HomeMy WebLinkAbout25F - PREVENTIVE MAINT AND REPAIRS OF HVACREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 4, 2009
TITLE:
AGREEMENT FOR PREVENTIVE
MAINTENANCE AND REPAIRS OF
MECHANICAL AND HVAC SYSTEMS
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CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1St Reading
^ Ordinance on 2nd Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Approve and authorize the City Manager and the Clerk of the Council to
execute the attached Amendment to Agreement with ACCO Engineered Systems
for maintenance and repair services in an annual amount not to exceed
$165,000, subject to non-substantive changes approved by the City Manager
and City Attorney.
DISCUSSION
The Building Maintenance Division of the Finance and Management Services
Agency maintains approximately 50 buildings, including fire stations,
recreation and community centers, libraries, City Hall, the Police
Administration building, and the Corporate Yard. These public buildings,
ranging from ten to 50 years old, require various levels of service for
complex mechanical systems, including heating and air conditioning
equipment. 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. Of the recommended action, $120,000 is
allocated to support the Police Administration and Holding facility HVAC
equipment. These services ensure that City mechanical systems operate
efficiently and safely, and meet all applicable laws and regulations.
Upon the completion of an RFP process for this service, on June 5, 2007,
the City Council approved an agreement with ACCO for a one-year period,
with provision for three one-year renewals. The vendor has performed
satisfactorily during the past contract period and staff recommends
approval of the second renewal of the agreement.
25F-1
Agreement for Maintenance of Mechanical Systems
May 4, 2009
Page 2
FISCAL IMPACT
Funds are available in the Police Department Building & Facility, and the
Finance Agency Building Maintenance accounts (nos. 11-350-6291 and 73-105-
6291) .
APPROVED AS TO FUNDS AND ACCOUNTS:
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C ~i~ c~Yi~ ~' u`~7~..s
Paul M. Walters
Chief of Police
Francisco Gutierrez
Executive Director
Finance & Mgmt. Services Agency
25F-2
FOURTH AMENDMENT TO AGREEMENT
THIS FOURTH AMENDMENT TO AGREEMENT is entered into on May 4,
2009, by and between ACCO Engineered Systems, Inc., a California corporation
("Contractor") and the City of Santa Ana, a charter city and municipal corporation of the
State of California ("City").
RECITALS:
A. The parties entered into that certain Agreement #A2007-129, dated June 4, 2007,
(hereinafter "said Agreement") by which Contractor has provided maintenance and
repair of heating and ventilation systems in City facilities.
B. By Amendment dated February 4, 2008, said Agreement was amended to include
additional services and increase compensation to pay for those services.
C. Said Agreement was again amended on June 2, 2008, to extend the termination date
and increase compensation to pay for services during the extended term.
D. Said Agreement was amended for a third time, to provide for emergency repair to the
McFadden library and increase compensation to pay for those repairs, by Amendment
dated July 7, 2008.
E. In accordance with the terms and conditions of said Agreement, the parties wish to
extend the term for an additional one-year period and increase compensation to
provide for continuous services during the term of said Agreement.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Fourth Amendment to Agreement, the parties agree as follows:
1. Section 2.a., COMPENSATION, shall be amended to increase compensation by
$165,000.00 to pay for services during the FY 2009-10 term.
2. Section 3, TERM, shall be amended to extend the termination date to June 30, 2010.
3. Except as hereinabove amended, all terms and conditions of said Agreement shall
remain in full force and effect.
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25F-3
IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to
Agreement on the date and year first written above.
ATTEST:
PATRICIA E. HEALY
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By. rL~ ai.r _ ~ .~ L, C ~ ~ ~.
LauFa Sheedy
Assistant City Attorneys ' ^~
CITY OF SANTA ANA
DAVID N. REAM
City Manager
ACCO ENGINEERED SYSTEMS, INC.
(NAME)
(Title)
25F-4