HomeMy WebLinkAbout09 AWARD OF CONTRACT FOR HVAC MAINTENANCE AND REPAIRAGENDA REPORT Revieweld m
Agenda
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City Manager
Finance Director fNj
MEETING DATE: MAY 5, 2015
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
SUBJECT: AWARD OF CONTRACT FOR THE HEATING, VENTILATION, REFRIGERATION
AND AIR CONDITIONING SYSTEMS MAINTENANCE AND REPAIR PROGRAM
SUMMARY
Staff released a Notice Inviting Sealed Proposals for the City's Heating, Ventilation, Refrigeration
and Air Conditioning Maintenance and Repair Program and in response received three proposals.
After evaluating the proposals, staff recommends awarding the contract for the Heating,
Ventilating, Refrigeration and Air Conditioning (HVAC) Systems Maintenance and Repair Program
for all City facilities to Air -Ex Air Conditioning. The contract will provide for all HVAC maintenance
and repairs for FY 15/16, with an option for additional one-year extensions through June 30, 2020,
RECOMMENDATION
It is recommended that the City Council award the Heating, Ventilating, Refrigeration and Air
Conditioning Systems Maintenance and Repair Contract, for Fiscal Year 15/16 to Air -Ex Air
Conditioning, Inc. in the amount of $51,973.60, and authorize the Mayor and the City Clerk to
execute the contract documents on behalf of the City.
FISCAL IMPACT
Sufficient funds for this contract have been budgeted in the Field Services' Operating Budget,
account number 100-40-17-6120, for the City's buildings and in the Water Services' Operating
Budget, account numbers 300-40-24-6320 and 300-40-25-6320, for the various water facilities.
CORRELATION TO THE STRATEGIC PLAN
The recommended actions contribute to the fulfillment of the City's Strategic Plan Goal B, Public
Safety and Protection of Assets.
BACKGROUND
The current Heating, Ventilating, Refrigeration and Air Conditioning (HVAC) Service Contract with
Barr Engineering, Inc. will expire on June 30, 2015. The Notice Inviting Sealed Proposals was
advertised in March 2015.
A total of three proposals were received and evaluated by Field Services' staff. A Qualification
Based Selection process was used to evaluate and rank each proposal. Each proposal was
evaluated on four categories; experience, proposed work plan, management approach, and
financial impact. Each category received a numerical score. A final score was tabulated and then
averaged to determine the ranking of the proposers.
The ranking results are as follows:
Average
Rating
Score
1
78.33
2
68.33
3
61.66
Proposer
Air -Ex Air Conditioning, Inc.
Barr Engineering, Inc.
F.M. Thomas Air Conditioning
HVAC Maintenance
May 5, 2015
Page 2
Proposed
Annual Cost
$51,973.60
$71,257.00
$92,996.60
Air -Ex Air Conditioning, Inc. was selected as the most qualified after evaluating all the information
provided and verifying references.
As a result, it is recommended that the City Council award the annual contract for the Heating,
Ventilating, Refrigeration and Air Conditioning Systems Maintenance and Repair Program to Air -
Ex Air Conditioning, Inc.
Stack, P.E.
Public Works/City Engineer
S:\City Council Items\2015 Council Items\05-05-2015\Award of Contract For HVAC Maintenance -Air-Ex SC.docx