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HomeMy WebLinkAboutItem 11e - Extension to HVAC Preventative Maintenance ServicesExtension to HVAC Preventative Maintenance Services Contract December 1, 2020 Page 1 of 2 DATE: December 1, 2020 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 5, 2019, the City Council approved a contract extension 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 first contract extension term and has submitted a written offer to extend the contract for an additional year with no increase to the total contract cost. 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, 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 $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 December 1, 2020 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 5, 2019, the City Council approved a contract extension 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 their first contract extension term and has submitted a written offer to extend the contract for an additional year with no increase to the total contract amount. 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 2020-21 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 determine that this contract is exempt under the California Environmental Quality Act (“CEQA”); 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 Amendment No. 2 to the Contract AMENDMENT NO. 2 TO THE HVAC PREVENTATIVE MAINTENANCE SERVICE CONTRACT FOR VARIOUS CITY FACILITIES 2018/2019 BY AND BETWEEN THE CITY OF ARCADIA AND SHELDON MECHANICAL CORPORATION This Amendment No. 2 (“Amendment No. 2”) 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”) and further amended by Amendment No. 1 dated November 27, 2019. The Parties agree as follows: 1. Section 3.3.4 of the Contract, the Term is hereby extended from January 16, 2021 through January 16, 2022 (“Extended Term”). 2. All terms and provisions of the Contract not amended by this Amendment No. 2 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 2 on the date set forth below. CITY OF ARCADIA SHELDON MECHANICAL CORPORATION By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: ATTEST: By: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director