22B - SPEC - MAINT AND SRVS FOR HVACS

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 20, 2011 TITLE: CONTRACT AWARD FOR MAINTENANCE AND SERVICE OF CHILLERS, COMPRESSORS AND HVACS (SPEC. NO. 11-012) 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 Award contracts for preventive maintenance and repair services of chillers, compressors and HVACs for a one-year period, with provisions for two one-year renewals, in an annual aggregate amount not to exceed $140,000 with the following vendors. Vendor Location ACCO Engineered Systems Costa Mesa Johnson Controls Whittier DISCUSSION The Finance and Management Services Agency Building Maintenance Division 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 inspections of chillers and boilers and repair of equipment on an as-needed base. These services ensure the City's mechanical systems operate efficiently, safely and meet all applicable laws and regulations. Contract awarded to the listed vendors affords the City the best coverage on the major brand equipment under operations in all buildings. The request for proposals was advertised on March 16, 2011, and offers were solicited. A summary of the RFP invitations and offers received is as follows: 14 Request for Proposals mailed 5 Proposals received 22B-1