HomeMy WebLinkAboutItem 2d: Contract extension with Sheldon Mechanical Corp. for HVAC Prevention Maint.V�
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STAFF
REPORT
Public Works Services Department
DATE: August 7, 2012
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE 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 year contact with annual contract
extensions to Sheldon Mechanical Corporation to perform maintenance of heating,
ventilation and air conditioning systems (HVAC) at City facilities. Sheldon Mechanical
Corporation is reaching the end of their first contract extension and has submitted a
written offer to extend the existing agreement for an additional one year with no
increase in pricing. All other conditions of the agreement are to remain in effect.
Based on the excellent service provided by Sheldon Mechanical Corporation during
previous year, it is recommended that the City Council award a one 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' HVAC systems. 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. The preventive maintenance schedule is intended to minimize the
occurrence of unscheduled extraordinary repairs, which helps to keep the equipment
functioning properly and last longer.
Honorable Mayor and City Council
August 7, 2012
Page 2 of 2
Planned HVAC monthly maintenance schedule includes:
• Computer room air conditioners
• Cooling towers
• Small HVAC package roof top units under 10 tons
• Large HVAC package root top units over 10 tons
• Small roof top heat pumps
Sheldon Mechanical Corporation is the current contractor with the City for this work and
has provided excellent service during previous year. Therefore, it is recommended that
the City Council authorize the City Manager to execute a one year contract extension
with Sheldon Mechanical Corporation for HVAC preventative maintenance services at
various City facilities in the amount of $105,880.
FISCAL IMPACT
Funds have been budgeted from each Department's Contract Services (preventative
maintenance) and Building Repair and Maintenance (extraordinary repairs) accounts in
the Fiscal Year 2012 -13 Operating Budget. All work is performed on a time and
material basis and the contractor is only paid for work performed.
RECOMMENDATIONS
1. Award a one 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.
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Dominic Lazzar ,Cii tnag er