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Home My WebLink About25C - AGMT - HVAC REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE:CLERK OF COUNCIL USE ONLY: NOVEMBER19, 2019 TITLE:APPROVED As Recommended APPROVE ANAMENDMENTTO THE As Amended AGREEMENT WITH SIEMENS INDUSTRY, st Ordinance on 1Reading nd INC.,IN THE AMOUNT OF $105,000 FOR Ordinance on 2Reading Implementing Resolution HVAC AND LIGHTING CONTROL Set Public Hearing For__________ SYSTEMS MAINTENANCE FOR A TOTAL AGREEMENT AMOUNT OF$323,942 {STRATEGIC PLAN NOS.6,1C; 6, 1G} CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement withSiemens Industry, Inc.,to extend the term of the agreement from April 30, 2020, through June 30, 2020, and to increase the not-to-exceed expenditureby $105,000during the extended term,to provide HVAC and lighting control system maintenanceon-call services, bringing the total amount of the agreement to $323,942, subject to non-substantive changes approved by the City Manager and the City Attorney. DISCUSSION In February 2003, the Public Works agency entered into an agreement with Siemens Industry, Inc.,for several energy management projects. The original agreement contained provisions for a Heating, Ventilation, and Air Conditioning (HVAC),and lighting control system,which support the energy efficiency initiatives of the city’s Building Maintenance division.The control system integrated multiple building systems regardless of the manufacturer or installer. On May 5, 2015, the City Council approved the execution of a three-year agreement for a not-to- exceed amount of $218,942 with two one-year renewal options with Siemens Industry, Inc.,to provide HVAC and lighting controls technical support on Siemens proprietary building systems. Currently, the second and final extensionisscheduled to expire on April 30, 2020. When the agreement was executed,a funding amount was not identified for the renewal options. At this time, staff is requesting an amendment to increase the contract amount by$105,000. Of the requested increase, $52,420 is for routine monthly maintenance and the remainder is a contingency amount not to exceed $52,580,for on-callservices,for anas-needed basis. In the spirit of managing facility utility usage with best management practices, staff recommends execution of an amendmentto continue providing technical support for Siemens proprietary AgreementAmendmentwith Siemens Industry, Inc. November19, 2019 Page 2 building automation control systems that regulate HVAC equipment and lighting at City Hall, Ross Annex, Ross Annex garage, Main Library, City Yard, El Salvador Center and SARTC.In addition, to coincide with the ending of the fiscal year, staff is requesting extending the agreement termination date from April 30, 2020 to June 30, 2020. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy C(invest resources and technology to extend the service life of existing infrastructure to protect the City’s investment and support a high quality of life standard) and Strategy G (develop and implement the City’s Capital Improvement Program in coordination with the Community Investment and Deferred Maintenance Plans). FISCAL IMPACT Funding in theamount of $52,420, for monthly routine maintenance, is available in the Public Works Agency FY2019-20Building Maintenance, Contract Services-Professional expenditure account (No.07317100 62300). Prior to utilizing this vendor’s servicesfor on-call,as-needed services, Public Works staff must receive Finance & Management Services Agency approval of funding and accounts to ensure that funds are available under the authorization and the contingency aggregate limit of$52,580 is available. Upon successful completion of this fiscal review, a corresponding Notice to Proceed containing specific scope and maximum expenditure for the task order will be issued. APPROVED AS TO FUNDS AND ACCOUNTS: _______________________________________ FuadS. Sweiss, PE, PLSKathryn Downs, CPA Executive DirectorExecutive Director of Finance and Management Public Works AgencyServices Agency FSS/TC/GPL Exhibit:1.Agreement EXHIBIT 1 FIRST AMENDMENT TO AGREEMENT TO PROVIDE HVAC AND LIGHTING CONTROLS TECHNICAL SUPPORT AND MAINTENANCE SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on November 19, 2019, by and between Siemens Industry, hrc. ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City" ). RECITALS A. The patties entered into Agreement No. A-2015-078, dated May 5, 2015, by which Consultant agreed to provide HVAC and lighting controls technical support and maintenance services ("Agreement" ). B. The original term of the Agreement was for three years, with provision for extension, and the term has been extended for the final one-year period ending April 30, 2020. C. The patties now wish to amend the Agreement to further extend the term of the Agreement and to increase the amount to be expended during the final extension period. The Parties therefore agree: L Section 3, Term, is amended to further extend the term of the Agreement through June 30, 2020. 2. Section 2, Compensation, is amended to increase the not -to -exceed expenditure by $105,000 during the extended term ending on June 30, 2020. This sum is comprised of (1) $52,420 for routine maintenance services and (2) $52,580 for additional services on an as -needed basis at the sole discretion of the City- 3- Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the patties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager -- s;gnatures coot; nued on next page -- Page 1 of2 APPROVED AS TO FORM SOMA R. CARVALHO City Attorney By: W 7g, -f—L J4qR M.FUNK Assistant City Attorney CONSULTANT c C� N e:Jam\e SlyC- itle: SA12s NI c{r\CA Tr RECOMMENDED FOR APPROVAL Dirk Dir?at t of finance FUAD S. SWEISS, PE, PLS Executive Director Public Works Agency Pagc 2 of 2