City of Pleasanton
7/11/2019 9:56:32 AM
7/11/2019 9:56:24 AM
CITY CLERK - TYPE
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THE CITY OF <br /> -'- �'"` CITY COUNCIL AGENDA REPORT 7 <br /> pLEASANTON <br /> July 16, 2019 <br /> Operations Services <br /> TITLE: APPROVE AGREEMENT WITH ACCO ENGINEERING SYSTEMS IN <br /> THE AMOUNT OF $129,948 FOR HEATING, VENTILATION, AIR <br /> CONDITIONING (HVAC) MAINTENANCE SERVICES FOR CITY <br /> FACILITIES <br /> SUMMARY <br /> The Operations Services Department oversees the maintenance of the heating, <br /> ventilation and air conditioning (HVAC) equipment for all City facilities. Historically, the <br /> maintenance for HVAC systems have been performed on an as-needed basis. The new <br /> maintenance agreement will allow for a more pro-active approach that will include <br /> quarterly and annual maintenance as well as emergency repair services, thus extending <br /> the life of the equipment and reducing repair costs. <br /> The current as-needed agreement for HVAC expired on June 30, 2019, therefore staff <br /> conducted a competitive bidding process for a new maintenance service agreement that <br /> resulted in five (5) contractor bids with ACCO Engineering Systems being selected as <br /> the qualified low bidder. <br /> The term for the proposed new maintenance service agreement with ACCO <br /> Engineering Systems is for three years with the option for two additional one-year <br /> extensions. <br /> RECOMMENDATION <br /> Approve and authorize the City Manager to execute a three-year maintenance service <br /> agreement with ACCO Engineering Systems for HVAC maintenance and emergency <br /> repairs services with the option for two additional one-year extensions for a not-to- <br /> exceed amount of $129,948. <br /> FINANCIAL STATEMENT <br /> Funding for HVAC maintenance and emergency repairs is appropriated in the <br /> Operations Services Department's Support Services Division budget. The total <br /> compensation for the first three years of the agreement is $128,948. The contract <br /> amount per fiscal year is $41,690 for FY 2019/20, $42,983 for FY 2020/21 and $44,275 <br /> for FY 2021/22. The contract amounts include emergency repair services and a 10% <br /> contingency for unforeseen circumstances and related extra services as determined to <br /> be necessary by the City. <br />
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