HomeMy WebLinkAbout22B - SPEC CONTRACT HVACREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 6, 2018
TITLE:
APPROVE CONTRACTS AMENDMENT FOR
REPAIR OF HEATING -VENTILATION -AIR
CONDITIONING SYSTEMS AT VARIOUS
CITY FACILITIES (SPEC. NO. 15-114)
(STRATEGIC PLAN NO. 6, 1C)
MIT ` w_'Xcl =11111�
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1e Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve amendment to blanket purchase order contracts for heating -ventilation -air conditioning
(HVAC) by changing the $100,000 allocation to each of the following vendors to an annual
aggregate amount not to exceed $400,000 and allow all four vendors to conduct maintenance,
repair and preventative inspections of HVAC systems equipment at all City facilities.
Vendor Location
ACCO Engineered Systems Glendale
FM Thomas Air Conditioning, Inc. Brea
Johnson Controls, Inc. Cypress
Trane City of Industry
DISCUSSION
On March 15, 2016, the City Council awarded three-year blanket purchase order contracts with
provision for one, one-year renewal option for HVAC repair services to four contractors: ACCO
Engineered Systems, FM Thomas Air Conditioning, Inc., Johnson Controls, Inc. and Trane. Each
vendor was allocated a not to exceed amount of $100,000 for a total annual amount of $400,000.
Staff has been utilizing all four vendors; however, during the current contract term expiring March
15, 2018, the City had expended 100% of the $100,000 allocated to ACCO Engineered Systems.
After examining payments to all four vendors, staff determined the reason for this was twofold.
First: ACCO Engineered Systems expertise covers almost the entirety of HVAC related equipment
for Police Administration and Jail Facility as well as City Hall. This resulted in ACCO Engineered
Systems being awarded more HVAC systems equipment repair jobs. Second: the ACCO
Engineered Systems contract for Police facilities includes a preventative maintenance and repair
option while the other three contracts do not.
2213-1
Contracts Amendment for Repair of HVAC Systems
February 6, 2018
Page 2
Multiple City facilities house large, specialized and aged HVAC systems equipment requiring
ongoing expert maintenance inspections in order to realize their expected life cycle and prevent
possible service disruption. Approval of the recommended action will authorize periodic
preventative maintenance inspections of all HVAC systems equipment throughout the City.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports City's efforts to meet Strategic Plan Goal #6 — Community
Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for
all City assets), Strategy C (invest resources and technology to extend the service life of existing
infrastructure to protect the City's investment and support a high quality of life standard).
FISCAL IMPACT
Funds for the second and third years of the contract as well as the one-year renewal period will
be budgeted and made available in FY 2017-18 to FY 2019-20 (July 2019 — February 2020) as
follows:
ACCOUNT
DESCRIPTION
FY 2017-18
FY 2018-19
FY 2019-20
TOTAL
01114403-62300
Building & Facility
$50,000
$100,000
$50,000
$200,000
07310100-62300
Building Maintenance
$100,000
$200,000
$100,000
$400,000
06717650-62300
SARTC Operations
$50,000
$100,000
$50,000
$200,000
TOTAL
$200,000
$400,000
$200,000
$800,000
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez v.xt (o%1) -73,)
Executive Director
Finance and Management Services Agency
SS/sp
22B-2