22D - SPEC - HEATING VENTILATION AC MAINT

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 7, 2011 TITLE: CONTRACT RENEWAL WITH CHANDLER'S AIR CONDITIONING FOR HEATING, VENTILATION, AND AIR CONDITIONING MAINTENANCE AND REPAIRS. (SPEC. NO. 08-077) da CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on Vt Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Renew the contract with Adelphia, Inc. d/b/a Chandler's Air Conditioning and Refrigeration for heating, ventilation, and air conditioning maintenance and repairs for a one-year period in an annual amount not to exceed $60,000. DISCUSSION The City maintains in excess of 50 buildings, including City Hall, the Corporate Yard, the Police Administration and Holding Facility, fire stations, recreation and senior centers, libraries, and park facilities. Each agency throughout the City utilizes heating, ventilation, and air conditioning (HVAC) systems that require maintenance to ensure maximum efficiency and operational reliability. The contract provides service, maintenance, parts and unit replacement as required. On March 2, 2009, the City Council awarded a contract to Chandler's Air Conditioning and Refrigeration for a two-year period, with provisions for two one-year renewals. The vendor has performed satisfactorily during the past contract period and has agreed to renew the contract. However, the vendor now requests an increase of 15 percent. Staff has contacted vendors from the previous bid and determined Chandler's Air Conditioning to be below its competitor's price structure. Staff recommends the first renewal of the contract. FISCAL IMPACT Funds are to be charged back to various departmental Maintenance & Repairs of Buildings & Grounds accounts (62320). Francisco Gutierrez Executive Director Finance and Management Services Agency KM 22D-1