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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />MARCH 3, 2020 <br />TITLE: <br />APPROVE CONTRACT AMENDMENTS <br />WITH ACCO ENGINEERING, FM THOMAS, <br />JOHNSON CONTROLS INC., AND TRANE, <br />EXTENDING THE TERM FOR SIX MONTHS <br />AND INCREASING THE COMPENSATION IN <br />A COMBINED AMOUNT NOT TO EXCEED <br />$200,000, FOR A TOTAL CONTRACT <br />AMOUNT OF $1,400,000 FOR HEATING - <br />VENTILATION -AIR CONDITIONING REPAIR <br />SERVICES <br />(SPECIFICATION NO. 15-114) <br />CLERK OF COUNCIL USE ONLY: <br />r_111=06 1111 <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 1sl Reading <br />❑ <br />Ordinance on 2nd Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />/s/Kristine Ridge FILE NUMBER <br />CITY MANAGER <br />RECOMMENDED ACTION <br />Authorize the City Manager to amend the contracts with ACCO Engineering, FM Thomas, <br />Johnson Controls Inc., and Trane for Heating -Ventilation -Air Conditioning (HVAC) repair <br />services, including emergency on -call services, extending the term for six months, from March <br />15, 2020 to September 30, 2020, and increasing the compensation by an amount not to exceed <br />$200,000, for a total contract amount of $1,400,000, subject to non -substantive changes <br />approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency Building Maintenance Division is responsible for ensuring the City's <br />Heating, Ventilation, and Air Conditioning (HVAC) systems at various City facilities are in good <br />repair and working order using a combination of City staff and outside contractors. City facilities <br />with HVAC systems include City Hall, Ross Annex -City Hall, Central Library, Police <br />Administration Building, Corporate Yard, Santa Ana Regional Transportation Center and various <br />community centers. To be serviced, HVAC systems include air handlers, chilled and hot water <br />pumps, boilers, exhaust fans, cooling towers, air conditioning units, and large walk-in freezers <br />and refrigerators. <br />On October 16, 2015 the City released a Request for Proposal (RFP) for HVAC system repair <br />services. Proposals were received and opened on November 12, 2015. Proposals were scored <br />based in part on the specifications, vendor experience, financial stability, resources and pricing <br />structure. All four proposals met the City's requirements, and in order to have the ability to <br />provide fast and efficient service, the decision was made to enter into an agreement with all four <br />vendors to allow staff the flexibility to contact vendors based on their areas of expertise. <br />22B-1 <br />