Title
Contract for HVAC Maintenance, Repair and Replacement at GRU Facilities B)
Explanation
Historically, GRU has outsourced the maintenance of HVAC equipment for all of its facilities. Over the past 5 years, GRU has undertaken a performance driven maintenance program through its HVAC contractor. As a result of the program, the equipment has been elevated to an operating level that is as near to design specifications as possible with minimal equipment down time. The current bid specifications were developed with the objective of continuing a well-managed maintenance schedule for all of GRU's HVAC and related equipment. Ice machines, which had not been included in the prior contract, will be maintained under this contract.
The three year contract provides for adjustments to the contract price each anniversary date of the contract based on market conditions. If the Contractor requests a price increase, documentation to support the price increase shall be provided to GRU staff for review and negotiation and shall not exceed the Consumer's Price Index (CPI) during the previous twelve months.
Invitations to Bid were sent to five (5) prospective HVAC companies. A mandatory pre-bid meeting and walk-through of the facilities was held. Three companies attended the meeting and submitted bids. A tabulation of the bids received is attached for reference.
Recommendations
The City Commission: 1) authorize the General Manager, or his designee, to execute a three year contract with Johnson Controls, Inc. for HVAC maintenance, repair and replacement at GRU facilities, subject to the approval of the City Attorney as to form an legality; and 2) approve the issuance of initial purchase orders of $146,496 for the first year of the contract and the issuance of purchase orders for the subsequent years of the contract subject to annual price increases not exceeding contract provisions and the appropriation of funds for these services in each fiscal year of the contract.
Fiscal Note
Funds for these services have been included in the Operating and Maintenance budget of the Facilities Maintenance Division in FY 2005 budget and will be requested in subsequent year budgets.
Drafter
Prepared by: Patricia A. Moore, Administrative Services Director
Submitted by: Michael L. Kurtz, General Manager