HomeMy WebLinkAboutItem 2e: Contract wtih Sheldon Mechanical for HVAC Preventative Maintenance Services at Various City FacilitiesSUMMARY
DISCUSSION
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STAFF REPORT
Public Works Services Department
DATE: August 17, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director b�
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT WITH SHELDON MECHANICAL CORPORATION FOR
HVAC PREVENTATIVE MAINTENANCE SERVICES AT VARIOUS CITY
FACILITIES IN THE AMOUNT OF $105,880
Recommendation: Approve
On August 16, 2003, 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. During the
term of the contract, Sheldon Mechanical has done an excellent job in maintaining and
repairing the City's HVAC systems at City facilities. To ensure that the City is receiving
the most competitive prices and quality services, staff recently requested bids for this
service.
The Public works Services Department conducted a formal bidding process to award an
annual contract for this service and on July 27, 2010, the City Clerk opened four (4)
sealed bids. Based on the result of the bids submitted, staff recommends that the City
Council authorize the City Manager to execute a one (1) year contract with Sheldon
Mechanical Corporation for HVAC preventative maintenance services at various City
facilities in the amount of $105,880.
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. 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 maintenance repair services. In addition, this contract
provides extraordinary repairs that may arise at City facilities as well as work to be done
Mayor and City Council
August 17, 2010
on Capital Improvement Projects that involves the installation and repairs of HVAC
systems, which have been approved by the City Council.
Notices inviting bids was published in the adjudicated paper and bid packages were
distributed to area contractors. The City Clerk publicly opened four (4) sealed bids on
July 27, 2010 with the following results:
Bidder Location Amount
Sheldon Mechanical Corporation Santa Clarita, CA $105,879.00
Air -Ex Air Conditioning Pomona, CA $141,682.00
F.M. Thomas Air Conditioning, Inc. Brea, CA $166,734.25
ACCO Engineering Commerce, CA $195,987.00
Staff has reviewed the bid documents for content and has investigated the contractor's
background and determined that Sheldon Mechanical Corporation is the lowest
responsible bidder and is able to perform the work required. Sheldon Mechanical
Corporation has provided excellent and affordable service to the City. The work
assigned to Sheldon Mechanical Corporation is always performed in a timely and
efficient manner. They have also been instrumental in providing new improved HVAC
design concepts and more energy efficient programming of existing motors and cooling
equipment.
Therefore, staff recommends that the City Council authorize the City Manager to
execute a one (1) year contract 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 2010 -11 operating and CIP budgets. All work is
performed on a time and material basis and the contractor is only paid for work
performed.
RECOMMENDATIONS
TT:DM
1. Award a contract to Sheldon Mechanical Corporation for HVAC
preventative maintenances at various City facilities in the amount of
$105,880.
2. Waive any informality in the bid or bidding process.
3. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
Approved by: ,Dann.4 -40 - - -...-)
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Donald Penman, City Manager