HomeMy WebLinkAboutItem 2c - Extension to the HVAC Preventative Maintenance Services Contract
DATE: October 17, 2017
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director By: Tyler Polidori, 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 second contract extension 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 approve, and 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 preventative 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 October 17, 2017
Page 2 of 3
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 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 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.
ENVIRONMENTAL ANALYSIS
The one year extension to the Contract with Sheldon Mechanical Corporation is not
considered a project as defined by California Environmental Quality Act (“CEQA”) Section 15378; as a service contract of this nature is considered ministerial.
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 2017-18 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 approve, and 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.
Extension to HVAC Preventative Maintenance Services Contract October 17, 2017
Page 3 of 3
Attachment: Proposed Amendment #3 to the Contract
AMENDMENT NO. 3 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. 3 (“Amendment No. 3”) is hereby entered into this ______ day of ______________, 20___ 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 (“Agreement”), further amended by Amendment No. 1 dated January 7, 2016, and further amended by Amendment No. 2 dated December 13, 2016.
The Parties agree as follows:
1. Section 3.3.4 of the Contract, the Term is hereby extended from December 9, 2017 to
December 9, 2018 (“Extended Term”).
2. All terms and provisions of the Contract not amended by this Amendment No. 3 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 3 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