HomeMy WebLinkAboutItem 11e - Extension to HVAC Preventative Maintenance ServicesExtension to HVAC Preventative Maintenance Services Contract
December 1, 2020
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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
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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