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CITY COUNCIL AGENDA COMMUNICATION |
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| | | | | | | | | AGENDA DATE: | July 11, 2017 |
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| | | | | | | | | SUBJECT: | Authorize the City Manager to Execute a Contract Amendment with TB2 Services, dba Aire Dynamics, Inc. for the Annual HVAC Preventative Maintenance and Repair Services for City Facilities by Increasing the Contract $48,665 to an Estimated Annual Amount of $140,000. |
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| | | | | | | | | STAFF RESOURCE: | Jimmy Knipp, Assistant Director of Community Services
Debra Morris, Purchasing Manager |
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| | | | | | | | | PREVIOUS COUNCIL ACTION: | On January 13, 2017, the City Council authorized an annual contract with Aire Dynamics for HVAC preventative maintenance and Repair Services for city facilities with two optional one-year renewals in the amount of $90,000. |
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| | | | | | | | | ACTION PROPOSED: | Authorize the City Manager to Execute a Contract Amendment with TB2 Services, dba Aire Dynamics, Inc. for the Annual HVAC Preventative Maintenance and Repair Services for City Facilities by Increasing the Contract $48,665 to an Estimated Annual Amount of $140,000. |
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| | | | | | | | BACKGROUND
On January 13, 2017, the City Council authorized the City Manager to execute an annual contract with TB2 Services, dba Aire Dynamics, Inc. for HVAC preventative maintenance and repair services for city facilities with two optional one-year renewals in the amount of $90,000, and awarded a contract with CEC Facilities Group, LLC as the secondary vendor.
Since the initial contract, the City has executed two amendments to add the City's K-9 facility and the new HVAC unit for Fire Station #2. These additional services increased the original annual amount to $91,335.
The January 2017 competitive bidding process resulted in the City selecting a new vendor, Aire Dynamics, for this service. This increased annual amount reflects an increased need for repair services as a result of discoveries during the preventative maintenance work conducted by Aire Dynamics, and verified by city staff. The pricing reflects the same fixed prices as quoted in the original bid award.
The current contracted amount of $91,335 includes $78,740 for scheduled preventative maintenance and $12,615 for small repairs. Current repairs have totaled $37,360 since January. Amendment 3 will increase the contract to allow for $80,000 in preventative maintenance and $60,000 for miscellaneous repairs through the end of 2017.
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| | | | | | | | BUDGETARY IMPACT
Funding for the annual contract for HVAC Maintenance and Repair is available in the Community Service, Parks and Recreation, and Fire Department operating budgets within the General Fund and within the Water and Sewer Fund.
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| | | | | | | | STAFF RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to execute a contract amendment with TB2 Services, dba Aire Dynamics, Inc. for HVAC preventative maintenance and repair services for city facilities by increasing the contract $48,665 to an estimated annual amount of $140,000.
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| | | | | | | | MOTION
I make a motion to authorize the City Manager to execute a contract amendment with TB2 Services, dba Aire Dynamics, Inc. for HVAC preventative maintenance and repair services for city facilities by increasing the contract $48,665 to an estimated annual amount of $140,000.
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