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HomeMy WebLinkAboutItem 1d: Contract Extension with Sheldon Mechanical for HVAC Prevenative Maintenance Ot k' te 4',9, ION li Olt Ary I°o � l ° � ' STAFF R�ualty ot� Public Works Services Department DATE: August 16, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: Dave McVey, General Services Superintendent SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR CONTRACT EXTENSION WITH SHELDON MECHANICAL CORPORATION FOR HVAC PREVENTATIVE MAINTENANCE SERVICES AT VARIOUS CITY FACILITIES IN THE AMOUNT OF $105,880 Recommendation: Approve SUMMARY On August 17, 2010, the City Council awarded a one (1) year contact with annual contract extensions to Sheldon Mechanical Corporation to perform maintenance of heating, ventilation and air conditioning systems (HVAC) at all City facilities. Sheldon Mechanical Corporation is reaching the end of their contract and has submitted a written offer to extend the existing contract agreement for an additional one (1) year with no increase in pricing and all other conditions of the agreement are to remain in effect. Based on the excellent service provided by Sheldon Mechanical Corporation during the past year, staff recommends that the City Council award a one (1) year contract extension to Sheldon Mechanical Corporation for HVAC preventative maintenance services at various City facilities in the amount of $105,880. DISCUSSION The Public Works Services Department is responsible for the day-to-day operation and maintenance of City facilities' Heating, Ventilation and Air Conditioning systems (HVAC). The contractor is responsible for system repairs and performing a detailed preventative maintenance schedule as outlined in the scope of work including extraordinary repairs and replacement of smaller HVAC equipment. Essentially, the contract provides for systematic scheduling of preventive maintenance tasks for multiple buildings and facilities. This preventive maintenance schedule is intended to minimize the occurrence of unscheduled extraordinary repairs. Page 1 of 2 Mayor and City Council August 16, 2011 Sheldon Mechanical Corporation is the current contractor with the City for this work and has provided excellent service during the past year. Therefore, staff recommends that the City Council authorize the City Manager to execute a one (1) year contract extension with Sheldon Mechanical Corporation for HVAC preventative maintenance services at various City facilities in the amount of$105,880. FISCAL IMPACT Sufficient funds are budgeted in the 2011-12 operating and CIP budgets. All work is performed on a time and material basis and the contractor is only paid for work performed. RECOMMENDATIONS 1. Award a one (1) year contract extension to Sheldon Mechanical Corporation for HVAC preventative maintenances at various City facilities in the amount of$105,880. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: wrw--e-. c -,-c„„,._, Donald Penman, City Manager TT:DM Page 2 of 2