HomeMy WebLinkAbout2019-02-12 - AGENDA REPORTS - AWARD HEATING AND AIR CONDITIONING MAINT CONTR (2)9
Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: February 12, 2019
SUBJECT: AWARD HEATING AND AIR CONDITIONING MAINTENANCE
CONTRACT
DEPARTMENT: Public Works
PRESENTER: Cruz Caldera
RECOMMENDED ACTION
City Council:
1. -JHN and
award a one-year contract to Johnson Controls, Inc., to provide air conditioning and heating
maintenance and repairs for 13 City facilities, for an annual amount of $133,000 and an
annual contingency of $26,600, for a total one-year contract amount not to exceed $159,600.
2. Authorize the City Manager or designee to execute up to three additional, one-year renewal
options beginning in year two, not to exceed the combined annual base contract and
contingency amount of $159,600, plus an adjustment consistent with the appropriate
Consumer Price Index, upon request of the contractor, and contingent upon the appropriation
of funds by the City Council in the annual budget for such fiscal year.
3. Authorize an appropriation of funds in the amount of $13,520 from Transit Fund 700 to
expenditure account 12401.5161.001 beginning in Fiscal Year 2018-19, and an ongoing
annual basis, commencing in Fiscal Year 2019-20 for maintenance costs associated with the
award of this contract, contingent upon the appropriation of funds by the City Council during
the annual budget process in subsequent fiscal years.
4. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event impossibility of performance arises, and execute all
documents subject to City Attorney approval.
BACKGROUND
tenance
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operation of 13 City facilities. The City contracts out for heating and air conditioning
maintenance of these facilities. The maintenance services contract includes routine preventative
maintenance and on-call or emergency response to immediately fix any issues that arise.
Preventative maintenance includes, but is not limited to, cleaning, adjusting temperature
controls, changing filters, lubricating, and inspection/calibration of heating controls and
thermostats, as well as checking safety controls.
An extensive analysis was conducted to determine if any changes in our air conditioning and
heating maintenance were needed to ensure the City would receive the best quality, pricing, and
service. During this analysis, it was determined that use of a cooperative agreement was the most
efficient way to purchase this type of service.
On July 11, 1995, the City Council approved the use of "piggyback" purchasing. This process
allows the City to place orders against a competitively awarded public agency contract. The
City's contract with Sourcewell (contract #030817-JHN), which was competitively solicited
through their nationwide bid process, was awarded on May 8, 2017, and is valid through 2021,
with an optional fifth year renewal, allowing the City to take advantage of an existing process.
A cost analysis revealed that Johnson Controls, Inc., provides competitive pricing, quality
service, and the best value to the City. Staff previously worked with Johnson Controls, Inc., to
develop a proposal for an in-depth preventative maintenance program for heating and air
conditioning at the City's 13 facilities. Staff is recommending awarding the contract to Johnson
Controls, Inc., to provide air conditioning and heating maintenance and repairs for the City's 13
facilities, for an annual contract amount of $133,000 and an annual contingency of $26,600, for a
total one-year contract amount not to exceed $159,600. The term of this contract will be one year
and may be renewed annually for a total of up to three years.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund associated with this action. The award of this contract is
contingent upon an appropriation of funds in the amount of $13,520 from Transit Fund 700 to
expenditure account 12401.5161.001 beginning in Fiscal Year 2018-19 and on an on-going
annual basis commencing in Fiscal Year 2019-20.
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