HomeMy WebLinkAbout22E - PO AMENDMENT FOR HVAC REPAIRREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 18, 2020
TITLE:
APPROVE PURCHASE ORDER
AMENDMENTS WITH ACCO
ENGINEERING, FM THOMAS, JOHNSON
CONTROLS INC., AND TRANE,
EXTENDING THE TERM FOR EIGHT
MONTHS AND INCREASING THE
COMPENSATION IN A COMBINED
AMOUNT NOT TO EXCEED $385,000 FOR
HEATING -VENTILATION -AIR
CONDITIONING REPAIR SERVICES
(SPECIFICATION NO. 15-114)
(GENERAL FUND)
/s/Kristine Ridge
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑
As Recommended
❑
As Amended
❑
Ordinance on 111 Reading
❑
Ordinance on 2ntl Reading
❑
Implementing Resolution
❑
Set Public Hearing For
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FILE NUMBER
Authorize the City Manager to amend the purchase orders with ACCO Engineering, FM Thomas,
Johnson Controls Inc. and Trane for heating, ventilation, and air conditioning (HVAC) repair
services, including emergency on -call services to extend the term for eight months, beginning
October 1, 2020 and expiring June 30, 2021, and increase the compensation by a shared
amount not to exceed $385,000, 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
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. HVAC systems to be serviced
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 repairs.
Proposals were received and opened on November 12, 2015. Proposals were scored based in
part on the specifications, vendor experience, financial stability and resources of the vendor, and
pricing structure. 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 which allows staff the flexibility to contact vendors based on their areas of expertise.
22E-1
Contract Amendments for Repair of Various City Heating -Ventilation -Air Conditioning Systems
August 18, 2020
Page 2
On March 15, 2016, 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 and services have been utilized through the City's Purchase Order process.
On March 3, 2020, Council approved a six-month extension scheduled to expire on September
30, 2020. Staff plans to release an RFP to establish new service contracts, and is requesting to
add funds and time to the current purchase orders to allow the Facilities Manager sufficient time
to develop a more comprehensive RFP that results in the selection of an acceptable service
provider(s) for HVAC system repairs.
ENVIRONMENTAL IMPACTS
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding for the requested combined increase of $385,000 to the existing contracts with ACCO
Engineering, FM Thomas, Johnson Controls Inc. and Trane is budgeted and available for
expenditure in the following accounts:
Fiscal Year
Accounting
Fund Description
Accounting Unit,
Amount
Unit -Account #
Account Description
Building & Facility,
General Fund
FY 2020-21
01114403-62300
Police Department
Contract Services-
$192,500
October
Professional
2020-June
Building Maintenance,
2021
07317100-62300
Building
Contract Services-
$192,500
Maintenance
Professional
Total:
$385,000
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management
Services Agency
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
David Valentin, Police Chief — Police Department
22E-2