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STAFF REPORT
Public Works Services Department
DATE: July 16, 2013
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Carmen Masud, Management Analyst
SUBJECT: AUTHORIZE AND DIRECT 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 optional 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 second contract extension and has
submitted a written offer to extend the existing agreement for an additional 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 years, it is recommended that the City Council authorize and direct 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.
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.
HVAC Preventative Maintenance Contract
July 16, 2013
Page 2 of 2
The 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 years. Sheldon Mechanical Corporation
has submitted a written offer to extend the existing agreement for an additional year
with no increase in pricing. All other conditions of the agreement are to remain in effect.
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 2013 -14 Operating Budget. All work is performed on a time and
material basis and the contractor is only paid for work performed.
RECOMMENDATION
It is recommended that the City Council authorize and direct 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.
Approved:
Dominic La77arett
City Manager