COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Bill Young, Transportation & Maintenance Superintendent
SUBJECT:Title
Approve Competition Impracticable and Six-Month Contract Extension for HVAC Inspection and Preventative Maintenance and On-Call Repair Services with Air Control (Bill Young)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
Approve Competition Impracticable and Contract (Oracle Contract #500376) for HVAC Inspection and Preventative Maintenance and On-Call Repair Services with Air Control in accordance with City Code § 3.10.010.2, which requires City Council approval and 3.10.010.3(A)(18).
BACKGROUND:
In April 2023, the City solicited, via Request for Quotes, HVAC Inspection & Preventative Maintenance and On-Call Repair Services and awarded an agreement to Air Control. Services including yearly maintenance and repair of various HVAC units (air conditioning and heating) and components, devices, equipment and systems throughout the City.
At the time it was anticipated that the annual expenditure for these services would be under $50,000. The expenditure for repair and preventative maintenance services, to date, are approaching the $50,000 limit. It is anticipated that the total amount for this contract year will be approximately $75,000, requiring City Council approval of expenditures and a more formal solicitation process to be completed.
The City intends to issue a Request for Proposals before this renewed contract expires, with the intent of awarding a Job Order Contract to multiple vendors.
A Competition Impracticable allows the City to continue uninterrupted HVAC Services with Air Control for an additional six (6) months (or until a new contract is awarded) while a Job Order Contract solicitation is issued and awarded.
COMMUNITY IMPACT:
N/A
FISCAL IMPACT:
Expenditures not-to-exceed $75,000.
ATTACHMENTS:
Competition Impracticable Determination and Authorization
SUGGESTED MOTION:Recommended action
I move to approve the Competition Impracticable and Contract extension amendment in an amount not to exceed $75,000 for HVAC Inspection and Preventative Maintenance and On-Call Repair Services with Air Control and authorize the City Manager to execute the contract amendment.