HomeMy WebLinkAbout22B - HVAC CONTRACTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 3, 2020
TITLE:
APPROVE CONTRACT AMENDMENTS
WITH ACCO ENGINEERING, FM THOMAS,
JOHNSON CONTROLS INC., AND TRANE,
EXTENDING THE TERM FOR SIX MONTHS
AND INCREASING THE COMPENSATION IN
A COMBINED AMOUNT NOT TO EXCEED
$200,000, FOR A TOTAL CONTRACT
AMOUNT OF $1,400,000 FOR HEATING -
VENTILATION -AIR CONDITIONING REPAIR
SERVICES
(SPECIFICATION NO. 15-114)
CLERK OF COUNCIL USE ONLY:
r_111=06 1111
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As Recommended
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As Amended
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Ordinance on 1sl Reading
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Ordinance on 2nd Reading
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Implementing Resolution
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Set Public Hearing For
CONTINUED TO
/s/Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager to amend the contracts with ACCO Engineering, FM Thomas,
Johnson Controls Inc., and Trane for Heating -Ventilation -Air Conditioning (HVAC) repair
services, including emergency on -call services, extending the term for six months, from March
15, 2020 to September 30, 2020, and increasing the compensation by an amount not to exceed
$200,000, for a total contract amount of $1,400,000, subject to non -substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency Building Maintenance Division is responsible for ensuring the City's
Heating, Ventilation, and Air Conditioning (HVAC) systems at various City facilities are in good
repair and working order using a combination of City staff and outside contractors. City facilities
with HVAC systems include City Hall, Ross Annex -City Hall, Central Library, Police
Administration Building, Corporate Yard, Santa Ana Regional Transportation Center and various
community centers. To be serviced, HVAC systems include air handlers, chilled and hot water
pumps, boilers, exhaust fans, cooling towers, air conditioning units, and large walk-in freezers
and refrigerators.
On October 16, 2015 the City released a Request for Proposal (RFP) for HVAC system repair
services. Proposals were received and opened on November 12, 2015. Proposals were scored
based in part on the specifications, vendor experience, financial stability, resources and pricing
structure. All four proposals met the City's requirements, and in order to have the ability to
provide fast and efficient service, the decision was made to enter into an agreement with all four
vendors to allow staff the flexibility to contact vendors based on their areas of expertise.
22B-1
Contract Amendments for Repair of Various City Heating -Ventilation -Air Conditioning Systems
March 3, 2020
Page 2
On March 15, 2016, the City Council awarded maintenance and repair services contracts to
ACCO Engineering, FM Thomas, Johnson Controls Inc. and Trane, for a three-year period with a
one-year renewal option. Services have been utilized through the City's Purchase Order
process, and the contracts are set to expire on March 15, 2020. At this time, staff is requesting to
add a combined $200,000 to the contracts and extend the term to September 30, 2020 to allow
the necessary time for a Facilities Manager position to be filled, and to develop a more
comprehensive RFP that results in the selection of an acceptable service provider (or providers)
for HVAC system repairs.
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).
FISCAL IMPACT
Funds are available for expenditure as follows:
Fiscal
Accounting Unit-
Fund Description
Accounting Unit,
Amount
Year
Account #
Account Description
Building & Facility,
01114403-62300
General Fund
Contract Services-
$35,000
FY 2019-20
police Department
Professional
March —
June 2020
Building Maintenance,
07317100-62300
Building Maintenance
Contract Services-
$60,000
Professional
Building & Facility,
01114403-62300
General Fund
Contract Services-
$40,000
police Department
FY 2020-21
Professional
—July-Sept.
2020
Building Maintenance,
07317100-62300
Building Maintenance
Contract Services-
$65,000
Professional
Total:
$200,000
22B-2
Contract Amendments for Repair of Various City Heating -Ventilation -Air Conditioning Systems
March 3, 2020
Page 3
Nabil Saba, PE
Acting Executive Director
Public Works Agency
David Valentin
Chief of Police
Santa Ana Police Department
NS/TC/GL
APPROVED AS TO FUNDS AND ACCOUNTS:
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
22B-3