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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />FEBRUARY 6, 2018 <br />TITLE: <br />APPROVE CONTRACTS AMENDMENT FOR <br />REPAIR OF HEATING -VENTILATION -AIR <br />CONDITIONING SYSTEMS AT VARIOUS <br />CITY FACILITIES (SPEC. NO. 15-114) <br />(STRATEGIC PLAN NO. 6, 1C) <br />MIT ` w_'Xcl =11111� <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1e Reading <br />❑ Ordinance on 2ntl Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Approve amendment to blanket purchase order contracts for heating -ventilation -air conditioning <br />(HVAC) by changing the $100,000 allocation to each of the following vendors to an annual <br />aggregate amount not to exceed $400,000 and allow all four vendors to conduct maintenance, <br />repair and preventative inspections of HVAC systems equipment at all City facilities. <br />Vendor Location <br />ACCO Engineered Systems Glendale <br />FM Thomas Air Conditioning, Inc. Brea <br />Johnson Controls, Inc. Cypress <br />Trane City of Industry <br />DISCUSSION <br />On March 15, 2016, the City Council awarded three-year blanket purchase order contracts with <br />provision for one, one-year renewal option for HVAC repair services to four contractors: ACCO <br />Engineered Systems, FM Thomas Air Conditioning, Inc., Johnson Controls, Inc. and Trane. Each <br />vendor was allocated a not to exceed amount of $100,000 for a total annual amount of $400,000. <br />Staff has been utilizing all four vendors; however, during the current contract term expiring March <br />15, 2018, the City had expended 100% of the $100,000 allocated to ACCO Engineered Systems. <br />After examining payments to all four vendors, staff determined the reason for this was twofold. <br />First: ACCO Engineered Systems expertise covers almost the entirety of HVAC related equipment <br />for Police Administration and Jail Facility as well as City Hall. This resulted in ACCO Engineered <br />Systems being awarded more HVAC systems equipment repair jobs. Second: the ACCO <br />Engineered Systems contract for Police facilities includes a preventative maintenance and repair <br />option while the other three contracts do not. <br />2213-1 <br />