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HomeMy WebLinkAboutItem 1h: Contract: Sheldon Mechanical for HVAC Preventative Maintenance~Ay1F0 Ieaor t 5, 190 Au9ua S, 1999 • ~i unity STAFF REPORT Public Works Services Department DATE: September 1, 2009 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Dire or Prepared by: Tom Tait, Deputy Public Works Services Director Dave McVey, General Services Superintendent SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR CONTRACT EXTENSION WITH SHELDON MECHANICAL CORPORATION FOR HVAC PREVENTATIVE MAINTENANCE SERVICES IN THE AMOUNT OF $102,200 Recommendation: Approve SUMMARY On August 19, 2003, the City Council approved a one (1) year Agreement with optional extensions to Sheldon Mechanical Corporation for the preventative maintenance and service of the Heating Ventilation and Air Conditioning (HVAC) systems for all City facilities. Sheldon Mechanical Corporation is reaching the end of their fifth contract extension and has submitted a written offer to extend the existing contract agreement for an additional year with no increase in pricing. The existing agreement also includes a seven percent (7%) reduction or $7,700 from its original contract cost as part of the City's mid-year budget reductions. Based on the excellent service provided by Sheldon Mechanical Corporation during the previous years, staff recommends that the City Council award a contract extension in the amount of $102,200 to Sheldon Mechanical Corporation for the HVAC preventative maintenance and service at various City facilities. This will be the last extension for this contract. Formal bids will be solicited next year for this contract work. DISCUSSION The Public Works Services Department (PWSD) is responsible for the maintenance of all City facilities. PWSD contracts with Sheldon Mechanical Corporation for the preventative maintenance and major servicing of HVAC equipment for all City facilities. The contract includes monthly routine preventative maintenance as well as any extraordinary repairs that may arise at City and/or park facilities. Page 1 of 2 Mayor and City Council September 1, 2009 Additionally, this contract includes work to be done on Capital Improvement Projects (CIP) for 2009-10. Examples of the projects to be completed are: Annual Replacement of HVAC Rooftop units located at the Community Center and the Library and the replacement of HVAC compressor at Fire Station 106. Sheldon will also complete the installation of flow switches at the Library for monitoring chilled water flow and temperature. Sheldon Mechanical Corporation is the current contractor with the City for this work and has provided excellent and affordable service. During mid-year budget cuts, they were also amenable to reducing their contract by seven percent (7%) or $7,700 from the initial contract cost. This will be the last contract extension for this contract. Public Works Services will go out to bid for preventative maintenance and service of HVAC systems for all City facilities next year in order to ensure that the City is receiving the lowest cost possible for these services. Based on their excellent service in the past six (6) years, staff is recommending that the City Council approve a sixth (6) contract extension in the amount of $102,200 to Sheldon Mechanical Corporation for HVAC preventative maintenance and service for all City facilities. FISCAL IMPACT Sufficient funds are budgeted in the 2009-10 operating budget. All work is performed on a time and material basis and the contractor is only paid for work performed. RECOMMENDATIONS 1. Award a one (1) year contract extension to Sheldon Mechanical Corporation for the HVAC Preventative Maintenance and Service Contract for various City Facilities in the amount of $102,200. 2. Authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. Approved by: Xb -*.#C PM:TT:DM:jb Donald Penman, City Manager Page 2 of 2