| | | | | | | |
CITY COUNCIL AGENDA COMMUNICATION |
|
| | | | | | | | | AGENDA DATE: | January 22, 2019 |
|
| | | | | | | | | SUBJECT: | Authorize the City Manager to Execute a Contract with TB2 Services, dba Aire Dynamics, Inc. as the Primary Vendor for the Annual HVAC Preventative Maintenance and Repair Services for City Facilities for an amount of $300,000 and Establish a Contract with CEC Facilities Group, LLC., as the Secondary Vendor. |
|
| | | | | | | | | STAFF RESOURCE: | Debra Morris, Purchasing Manager
Casey Bennett, Purchasing Analyst |
|
| | | | | | | | | ACTION PROPOSED: | Authorize the City Manager to Execute a Contract with TB2 Services, dba Aire Dynamics, Inc. as the Primary Vendor for the Annual HVAC Preventative Maintenance and Repair Services for City Facilities for an amount of $300,000 and Establish a Contract with CEC Facilities Group, LLC., as the Secondary Vendor. |
|
| | | | | | | | BACKGROUND
On November 8, 2018, the City of Allen Purchasing Division received a total of five responses to the official Request for Proposal. The purpose of initiating a Request for Proposal for this contract was to ensure that we were soliciting responses from the most qualified contractors to perform the work needed. A total of five-hundred and twenty-three suppliers were invited to participate through the eBid system. Five responsive submissions were received through the process. While Price and Parts Markup (PPM) was one of the key factors used in the evaluation process, Qualifications and Experience (Q&E), References and Certifications were also given equal weight during the evaluation process. A weighted average of scores from the evaluation team was used to create this award recommendation.
The Purchasing division recommends a contract amount of $100,000 for Preventative Maintenance, with an additional amount of $200,000 for Small Repairs to TB2 Services, dba Aire Dynamics Inc. as the Primary vendor and the company representing the best value. Additionally, the Purchasing division recommends CEC Facilities Group as the alternate awarded vendor in the event that TB2 Services, dba Aire Dynamics Inc. cannot adequately service the City's needs. The first term of the agreement will begin on January 23, 2019 for a period of one year with two renewal terms of one year each.
An amount of $100,000 for Preventative Maintenance is requested to ensure that adequate budget is available to cover unforeseen increases in costs. Situations which may affect the overall price may include additions or major changes to our list of maintenance items, any errors or omissions of maintenance items discovered after the completion of the bid, or the utilization of the secondary vendor in the event the primary vendor is unable to satisfy their obligations to the City.
|
| | | | | | | | 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.
|
| | | | | | | | STAFF RECOMMENDATION
Staff recommends the City Council authorize the City Manager to execute a contract with TB2 Services, dba Aire Dynamics, Inc. as the Primary Vendor for the Annual HVAC Preventative Maintenance and Repair Services for an amount of $300,000 and Establish a contract with CEC Facilities Group, LLC., as the Secondary Vendor.
|
| | | | | | | | MOTION
I make a motion to authorize the City Manager to execute a contract with TB2 Services, dba Aire Dynamics, Inc. as the Primary Vendor for the Annual HVAC Preventative Maintenance and Repair Services for an amount of $300,000 and establish a contract with CEC Facilities Group, LLC., as the Secondary Vendor.
|
|