HomeMy WebLinkAboutItem 10f - Extension to the HVAC Preventative Services ContractExtension to HVAC Preventative Maintenance Services Contract
November 5, 2019
Page 1 of 2
DATE: November 5, 2019
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 AND
REPAIR SERVICES AT VARIOUS CITY FACILITIES IN THE AMOUNT OF
$151,046
Recommendation: Approve
SUMMARY
On November 6, 2018, the City Council approved a contract with Sheldon Mechanical
Corporation in the amount of $151,046, for heating, ventilation, and air conditioning
(“HVAC”) system preventative maintenance and extraordinary repairs at all 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 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
$151,046.
DISCUSSION
The Public Works Services Department is responsible for the day-to-day operation and
maintenance of HVAC systems at City facilities. The contractor is responsible for
performing a detailed preventative maintenance schedule and extraordinary system
repairs. The monthly preventative maintenance tasks are outlined in the specifications of
the contract, while extraordinary repairs are conducted on an as needed basis when
equipment failures occur. The preventive maintenance schedule is intended to minimize
the occurrence of unscheduled extraordinary repairs, which ensures that equipment
functions properly and prolongs equipment life.
Extension to HVAC Preventative Maintenance Services Contract
November 5, 2019
Page 2 of 2
The monthly HVAC preventative maintenance schedule includes service on the following
types of equipment:
Cooling towers
Small HVAC package roof top units under 10 tons
Large HVAC package root top units over 10 tons
Boilers and chillers
Dedicated computer server room air conditioners
On November 6, 2018, the City Council approved a contract with Sheldon Mechanical
Corporation in the amount of $151,046, for HVAC system preventative maintenance and
extraordinary repairs at all 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.
ENVIRONMENTAL IMPACT
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Sufficient funds have been budgeted in each department’s Fiscal Year 2019-20 Operating
and Maintenance budget accounts for facility maintenance. All extraordinary repair 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 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 and repair services at various City
facilities in the amount of $151,046.
Attachment: Proposed Contract Amendment No.1
AMENDMENT NO. 1 TO THE HVAC PREVENTATIVE MAINTENANCE
SERVICE CONTRACT FOR VARIOUS CITY FACILITIES BY AND BETWEEN
THE CITY OF ARCADIA AND SHELDON MECHANICAL CORPORATION
This Amendment No. 1 (“Amendment No. 1”) is hereby entered into this ______ day of
______________, 2019 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 January 16, 2019 (“Agreement”).
The Parties agree as follows:
1. Section 3.3.4 of the Contract, the Term is hereby extended from January 16, 2020 to
January 16, 2021 (“Extended Term”).
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