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