Title
HVAC Maintenance, Repair and Replacement Contract - Amendment (Ordinance S-48896)
Description
Request to authorize the City Manager, or his designee, to allow additional expenditures to heating, ventilating, air condition (HVAC) maintenance, repair and replacement contracts: 151101 with TD Industries, Inc.; 151102 with United Technologies, Inc.; 151097 with Artic Air Heating & Cooling, Inc.; 151099 with HACI Service, LLC; 151098 with Boyjin Development, LLC; and 151100 with Service Pros Plumbing and Heating & Cooling, Inc. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $1 million.
Report
Summary
The vendors on these contracts provide the City with full HVAC maintenance and repair, duct design, installation, and fabrication services at various City facilities. The Human Services Department is a customer of the Public Works Department for HVAC services at the recently opened Homeless Respite Shelter, located at 2739 E. Washington St. The additional spending capacity for the contracts is needed to provide continued HVAC preventative maintenance repairs and equipment replacement at the shelter. No new funding is being requested for the shelter operations.
Procurement Information
Invitation for Bid (IFB) 20-FMD-009 was conducted in accordance with Administrative Regulation 3.10. The Public Works Department received 12 offers, with six vendors being recommended for award. Six groups were identified in the bid submittal. Groups 1 and 4: full-service maintenance and repairs on commercial and industrial HVAC equipment for multiple departments; Groups 2 and 5: full-service maintenance and repairs on residential HVAC equipment for multiple departments; and Groups 3 and 6: duct design, installation and fabrication for multiple departments. The offers were evaluated based on price, responsiveness to specifications, and responsibility to provide the required goods and services. Six vendors were recommended for award.
Contract Term
These contracts had an initial one-year contract term, with four option years to be exercised in increments of up to one year. The contracts will expire on Oct. 31, 2022.
Financial Impact
The initial authorization for these agreements was for an expenditure not-to-exceed $7,425,000. This request will increase the authorization of the agreement by an additional $1 million, for a new total not-to-exceed agreement value of $8,425,000.
Funding is available in the Public Works Department's budget.
Concurrence/Previous Council Action
The City Council approved agreements 151101, 151102, 151097, 151099, 151098, and 151100 (Ordinance S-46054) on Oct. 2, 2019.
Location
2739 E. Washington St.
Council District: 8
Department
Responsible Department
This item is submitted by Deputy City Managers Gina Montes and Karen Peters and the Human Services and Public Works departments.