HomeMy WebLinkAbout25B - HVACREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
June 4, 2007
TITLE:
AGREEMENT FOR PREVENTIVE
MAINTENANCE AND REPAIRS OF
MECHANICAL SYSTEMS, BOILERS,
CHILLER, COOLING TOWERS,
COMPRESSOR AND MOTORS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 151 Reading
^ Ordinance on 2n° Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Direct the City Attorney to prepare and authorize the City Manager and the
Clerk of the Council to execute an agreement with ACCO Engineered Systems
for maintenance and repair services for a one-year period, with provision
for three, one-year renewals, in the first year amount not to exceed
$165,000.
DISCUSSION
The Building Maintenance Section of the Finance and Management Services
Agency maintains approximately 40 buildings, including fire stations,
recreation and community centers, libraries, City Hall, and the Corporate
Yard. These public buildings, ranging from ten to 50 years old, require
various levels of service for complex mechanical systems, including air
conditioning chillers, ductwork and cooling towers, and hot water boilers.
To maintain these systems in good working condition, it is vital to have
preventive maintenance and repair service available, including periodic
inspection of chillers and boilers and repair of equipment on an as-needed
basis. These services will ensure that City mechanical systems operate
efficiently and safely, and meet all applicable laws and regulations.
On March 29, 2007, Requests For Proposals were mailed to five vendors known
to provide this service. On April 9, 2007, two proposals were received and
evaluated on technical expertise, strength of the firm, proposal
completeness, references, and cost. The proposal received from ACCO, who
has performed this service for the City since 2002, was responsive to the
specifications, meets the City's requirements, and is the most cost
effective.
25B-1
Agreement for HVAC Maintenance
June 4, 2007
Page 2'
Based on staff estimates and prior year usage, the majority of the
recommended contract amount is for potential repairs and for the planned
replacement of ductwork and cooling tower fill at the Police Administration
and Holding Facility. The amount for scheduled preventive maintenance
next year is $14,000. Also, this agreement will include authority to pay
approximately $5,000 in open invoices from the previous agreement period.
FISCAL IMPACT
Funds are available in the Police Department Building & Facilities, and the
Building Maintenance Fund Other Contractual Service accounts (account nos.
11-350-6291 and 73-105-6291).
APPROVED AS TO FUNDS AND ACCOUNTS:
'Tl~~ cK\ `~. sir .~ ~~ ~~~
~k Francisco Gutierrez
Executive Director
Finance & Mgmt. Services Agency ~
25B-2
PMW/SH/Agr06-04-2007.7:uc