Agenda #: 5.12
Meeting Date: June 20, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: FOURTH AMENDMENT TO THE MAINTENANCE SERVICES
AGREEMENT WITH TRANE U.S INC. FOR MECHANICAL AND
BUILDING AUTOMATION SYSTEM PREVENTATIVE MAINTENANCE
AND REPAIR SERVICES THROUGH JUNE 30, 2024.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the City Manager to sign, Fourth Amendment to the Maintenance Services Agreement with Trane U.S. Inc. dba Trane through June 30, 2024.
FINANCIAL IMPACT:
The total not-to-exceed amount for FY 2023/24 would be $72,700, including $52,000 for scheduled preventative maintenance and $20,700 for as-needed services and repairs.
Sufficient funds are included in the amount of $72,700 in the Fiscal Year 2023/24 Operating Budget to cover the cost of such services. This includes the vendor’s request for a CPI increase of 2.8% pursuant to the Original Agreement.
BACKGROUND/DISCUSSION:
Over the years, the City has upgraded a number of its mechanical and building automation systems (BAS) with new Trane equipment. The current systems provide a more consistent environment in the facilities and a comprehensive method to manage our energy consumption. Preventative maintenance is a cornerstone in managing mechanical equipment's repair cost, efficiency, and life expectancy. This amendment will continue our comprehensive preventative maintenance program for all City facilities while ensuring all current warranties remain in place.
The City currently has three facilities that have building automation systems in place, which provide staff with the ability to remotely monitor the mechanical operations of the
seventeen (17) pieces of equipment and to make changes to schedules, setpoints, airflow, and temperature to optimize the overall efficiency of the systems.
The initial term of the Original Agreement entered into on June 18, 2019, was from July 1, 2019, to June 30, 2020. Consistent with Section 2 of the Original Agreement, Term of Agreement, the City Council has the option to extend the Agreement for up to five (5), one (1)-year additional terms. This proposed extension represents the Fourth Amendment through June 30, 2024.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.12.a Fourth Amendment - Trane