TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Jennifer Alvarez, Interim City Manager
DATE: November 17, 2020
Title
APPROVAL TO INCREASE THE CONTRACT VALUE IN THE AMOUNT OF $500,000 WITH SIEMENS INDUSTRY, INC. FOR INSTALLATION, SERVICE AND REPAIR OF HVAC SYSTEMS AT THE POLICE DEPARTMENT HEADQUARTERS FACILITY
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Recommended Action:.
Recommendation
Motion to approve increase in the amount of $500,000 to the contract value, comprising of $300,000 increase for products and services and $200,000 for a Capital Improvement Project (CIP) for the Police Department (PD) as approved in FY21 CIP. The increase will enable needed service provision by Siemens Industry for the Police Department Headquarters.
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Background:
On April 17, 2018 City Commission approved Resolution No. 37-18 with Siemens Industry, Inc utilizing the existing contract prices provided to The National Joint Powers Alliance (NJPA), solicitation number 030817-SIE, for an initial four (4) year contract term with the option to renew for one (1) additional year term for HVAC Systems Installation and Service with Related Products and Supplies. Purchasing Cooperative contracts of this type are used to obtain the best products at optimal pricing.
The HVAC system at the Police Department includes specialized equipment that requires technical skills that other companies do not provide. Apart from some recent upgrades most of the air conditioning system is original to the building, circa 1987. Staff recommends increasing the approved contract value for the following purpose:
1. The Building Maintenance Department is responsible for ensuring that all facility assets are provided and mainlined in a safe, clean reliable, and fiscally responsible manner. Increasing the annual funding will address critically deferred maintenance items until such time a complete building replacement becomes practicable.
2. This fiscal year included a Police Department (PD) sponsored Capital Improvement Project to replace the facilities energy management system (EMS). Energy management systems (EMS) are computer controls that monitor and control a building’s HVAC and other energy systems. Software controls the HVAC system and provides notifications and alarms when the HVAC system is not operating efficiently. These systems are capable of controlling many different functions in a building and include intelligent reports to help identify problems and trends, provide recommendations for fixes, and integrate control systems to automate responses.
The total revised cumulative agreement value is provided below.
|
Revised Estimated Contract Value |
|
Initial Term (revised) |
May 8, 2018 - May 8, 2021 |
$ 150,000 |
|
Renewal 1 (revised) |
May 8, 2021 - May 8, 2022 |
$ 150,000 |
|
Police Department |
Energy Management System- A/C ductwork CIP Approved F/Y 2021 |
$ 200,000 |
|
$ 500,000 |
This motion is in accordance with the Code of Ordinances Chapter 36, Commission Approval Required and Purchasing Policies and Procedures Manual, Accessing Contracts from other Government Agencies and Not-for-Profit Organizations.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding will be proportionately prioritized in FY21-23 from Account No. 001-41-350-519.46-20; Building Maintenance.
Funding is available from Account No. 334-41-000-522.62-02; CIP Police Department.
Timing of Request:
This issue is very time sensitive. Continued maintenance and improvements will extend the useful life of the structure.