Shelby County committee advances emergency chiller repairs and elevator and HVAC maintenance contracts
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Summary
The committee recommended emergency purchase orders and contracts to restore cooling at county buildings and to maintain elevators and HVAC systems, citing a March chiller failure and ongoing facilities needs; votes were unanimous where recorded.
On June 18, 2025, a Shelby County committee recommended approval of emergency repairs and maintenance contracts intended to restore building cooling and maintain elevator and HVAC equipment across county facilities.
The committee approved an emergency purchase order and contracts with Mechanical Contractors LLC for a temporary chiller and with Trane US Inc. for district chiller-loop repairs. The combined not-to-exceed amount for the temporary chiller (three months) and repairs is $209,105. The clerk described the item as requiring appropriation and expenditure of FY2025 general funds. Nicole Austin, Administrative Support Services, said the county experienced a major chiller failure in March and worked with purchasing to secure an emergency PO; Trane was identified as the only manufacturer of the needed part. The measure was moved by Commissioner Sugarman, seconded by Commissioner Wright, and the committee recorded three aye votes (Commissioners Sugarman, Wright and Bradford).
The committee also approved a contract with KONE to provide elevator maintenance and repair services for 22 elevators located in multiple county facilities, with purchase orders and a check already issued in the amount of $74,258.30. Nicole Austin said the item results from an RFP process: the RFP initially drew no responses and was reissued, after which KONE responded. Austin described the contract as "our standard contract for routine maintenance," and she said major elevator modernization projects are handled through the county’s capital improvement program (CIP). She said the elevator at 160 North Main is currently in design with Pickering and is listed for construction on the CIP "I think next year if not the following year." Commissioner Wright asked whether the maintenance contract would address electrical or circuitry problems in some elevators; Austin replied that routine maintenance under the contract "would get to this issue" and that rebuilds or major modernization would be pursued as CIP projects.
Item 4, as read by the clerk, would approve multiple contracts for routine HVAC maintenance, repair and installation with several vendors and approve related purchase orders already issued in the amount of $281,080.98. The contracts were described as commencing upon execution through June 30, 2025, with not-to-exceed amounts of $125,000 each and options to renew for two additional one-year periods up to $500,000 annually. The clerk identified required FY2025 general funds in an amount not to exceed $500,000. The transcript ends before a recorded vote on that item is shown.
Committee members asked clarifying questions about vendor locality and the scope of the elevator contract; Austin confirmed KONE is a local vendor and said that work outside the contract scope that exceeds certain amounts would come back to the committee. The committee advanced the chiller emergency and the elevator maintenance contract with favorable recommendations where votes were recorded.
The county presented the emergency chiller procurement and the elevator and HVAC maintenance contracts as measures to maintain uninterrupted public services and to defer larger modernization decisions to the CIP process.
