SR - AGR-5930.2 - SECOND AMENDMENT MECHANICAL SERVICES PREVENTIVE MAINTENANCE HVAC CITY BUILDINGSAGENDA ITEM
December 9, 2014
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager n
FROM: Joe DeFrancesco
Public Works Diiector
Reviewed/Verified By:
City Manager
Finance Direc or
To Be Presented By: Joe DeFrancesco
X Cons Calendar
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1. SUBJECT
Extension of Contract for Agreement 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 (2) one -year
extensions, per mutual agreement of the parties. Both parties wish to extend the contract for a
second 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 $ 32,000
150.5028.51450.00000 Preventive Maintenance (OCPT) $ 1,200
100.5028.51401.00000 Repairs $ 97,250
5. STRATEGIC PLAN GOAL(S)
lb. Provide for a safe community - Provide and maintain infrastructure necessary to ensure the
safety of the public.
4b. Provide outstanding public service - Provide facilities and services to meet customer
expectations.
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6. GENERAL PLAN IMPLEMENTATION
Natural Resources Elements 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.
1 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.
The City and the Contractor have already extended the term of the Original Agreement through
the end of Calendar Year 2014 (First Contract Extension).
IAS agreed to this Second 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.
Public Works is recommending based on last year's expenditures for HVAC repairs to increase
the contract amount by $25,000 to allow IAS to perform emergency repairs on aging HVAC
systems.
IAS has been performing the City's HVAC preventive maintenance and emergency repair for the
past four (4) years.
Maintenance work will begin upon execution of the contract extension and be completed one
year from that date.
8. ATTACHMENTS
• Second Extension to Contract
• Agreement 5930.1 is available for viewing at the City Clerk's office.
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N:\ADMIN \LYoung \Council Items\December2014\Dec -14\ 2n Contract Extension for PM & Emergency Repairs for HVAC Equipment project.doc
ITEM t 2 12/9/14
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