HomeMy WebLinkAboutItem 1d - Extension to Contract for HVAC Preventative Maintenance Services
DATE:
November 3, 2015
TO:
Honorable Mayor and City Council
FROM:
Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT:
EXTENSION TO THE CONTRACT WITH SHELDON MECHANICAL
CORPORATION FOR HVAC PREVENTATIVE MAINTENANCE
SERVICES AT VARIOUS CITY FACILITIES IN THE AMOUNT OF
$138,984
Recommendation: Approve
SUMMARY
On October 21, 2014, the City Council approved a contract with Sheldon Mechanical
Corporation in the amount of $138,984, for heating, ventilation, and air conditioning
(“HVAC”) systems preventative maintenance at various City facilities. Sheldon
Mechanical Corporation is reaching the end of their initial contract term and has
submitted a written offer to extend the contract for an additional year with no increase in
pricing. All other conditions of the contract will remain in effect.
Based on the excellent services provided by Sheldon Mechanical Corporation, it is
recommended that the City Council authorize and direct the City Manager to execute a
one year extension to the contract with Sheldon Mechanical Corporation for HVAC
preventative maintenance services at various City facilities in the amount of $138,984.
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 aids in keeping the equipment
functioning properly and lasting longer.
Extension to HVAC Preventative Maintenance Services Contract
November 3, 2015
Page 2 of 2
The HVAC monthly maintenance schedule includes servicing:
Computer room air conditioners
Cooling towers
Small HVAC package roof top units under 10 tons
Large HVAC package root top units over 10 tons
Boilers and roof top heat pumps
On October 21, 2014, the City Council approved a contract with optional extensions to
Sheldon Mechanical Corporation to perform HVAC preventative maintenance services.
Sheldon Mechanical Corporation is reaching the end of their initial contract term and
has submitted a written offer to extend the existing agreement for an additional year
with no increase in pricing. All other terms and conditions of the agreement will remain
the same.
Based on the excellent level of services provided by Sheldon Mechanical Corporation, 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 $138,984.
A copy of the proposed Contract Amendment is attached.
FISCAL IMPACT
The total contract cost will be set at a not-to-exceed amount of $138,984. Sufficient
funds have been budgeted in each department’s Fiscal Year 2015-16 Operating and
Maintenance budget accounts for facility maintenance. All work performed is 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 extension to the contract with Sheldon Mechanical Corporation for
HVAC preventative maintenance services at various City facilities in the amount of
$138,984.
Attachment: Proposed Amendment to Contract
AMENDMENT NO. 1 TO THE HVAC PREVENTATIVE MAINTENANCE AND
SERVICE CONTRACT FOR VARIOUS CITY FACILITIES BY AND BETWEEN
THE CITY OF ARCADIA AND SHELDON MECHANICAL CORPORATION
This Amendment No. 1 No. 1this ______ day of
______________, 2015 by and between the City of Arcadia, a municipal corporation of the
State of California, and Sheldon Mechanical Corporation, with respect to that certain Contract
between the parties dated December 9, 2014 ).
The Parties agree as follows:
1. Section 3.3.4 of the Contract, the Term is hereby extended from December 9, 2015 to
December 9, 2016 .
2. All terms and provisions of the Contract not amended by this Amendment No. 1 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 1 on the date set
forth below.
CITY OF ARCADIA SHELDON MECHANICAL CORPORATION
By: By:
Dominic Lazzaretto
City Manager Title:
Dated: Dated:
By:
ATTEST: Title:
Dated:
City Clerk
APPROVED AS TO FORM CONCUR:
Stephen P. Deitsch Tom Tait
City Attorney Public Works Services Director