HomeMy WebLinkAboutItem 1d: Contract Extension with Sheldon Mechanical for HVAC Prevenative Maintenance Ot k'
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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.
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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
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