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1 DATE: August 19, 2024
TO: Mayor and Members of City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Andrew Brozyna, Public Works Director
Kurt Zander, Building and Vehicle Maintenance Manager
DEPARTMENT: Public Works
SUBJECT: ISSUANCE OF A REQUEST FOR PROPOSAL FOR CITYWIDE
HEATING, VENTILATION AND AIR CONDITIONING (HVAC)
SYSTEM PROGRAMMED MAINTENANCE AND SYSTEM
REPAIR FROM JANUARY 1, 2025 TO DECEMBER 31, 2027
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution authorizing the issuance of a Request for Proposal (RFP) for Citywide HVAC System Programmed Maintenance and System Repair from January 1, 2025, through December 31, 2027, with the option to extend through December 31, 2029, and finding that this action is not a project under Section 15378 of the CEQA guidelines.
EXECUTIVE SUMMARY
The attached RFP was developed to address routine HVAC maintenance and to allow the City to engage the same vendor to repair unforeseen issues on existing HVAC equipment.
The scope of work requested under this RFP includes routine service and standard repairs to existing equipment. It does not include “stand alone” replacement projects or improvement projects.
BACKGROUND
The Building Maintenance Division of the Public Works Department maintains all of the
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1 City’s buildings and facilities. The City contracts for routine HVAC service and repair for these buildings and facilities, which is specialized work that requires certifications not held by Building Maintenance Division staff.
ANALYSIS
The scope of work for HVAC programmed maintenance and system repair included in the attached RFP applies to the following City facilities:
• Corporation Yard
• City Hall
• Council Chambers
• Fire Administration (First Floor EOC)
• Police Station
• Library/Community Center
• Recreation Center/Senior Wing
• Teen Center
The current schedule for the Recreation Center Rebuild project anticipates construction from October 2024 until June 2026, after which the HVAC system should be under warranty for another year or more, so the RFP makes it clear that services and pricing provided through this RFP for the Recreation Center will be utilized only if the project schedule is adjusted such that the building is open during the term of the agreement.
Extensions will be exercised with attention to the progress of the project and anticipated completion dates.
Staff recommends that the RFP seek pricing for repairs to the system on a time and materials basis to allow staff to use the regular service vendor to also perform repairs.
Thus, the attached RFP was developed to address not only programmed maintenance, but also to allow the City to engage the vendor to repair unforeseen issues on existing HVAC equipment.
Repair costs associated with the HVAC system vary from year to year and are difficult to forecast. The agreement will allow the selected vendor to perform repairs to existing HVAC equipment at a set time and materials rate. Foster City Municipal Code section
3.04.170 (B) defines a “public project” to include, among other things, repair work involving any publicly owned, leased or operated facility. However, because public projects less than or equal to $60,000 may be performed by negotiated contract or by purchase order, any repairs required will be for an amount not to exceed $60,000 per single repair.
This agreement is not intended to encompass “stand alone” replacement or improvements projects, or major repairs which will continue to be performed pursuant to State law, the City’s Purchasing Ordinance, and the City’s Purchasing Policy. 7 4
1 Proposed Timeline:
August 20, 2024: Issue Request for Proposal
September 17, 2024: Proposals Due
November 4, 2024: City Council Awards Contract
January 1, 2025: Vendor begins to Provide Service
CEQA
This action is not a project under Section 15378 of the CEQA Guidelines, as the issuance of an RFP has no potential for a direct or indirect physical change in the environment.
Therefore, no CEQA review is required.
FISCAL IMPACT
There is no significant cost to issue the RFP. The fiscal impact of the agreement will be discussed in the staff report that accompanies the agreement award.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 - Resolution
Attachment 2 - Cover Letter and RFP for HVAC System Programmed Maintenance and System Repair