SR - AGR-5930.1 - FIRST AMENDMENT HVAC MAINTENANCE CITY BUILDINGSa
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LINTY
AGENDA ITEM
February 11, 2014
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Joe DeFrancescjector
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Public Works D
ReviewedNeri d B
Preventive Maintenance
City Manager N
36,437
Finance Direct r
Preventive Maintenance (OCPT)
To Be Presente y: Joe
eFrancesco
X Cons Calendar
City Mgr Rpts
Council Reports _
Legal Affairs
Boards /Crates _
Public Hrgs
Admin Reports
Plan/Environ
1. SUBJECT
Extension of Contract for AGR 5930; Mechanical Services and Preventive Maintenance for
Heating, Ventilation, and Air Conditioning Equipment (HVAC) at Various City Buildings.
2. SUMMARY
Council awarded a $63,252.00 contract to Integrity Automated Solutions (IAS) for the
preventive maintenance and emergency repairs of the HVAC equipment at various City
buildings in November 2012. The bid documents allowed for an additional two years extension
per mutual agreement of the parties. Both parties wish to extend the contract for an additional
year.
3. RECOMMENDED ACTION
Extend the contract in the amount of $88,252.00 to IAS, and authorize the Mayor and City Clerk
to execute the documents on behalf of the City.
4. FISCAL IMPACT
Funds are budgeted and available in the following accounts:
100.5028.51421.00000
Preventive Maintenance
$
36,437
150.5028.51450.00000
Preventive Maintenance (OCPT)
$
1,200
100.5028.51401.00000
Repairs
$
105,776
100.7012.51401.00000
Repairs to Building and Fixed Equip.
$
15,000
100.7022.51401.00000
Repairs to Building and Fixed Equip.
$
10,000
5. STRATEGIC PLAN GOAL(S)
lb. Provide for a safe community - Provide and maintain infrastructure necessary to ensure the
safety of the public.
ITEM 1 Z'�- 1 2/11/14
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4b. Provide outstanding public service - Provide facilities and services to meet customer
expectations.
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Goal 2.0 Protect air, water, and energy resources from pollution and overuse.
Policy 2.9: Promote City operations as a model for energy efficiency and green building.
7. DISCUSSION and BACKGROUND
Council awarded a contract to IAS for the Preventive Maintenance and emergency repairs for
the City's HVAC equipment in November 2012. The contract documents allowed for two (2)
one -year extensions per mutual agreement of both parties.
IAS agreed to this first contract extension and held the same contract prices that made IAS the
low bidder. The City is benefiting from IAS's intimate knowledge of its HVAC systems and
realization of good savings.
Community Services is augmenting this contract extension by $25,000 to allow IAS to perform
emergency repairs on parks' HVAC systems.
IAS has been performing the City's HVAC preventive maintenance and emergency repair for the
past three (3) years.
Maintenance work will begin upon execution of the contract extension and be completed one
year from that date.
8. ATTACHMENTS
• First Extension to Contract
• Agreement 5930
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N: \ADMIN \LYoung \Council Items \February- 2014 \Feb -14 \Contract Extension for PM & Emergency Repairs for HVAC Equipment project.doc
ITEM 2 2/11/14
O Printed on Recycled Paper