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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 18, 2020 <br />TITLE: <br />APPROVE AN INCREASE TO THE PURCHASE <br />ORDER AGGREGATE AMOUNT WITH ACCO <br />ENGINEERED SYSTEMS, INC. BY $114,239 <br />FOR AN ANNUAL AMOUNT NOT TO EXCEED <br />$714,239 FOR POLICE ADMINISTRATION <br />BUILDING HVAC UNIT INSTALLATION AND <br />COOLING TOWER MEDIA REPLACEMENT <br />(SPECIFICATION NO. 20-049) <br />(GENERAL FUND) <br />/s/Kristine <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />G••C• E <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 111 Reading <br />❑ <br />Ordinance on 2ntl Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />RECOMMENDED ACTION <br />Approve an increase to the purchase order aggregate amount for ACCO Engineered Systems, Inc. by <br />$104,239, with a contingency amount of $10,000, for an annual amount not to exceed $714,239, for a one- <br />time purchase order for Police Administration Building HVAC unit installation and cooling tower media <br />replacement, subject to non -substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />On March 15, 2016, the City entered into an agreement with ACCO Engineered Systems, Inc. for <br />preventative maintenance and repairs of air conditioning and heating systems at various City buildings. <br />These facilities include the Police Administration Building. One of the HVAC units located at the Police <br />Department Communications Center has reached the end of its useful life. In addition, the cooling tower <br />needs to be retrofitted with new media to ensure proper coolina of the facilitv and to ensure the system is <br />operating efficiently. <br />The Notice Inviting Bids was advertised on March 16, 2020, on the City's online bid management and <br />publication system. A summary of the bid invitation and bids received is as follows: <br />122 Vendors were notified <br />8 Santa Ana vendors were notified <br />28 Vendors downloaded the bid packet <br />8 Bids received <br />1 Bid received from Santa Ana vendor <br />Eight bids were received and opened on April 17, 2020, and evaluated (Exhibit 1). The bid submitted from <br />ACCO Engineered Systems is the lowest, responsive to the specifications, and meets the City's <br />requirements. The City currently has a Council approved HVAC maintenance and repair contract that <br />includes ACCO Engineered Systems, Inc. in the amount of $600,000. Staff recommends adding $104,239 <br />to the purchase order to make the needed repairs in the Police Administration Building. <br />22D-1 <br />