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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 7, 2007 TITLE: CONTRACT RENEWAL FOR HEATING, VENTILATION, AND AIR CONDITIONING FILTERS (SPEC. NO. OS-007) ~7 LAG ~ ~ ~cti''~-------- CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1s` Reading ^ Ordinance on Intl Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER Renew the contract with P. L. Hawn Co., Inc., for air conditioning filters in an annual amount not to exceed $40,631. DISCUSSION The Building Maintenance Section of the Finance and Management Services Agency maintains the heating, ventilation, and air conditioning (HVAC) systems in approximately 40 City buildings, including fire stations, recreation and community centers, libraries, City Hall, and the Corporate Yard.. In compliance with state mandated standards, staff inspects the HVAC systems several times a year, lubricating the machine parts and replacing air filters. This preventative maintenance ensures good air quality in City facilities. The contract for HVAC filters is designed to provide quality products at significant savings based on quantity pricing. On February 22, 2005, the City Council awarded a contract to P. L. Hawn Co., Inc., for a two-year period with provision for two, one-year renewals. The vendor has performed satisfactorily during the past contract period and has agreed to renew the contract with no price increase. Staff recommends the first renewal of the contract. FISCAL IMPACT Funds are available in Building Maintenance Fund Other Contractual Services account (account no. 73-105-6291). ,Francisco Gutierrez Executive Director Finance and Management Services Agency FG/BP/OS-007R1.2:uc 22C-1