25F - PREVENTIVE MAINT AND REPAIRS OF HVAC

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 4, 2009 TITLE: AGREEMENT FOR PREVENTIVE MAINTENANCE AND REPAIRS OF MECHANICAL AND HVAC SYSTEMS ~C~s.~---~' 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