HomeMy WebLinkAbout202-26 RESOLUTIONDocusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 202-26
File Number: 2026-2899
A RESOLUTION TO APPROVE THE PURCHASE OF A NEW HVAC UNIT FOR THE DEVELOPMENT
SERVICES BUILDING FROM ELITE BUILDING SOLUTIONS IN THE AMOUNT OF $55,437.45,
PURSUANT TO BID 21-36, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF
$11,087.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of a new HVAC
unit for the Development Services Building from Elite Building Solutions in the amount of $55,437.45, pursuant to bid
21-36, and further approves a project contingency in the amount of $11,087.00.
PASSED and APPROVED on September 15, 2026
Approved:
Molly Rawn, Mayor
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Attest: Y
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Kara Paxton, City Clerk Treas ti�kANS
Page 1
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
Na) CITY OF
�. FAYETTEVILLE
ARKANSAS
MEETING OF SEPTEMBER 15, 2026
CITY COUNCIL MEMO
2026-2899
TO: Mayor Rawn and City Council
THROUGH: Jennifer Walker, Chief of Staff
Chris Brown, Public Works Director
FROM: Byron Humphry, Director of Park Operations and Facilities
SUBJECT: Purchase of a new HVAC unit for the Development Services building through Elite
Building Solutions
RECOMMENDATION:
A resolution to approve the purchase of a new HVAC unit for the Development Services building through Elite
Building Solutions pursuant to Bid 21-36 in the amount of $55,437.45, with a project contingency of $11,087.
BACKGROUND:
One of the HVAC units at the Development Services building has reached its life span and needs to be
replaced.
DISCUSSION:
Elite Building Solutions is the City's on call HVAC vendor pursuant to Bid 21-36. They provided a quote for a
new, 10-ton HVAC unit with humidity control for a price of $55,437.45. A twenty percent project contingency
($11,087) is also requested to cover any unexpected issues that arise during installation.
BUDGET/STAFF IMPACT:
City Facilities 2022 Bond funds will be utilized for this project.
ATTACHMENTS: 3. Staff Review Form, 4. Elite Building Solutions Quote - Development Services HVAC, 5.
Bid 21-36, Bid Tab
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Legislation Text
File #: 2026-2899
A RESOLUTION TO APPROVE THE PURCHASE OF A NEW HVAC UNIT FOR THE
DEVELOPMENT SERVICES BUILDING FROM ELITE BUILDING SOLUTIONS IN THE
AMOUNT OF $55,437.45, PURSUANT TO BID 21-36, AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNT OF $11,087.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of a
new HVAC unit for the Development Services Building from Elite Building Solutions in the amount of
$55,437.45, pursuant to bid 21-36, and further approves a project contingency in the amount of
$11,087.00.
Page 1
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
Byron Humphry
Submitted By
City of Fayetteville Staff Review Form
2026-2899
Item ID
9/15/2026
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
8/20/2026 FACILITIES MANAGEMENT (140)
Submitted Date Division / Department
Action Recommendation:
A resolution to approve the purchase of a new HVAC unit for the Development Services building through Elite
Building Solutions pursuant to Bid 21-36 in the amount of $55,437.45, with a project contingency of $11,087.
4707.860.7710-5804.00
Account Number
46070.7710
Project Number
Budget Impact:
4707 - City Facilities 2022 Bonds
Fund
City Facilities 2022 Bonds -
Downtown Campus Improvements
Budgeted Item? Yes Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Does item have a direct cost? Yes Item Cost
Is a Budget Amendment attached? No Budget Amendment
Remaining Budget
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Project Title
$ 391,006.00
$ 166,854.57
$ 224,151.43
$ 66,524.45
157,626.98
Previous Ordinance or Resolution #
Approval Date:
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
EEM
LITE
Mull -DING
SOLUTIONS
FOR ALL OF YOUR COMMERCIAL HVAC NEEDS
Date: August 18, 2026
City of Fayetteville
401 W mountain st
Fayetteville AR, 72701
Reference: City Planning HVAC
Quote Number: JHQ2026102
To whom it may concern,
Elite Building Solutions
446 North 40th St.
Springdale, AR 72762
HVACR License # 2428360
Office: 479-770-5566
Fax: 479-927-1881
Elite Building Solutions is pleased to provide services
to change out the current 7.5-ton RTU with a 10-ton unit that is
equipped with hot gas re -heat. We will make modifications to
the duct work for the added tonnage. We will also remove the
existing zone system and install JCI averaging sensors where
the current thermostats are located. Total price: $55,437.45
Price includes Taxes. Price also includes performance and
payment bond. Work to be performed during normal business
hours. Prices firm for (30) days. Please allow a 5-weeks lead
time on equipment, upon approval for logistics.
Price Break down:
Equipment: $24,050.00
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
Material: $1950.00
Controls: $13,000.00
Crane: $3,000.00
Labor: $6,480.00
Bond: $2,075.03
Tax: $4,882A2
Total: $55,437.45
Regards, John Huffaker
Elite Building Solutions
Cell: 479-879-1592
Fax: 479-927-1881
Office: 479-770-5566
Execution 4y Authorized Representatives. -
SUBMITTED BY: John Huffaker
CUSTOMER ACCEPTANCE:
City of Fayetteville
Customer Acceptance (typed/printed name)
Title----------Mayor�
1`-^
-� -------------------------------------
Molly Rawn, Mayor
DATE: August 18, 2026
EBS APPROVAL
l C �;1413 5tilL'�100
EBS Approval (typed/printed name)
r I A.
2Page
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
Customer Acceptance (signature) Date EBS Approval (signature) Date
3 111 a c
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
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BID TABULATION
Bid 21-36, Construction - On -Call HVAC Services
A/C Services and Mechanical
Elite Building Solutions
Multi Craft Contractors
Total Cost
$ 48,000.00
$ 50,000.00
$ 46,400.00
#
Items
Material Cost
Estimate Per
Year
Percent Markup
(INPUTAS
DECIMALAMOUNT)
Estimated
Cost
Percent Markup
(INPUTAS
DECIMALAMOUNT)
Estimated
Cost
Percent Markup
(INPUTAS
DECIMALAMOUNT)
Estimated
Cost
ti1-1
Material (Cost Plus%) - New Units
20000
11
$ 0.10 $ 22,000.00
1
$ 0.30 $ 26,000.00
$ 0.15 $ 23,000.00
#1-2
Material (Cost Plus %) -Excluding New Units
20000
$ 0.30 $ 26,000.00
0.20 $ 24,000.00
$ 0.17 $ 23,400.00
A/C Services and Mechanical
Elite Building Solutions
Multi Craft Contractors
Total Cost
$ 54,115.00
$ 49,550.00
$ 56,070.00
Estimated
#
Items
Hours
Price/Hour
Estimated Cost
Price/Hour
Estimated Cost
Price/Hour
F Estimated Cost
Per Year
-1
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-2
Journeyman HVAC/R Technician - Nights and Weekends
25
$ 110.00
$ 2,750.00
$ 110.00
$ 2,750.00 I
$ 138.00
$ 3,450.00
-3
Journeyman HVAC/R Technician - Holiday
10
$ 148.00
$ 1,480.00
$ 110.00
$ 1,100.001
$ 184.00
$ 1,840.00
-4
Apprentice HVAC/R Technician - Straight/Regular Time
100
$ 70.00
$ 7,000.00
$ 65.00
$ 6,500.001
$ 54.00
$ 5,400.00
-5
Apprentice HVAC/R Technician - Nights and Weekends
25
$ 100.00
$ 2,500.00
$ 75.00
$ 1,875.00 I
$ 81.00
$ 2,025.00
-6
Apprentice HVAC/R Technician - Holiday
10
$ 138.00
$ 1,380.00
$ 75.00
$ 750.00 I
$ 108.00
$ 1,080.00
-7
HVAC/R Technician's Helper - Straight/Regular Time
100
$ 55.00
$ 5,500.00
$ 60.00
$ 6,000.001
$ 54.00
$ 5,400.00
-8
HVAC/R Technician's Helper- Nights and Weekends
25
$ 82.50
$ 2,062.50
$ 70.00
$ 1,750.001
$ 81.00
$ 2,025.00
-9
HVAC/R Technician's Helper - Holiday
10
$ 110.00
$ 1,100.00
$ 70.00
$ 700.001
$ 108.00
$ 1,080.00
-10
Foreman/Supervisor - Straight/Regular Time
100
$ 87.00
$ 8,700.00
$ 90.00
$ 9,00o.Oo I
$ 102.00
$ 10,200.00
-11
Foreman/Supervisor- Nights and Weekends
25
$ 124.00
$ 3,100.00
$ 115.00
$ 2,875.00 I
$ 153.00
$ 3,825.00
-12
Foreman/Supervisor - Holidays
10
$ 168.00
$ 1,680.00
$ 115.00
$ 1,150.001
$ 204.00
$ 2,040.00
-13
General Laborer - Straight/Regular Time
100
$ 55.00
$ 5,500.00
$ 50.00
$ 5,000.001
$ 54.00
$ 5,400.00
-14
General Laborer- Nights and Weekends
25
$ 82.50
$ 2,062.50
$ 60.00
$ 1,500.001
$ 81.00
$ 2,025.00
-15
General Laborer - Holidav
10
S 110.00
S 1,10o.00
I S 60.00
$ 600.001
S 108.00
S 1.080.00
Total Base Bid
A/C Services and Mechanical
Elite Building Solutions
Multi Craft Contractors
$ 102,115.00
$ 99,550.00
$ 102,470.00
*NOTICE: Final Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
10/12/2026
Submitted Date
Yes
224,151.43$
66,524.45$
Budgeted Item?
Does item have a direct cost?
Is a Budget Amendment attached?
Total Amended Budget
Expenses (Actual+Encum)
Item Cost
Budget Amendment
Remaining Budget
391,006.00$
166,854.57$
Yes
No -$
157,626.98$
46070.7710
Budget Impact:
City Facilities 2022 Bonds - City Hall
Improvements
4707 - City Facilities 2022 Bonds4707.860.7710-5804.00
City of Fayetteville Staff Review Form
2026-0986
NA
Mayor's signature on revised quote from Elite Building Solutions to reflect the corrected tax amount.
Action Recommendation:
Byron Humphry FACILITIES MANAGEMENT (140)
Division / Department
Comments:
Purchase Order Number:
Change Order Number:
Previous Ordinance or Resolution #
Approval Date:
Original Contract Number:
TO: Mayor Rawn
THRU: Jenifer Walker, Chief of Staff
Chris Brown, Public Works Director
FROM: Byron Humphry, Director of Parks Operations & Facilities
DATE: October 12, 2026
SUBJECT: Elite Building Solutions revised quote for HVAC unit at Development
Services building
RECOMMENDATION:
Mayor’s signature on corrected quote from Elite Building Solutions
BACKGROUND:
On September 15, 2026, City Council approved Resolution 202-26 for the purchase of a new
HVAC unit for the development services building from Elite Building Solutions in the amount of
$55,437.45, pursuant to Bid 21-36, and to approve a project contingency in the amount of
$11,087.
DISCUSSION:
After City Council approved Resolution 202-26, in preparation to submit the PO request, it was
discovered that there was an error in the tax amount indicated on the quote that the Mayor
signed. The overall project cost did not change but the tax amount needs to be adjusted. This
request is to get the quote with the correct tax amount signed by the Mayor to get the PO
processed properly. After discussion with the City Attorney’s office, it was determined that since
the total cost of the project was correct, as approved by City Council, all that is needed is an
internal approval to get the Mayor’s signature on the corrected quote.
BUDGET/STAFF IMPACT:
City Facilities 2022 Bond funds will be utilized for this project.
Attachments:
Elite Building Solutions corrected quote
Docusign Envelope ID: 15CE1B82-F003-8E2B-8022-3B0735971400
Mayor
Molly Rawn
Docusign Envelope ID: 15CE1B82-F003-8E2B-8022-3B0735971400