Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: February 28, 2023
SUBJECT: HEATING AND AIR CONDITIONING MAINTENANCE AND
EMERGENCY REPAIR CONTRACT
DEPARTMENT: Neighborhood Services
PRESENTER: Nelson Vasquez
RECOMMENDED ACTION
City Council:
1. Approve the use of a “piggyback” contract through Sourcewell contract #070121-JHN and award a one-year contract to Johnson Controls, Inc., to provide air conditioning & heating maintenance and unforeseen emergency repair services to all City-owned facilities for a total one-year contract amount of $381,842.
2. Authorize the City Manager or designee to execute up to three additional, one-year renewal options, not to exceed $381,842, plus an adjustment consistent with the appropriate Consumer Price Index, upon request of the contractor, and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
3. Authorize an ongoing appropriation of funds in the amount of $27,760 from Transit Fund 700 to expenditure account 7003701-511105 and $8,375 from Public Library Fund 309 to expenditure account 3098201-511105 for maintenance costs associated with the award of this contract, contingent upon the appropriation of funds by the City Council during the annual budget process in subsequent fiscal years.
4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita's (City) Neighborhood Services Department administers the maintenance operations of all City-owned facilities. The City contracts out for heating and air conditioning maintenance and emergency repairs of these facilities.
The City has been contracting with Johnson Controls, Inc. (JCI) to supply routine preventative maintenance and on-call or emergency response to address all issues that arise for the City's heating and air conditioning maintenance. Staff worked with JCI to develop an in-depth preventative maintenance program to enhance and maintain regular heating and air conditioning maintenance at various key facilities. Primary preventative maintenance services include equipment cleaning, temperature control adjustments, filter replacements, parts lubricating, inspection and calibration of heating controls and thermostats, and checking safety mechanisms.
Moreover, JCI has responded to various City facility emergencies, offering immediate assistance to unforeseen events such as freon leaks, fan motor disruptions, variable air volume (VAV) errors, and compressor failures.
On July 11, 1995, the City Council approved "piggyback" purchasing, allowing the City to place orders against a competitively awarded public agency contract. Sourcewell's contract with JCI (contract #070121-JHN) was competitively solicited through a nationwide bid process, was awarded in October 2021 and is valid through August 2025 with an optional fifth-year renewal.
Based on previous experience involving routine and emergency-related work, cost analyses based on pricing, best value, and quality service, and a comprehensive evaluation of the City's HVAC infrastructure, staff is recommending awarding the contract to JCI to provide air conditioning and heating maintenance and repairs for all City-owned facilities for an annual contract amount of $181,842, and to provide as needed emergency repairs, for an annual amount of $200,000, for a total one-year contract amount not to exceed $381,842.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund associated with this action. The award of this contract is contingent upon an ongoing appropriation of funds in the amount of $27,760 from Transit Fund (Fund 700) to expenditure account 7003701-511105 and $8,375 from Public Library Fund (Fund 309) to expenditure account 3098201-511105.
ATTACHMENTS
Johnson Controls Proposal
Johnson Controls Contract (available in the City Clerk's Reading File) Sourcewell Contract (available in the City Clerk's Reading File)