DATE:
June 6, 2023
TO:
Mayor and Council Members
Chair and Board Members, Hesperia Water District
FROM:
Nils Bentsen, City Manager
BY:
Jeremy McDonald, Director of Public Works
Marc Morales, Management Analyst
SUBJECT:
Award of Contract for Heating, Ventilation, and Air-Conditioning (HVAC) Preventative Maintenance and Repair Services
RECOMMENDED ACTION
It is recommended that the City Council and Board of Directors of the Hesperia Water District (District) authorize the City Manager to enter into a three (3) year contract with Allison Mechanical, Inc. in a not-to-exceed amount of $246,816 for heating, ventilation, and air-conditioning (HVAC) preventative maintenance and repair services for City and District facilities.
BACKGROUND
The City contracts with an HVAC contractor for preventive maintenance and repairs at various City and Water District facilities, including the Hesperia Branch Library. These services include quarterly filter changes, system adjustments, and repairs to ensure HVAC systems are operating to factory specifications. With the aging HVAC systems, an aggressive preventative maintenance program will be incorporated to ensure these systems are operating at optimal capacity. While preventative maintenance will not eliminate failures, this will reduce the frequency in which they occur.
ISSUES/ANALYSIS
The current contract for HVAC preventative maintenance and repair services is set to expire on June 30, 2023 and to continue to provide these services, the City prepared a formal bid that was released on April 27, 2023 and closed on May 18, 2023. The City received the following bids:
Allison Mechanical, Inc.
McCloskey Mechanical Contractors, Inc.
FM Thomas Air Conditioning, Inc.
FY 2023-24
$79,816
$204,234
$109,072
FY 2024-25
$82.299
$215,959
$114,037.35
FY 2025-26
$84,701
$228,458
$117,402.33
Total Cost
$246,816
$648,651
$340,511.68
Upon review of the submitted bids, Allison Mechanical, Inc. was deemed the lowest responsible/responsive bidder for HVAC preventative maintenance and repair services.
FISCAL IMPACT
Sufficient funding has been included in the proposed Fiscal Year 2023-24 Operating Budget.
ALTERNATIVES
Provide alternative direction to staff.
ATTACHMENTS
None
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and Council Members, Chair and Board Members, Hesperia Water District Award of Contract for Heating, Ventilation, and Air-Conditioning (HVAC) Preventative Maintenance and Repair Services June 6, 2023