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HomeMy WebLinkAboutItem 2f - Extend HVAC Service Contract/ytF O R�.�9'yd r AuFU�nn� 3 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