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CITY COUNCIL MEETING DATE: <br />MARCH 15, 2016 <br />TITLE <br />CONTRACT AWARD FOR REPAIR <br />OF HEATING - VENTILATION -AIR <br />CONDITIONING SYSTEMS AT VARIOUS <br />CITY FACILITIES (SPEC 15 -114) <br />STRATEGIC PLAN 6, 1C <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />0 As Amended <br />F1 Ordinance on 15` Reading <br />❑ Ordinance on 2nd Reading <br />® Implementing Resolution <br />® Set Public Hearing For <br />CONTINUED TO <br />IdINA11111khMA <br />Award three -year contracts expiring on March 15, 2019 with an option to renew for one year for <br />Heating - Ventilation -Air Conditioning (HVAC) repair services, including emergency call out <br />services, to ACCO Engineering, FM Thomas, Johnson Controls Inc., and Trane in a not to <br />exceed annual amount of $100,000 each for a not to exceed annual total amount of $400,000, for <br />a three year grand total not to exceed $1,200,000, subject to non - substantive changes approved <br />by the City Manager and City Attorney. <br />DISCUSSION <br />The Finance & Management Services Agency Building Maintenance Division is responsible for <br />ensuring the City's HVAC systems at various City facilities are in good repair and working order <br />using a combination of City staff and outside contractors. City facilities with HVAC systems <br />include City Hall, Ross Annex -City Hall, Central Library, Police Administration Building, Corporate <br />Yard, and various community centers. HVAC systems to be serviced include air handlers, chilled <br />and hot water pumps, boilers, exhaust fans, cooling towers, air conditioning units, and large walk - <br />in freezers and refrigerators. The ACCO contract for Police will be a Maintenance & Repair <br />service agreement, while the other three contracts will be Time & Materials service agreements. <br />The Notice soliciting proposals was advertised on October 16, 2015 on the City's online bid <br />management and publication system. A summary of the solicitations and proposals received is as <br />follows: <br />48 Vendors notified <br />3 Santa Ana vendors notified <br />14 Vendors downloaded the solicitation <br />4 Proposals received <br />0 Proposal received from Santa Ana vendor <br />22B -1 <br />