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Department of Finance - Division of Procurement & Contracts
Reference: Award of Formal Solicitation for “As Needed” HVAC Services- Including Repair, Installation, and Maintenance
To: Mayor Richard N. McLean and Members of City Council
Through: Clint Blackhurst, Acting City Manager
Prepared By: Pam Roeding, Procurement & Contracts Manager
Through: Chontel Trujillo, Assistant City Manager Operations; Karla Armstrong, Manager of General Services
CC: Jean Starr, Finance Director
Date Prepared: August 17, 2017
PURPOSE
Requesting City Council approval of a formal proposal for “As Needed” HVAC Services- Including Repair, Installation, and Maintenance to the lowest most responsive and responsible proposer, and approving the resolution giving the Mayor authority to sign the contract. Municipal Code Section 3.08.200, “. . . . After the City Council has approved a multi-term contract, the City Manager may approve an annual extension and any amendment thereto, provided that the contractor has performed the work satisfactorily, all terms and conditions of the contract have been fulfilled, the funds for said extension and amendment have been appropriated, and so long as the dollar amount of said contract extension and amendment is within the authority of the City Manager to approve. The City Manager, at his or her discretion, may take a multi-term contract and amendment thereto to the City Council for approval. All extensions and amendments to multi-term contracts in excess of the authority of the City Manager to approve shall be approved by the City Council.”
BACKGROUND
Formal Proposals were requested from qualified Contractors for the “As Needed” HVAC Services- Including Repair, Installation, and Maintenance. A multi-term agreement will be utilized, which includes the possibility of four, one-year extensions based on performance and renewable annually. Performance will be reviewed during the contract season and at the completion of each term with a decision made to continue or cancel the existing agreement. Each year’s renewal would be subject to annual appropriation.
This multi-term agreement will assist all departments with many projects and the day-to-day ongoing HVAC repairs and maintenance. The past performance of Building Technology Systems has been excellent and they have performed well. Their five year multi term has expired. The accumulative spend for the five year multi term was approximately $892,173.24.
Any projects over the estimated amount of $25,000 will not be covered by this services agreement and will be formally bid by Procurement & Contracts following Municipal Code requirements.
An Optional Pre-Proposal was conducted with four firms attending. Formal proposals were received on June 17, 2017 at 2:00 PM from the following three (3) Contractors:
Ø US Engineering
Ø Hensel Phelps
Ø Building Technology Systems
FINANCIAL IMPACT
The 2017 Adopted Budget for the different departments contains budget dollars for repairs and maintenance under the formal bid level of $25,000.
STAFF RECOMMENDATION
The Finance Department, in working with the General Services Department and completing the review and evaluation of this proposal the recommendation is to award to the firm having the requisite expertise and experience to perform the required services of Building Technology Systems for “As Needed” HVAC Services- Including Repair, Installation, and Maintenance Services under $25,000 per project. The recommended firm is Building Technology Systems.
Building Technology Systems is in good standing with the State of Colorado.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approval as presented
Ø Reject
Ø Require new proposals be prepared
ATTACHMENTS
Ø Resolution
Ø Evaluation Matrix
Ø Unit Price Comparison