir Dr W Suite NAME Charlie Martin
CITY Irving PHONE (866) 839-8477
STATE TX FAX (866) 839-8472
ZIP 75063 EMAIL tips@tips-usa.com
DISADVANTAGED/MINORITY/WOMAN BUSINESS ENTERPRISE: N HUB: N
SERVING STATES
ALIAKIAZIARICAI COI CTIDEIDCIFLIGAIHIIIDIILIINIIAIKSIKYILAIMEIMDjMAIMIIMNIMSIMOIMTI
NE I NV I NH I NJ I NM I NY I NC I ND I OH I OK I OR I PA I RI I SC I SD I TN I TX I UT I VT I VA I WA I WI I WY I PR
Overview
<p>Texas AirSystems, LLC dba Vicon, formerly known as, Texas AirSystems- is one of the largest HVAC
Equipment suppliers serving all of Texas. We have been providing equipment, service and turnkey solutions for over
30 years. Our success and philosophy have always been customer satisfaction driven. Texas Air Systems prides itself
on having the most technically competent sales professionals and staff in the industry. The following page is a list of
our manufacturer partners www.texasairsystems.com</p>
AWARDED CONTRACTS "View EDGAR Doc" on Website
Contract Comodity
23010401 Trades, Labor, and Materials (NON-JOC)
23010402 Trades, Labor, and Materials (JOC)
22010601 Comprehensive HVAC
22010602 Comprehensive HVAC (JOC)
Exp Date
EDGAR
04/30/2028
See EDGAR Certification Doc.
04/30/2025
See EDGAR Certification Doc.
03/31/2025
See EDGAR Certification Doc.
03/31/2024
See EDGAR Certification Doc.
CONTACTS BY CONTRACTS
Ryan Williams Account Executive (512) 788-0360 ryan.williams@texasairsystems.com
Travis Martin VP (817) 994-4212 travis.martin@texasairsystems.com
Ryan Williams
Account Executive
(512) 788-0360
ryan.williams@texasairsystems.com
Travis Martin
VP
(817) 994-4212
travis.martin@texasairsystems.com
Ryan Williams
Account Executive
(512) 788-0360
ryan.williams@texasairsystems.com
Travis Martin
VP
(817) 994-4212
travis.martin@texasairsystems.com
Ryan Williams
Account Exec - TIPS
(512) 788-0360
ryan.williams@texasairsystems.com
Travis Martin
VP
(817) 994-4212
travis.martin@texasairsystems.com