HomeMy WebLinkAbout10 HVAC CONTRACT 09-07-04 Agenda Item 10 AGENDA REPORT Reviewed: t£ City Manager Finance Director MEETING DATE: SEPTEMBER 7,2004 TO: WILLIAM A. HUSTON, CITY MANAGER FROM: PUBLIC WORKS DEPARTMENT/FIELD SERVICES DIVISION SUBJECT: AWARD OF CONTRACT FOR THE HEATING, VENTILATING, REFRIGERATION AND AIR CONDITIONING SYSTEMS MAINTENANCE AND REPAIR PROGRAM FROM SEPTEMBER 1, 2004 THROUGH JUNE 30, 2005 WITH THE OPTION OF THREE, ONE-YEAR EXTENSIONS SUMMARY Award of a Professional Services Contract for the Heating, Ventilating, Refrigeration and Air Conditioning Systems Maintenance and Repair Program at all City Facilities. The contract will provide for all HVAC maintenance and repairs for FY 2004/2005, with the option of three, one-year extensions through June 30, 2008. RECOMMENDATION It is recommended that the City Council award this Heating, Ventilating, Refrigeration and Air Conditioning Systems Maintenance and Repair Contract, for Fiscal Year 2004/2005 to Barr Engineering, Inc., in the amount of $11,635.00, 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 requested in the Field Services' Operating Budget, account number 01-407-6120 for the City's buildings and in Water Operation's Operating Budget, account number 70-458-6035 for the various Water facilities. It is anticipated that the Operating Budgets for the following three years will contain similar amounts for the optional three, one-year extensions. BACKGROUND The current HVAC Service Contract with Barr Engineering, Inc. expired on June 30, 2004. the Notice Inviting Sealed Proposals was advertised as a Professional Services Contract in July, 2004. The HVAC Services Contract is not considered a Public Works contract as defined by the Public Contracts Code and therefore is not subject to the competitive bid process. A qualification based selection process was used to evaluate and rank each proposal. Two proposal packets were received and evaluated by Field Services' staff. Each proposal was evaluated based on four categories: Experience, Proposed Work Plan, Management Approach, and Financial Impact to the City. Each category received a numerical score. A final score was tabulated for all categories, and then averaged to determine the ranking of the proposers. Award of Contract for the Heating, Ventilating, Refrigeration and Air Conditioning Systems Maintenance and Repair Program from September 1, 2004 through June 30, 2005 with the Option of Three, One-Year Extensions September 7,2004 Page 2 The ranking results are as follows: Rating 1 2 Average Score 83.0 73.5 Contractor Barr Engineering Inc. Conditioned Air Technicians Proposed Annual Cost $13,962.07 $39,667.80 Barr Engineering, the current provider for the City of Tustin, was selected as the most qualified proposer after evaluating all the information provided by each contractor. 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 Barr Engineering, Inc. The contract amount is $1,163.50 per month, for the period from September 1, 2004 through June 30, 2005. The contract contains an option that will allow the City to grant three, one-year extensions through June 30, 2008, based upon future Consumer Price Index (CPI) adjustments and subject to the contractor's overall satisfactory performance. c/~~ Tim D. Serlet Director of Public Works þJ~ #W7 Wisam Altowaiji Field Services Manager TDSWA:ccg:Award of Contract HVAC 9-1-04 - 6-30-05.doc