Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 18, 2020 <br />TITLE: <br />APPROVE PURCHASE ORDER <br />AMENDMENTS WITH ACCO <br />ENGINEERING, FM THOMAS, JOHNSON <br />CONTROLS INC., AND TRANE, <br />EXTENDING THE TERM FOR EIGHT <br />MONTHS AND INCREASING THE <br />COMPENSATION IN A COMBINED <br />AMOUNT NOT TO EXCEED $385,000 FOR <br />HEATING -VENTILATION -AIR <br />CONDITIONING REPAIR SERVICES <br />(SPECIFICATION NO. 15-114) <br />(GENERAL FUND) <br />/s/Kristine Ridge <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 111 Reading <br />❑ <br />Ordinance on 2ntl Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CK�P►111►L�1q�iC�7 <br />FILE NUMBER <br />Authorize the City Manager to amend the purchase orders with ACCO Engineering, FM Thomas, <br />Johnson Controls Inc. and Trane for heating, ventilation, and air conditioning (HVAC) repair <br />services, including emergency on -call services to extend the term for eight months, beginning <br />October 1, 2020 and expiring June 30, 2021, and increase the compensation by a shared <br />amount not to exceed $385,000, subject to non -substantive changes approved by the City <br />Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency Building Maintenance Division is responsible for ensuring the City's <br />HVAC systems at various City facilities are in good repair and working order using a combination <br />of City staff and outside contractors. City facilities with HVAC systems include City Hall, Ross <br />Annex -City Hall, Central Library, Police Administration Building, Corporate Yard, Santa Ana <br />Regional Transportation Center, and various community centers. HVAC systems to be serviced <br />include air handlers, chilled and hot water pumps, boilers, exhaust fans, cooling towers, air <br />conditioning units, and large walk-in freezers and refrigerators. <br />On October 16, 2015 the City released a Request for Proposal (RFP) for HVAC system repairs. <br />Proposals were received and opened on November 12, 2015. Proposals were scored based in <br />part on the specifications, vendor experience, financial stability and resources of the vendor, and <br />pricing structure. Four proposals met the City's requirements, and in order to have the ability to <br />provide fast and efficient service, the decision was made to enter into an agreement with all four <br />vendors which allows staff the flexibility to contact vendors based on their areas of expertise. <br />22E-1 <br />