Agenda Item No. 8
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Developpwr4 Services/City Engineer i h; IZ �- F) , Todd Gutjahr, Public Works Analy6.-) b)\l
FOR: City Council Meeting of October 24, 2022
SUBJECT: Contract Amendment No. 1 with Allison Mechanical, Inc.
RECOMMENDATION:
That City Council authorize the City Manager to execute Contract Amendment No. 1 with Allison Mechanical, Inc. for the HVAC Service and Repair Program in the amount of $30,000 for additional costs of necessary HVAC system repairs at City facilities for a revised contract total in the amount of $78,968 for FY2022/2023.
BACKGROUND/DISCUSSION:
In April 2021, Council approved and authorized a contract in the annual amount of $33,968 with Allison Mechanical, Inc. (Allison) for Heating, Ventilation, and Air Conditioning (HVAC) Operations and Maintenance Services at Various City -Owned Public Facilities (Services) for the remainder of FY2020/2021 and FY2021/2022. On January 24, 2022, Council approved and authorized a contract in the amount of $38,500 with Allison for HVAC emergency services and repairs. On September 12, 2022, City Council authorized the City Manager to approve Change Order No. 1 with Allison for the Services in the amount of $7,300 to cover the costs of additional operations and maintenance service costs for a contract total in the amount of $41,268 for FY2021/2022.
On August 8, 2022, Council approved and authorized a contract in the annual amount of $48,968, which included the amount of $33,968 for HVAC operations and maintenance services and $15,000 for on -call HVAC emergency services and repairs. At that time, $15,000 was determined to be an appropriate amount to fund any required repairs anticipated for FY2022/2023 based on prior years' HVAC repair work.
The proposed Amendment No. 1 to the Allison contract for HVAC emergency services and repairs in the amount of $30,000 will allow additional emergency repairs and equipment part replacement to be completed as needed. The current agreement includes providing operations and maintenance services and emergency repair services to the City's HVAC units at various public facilities owned by the City of Yucaipa. The recent higher -than -normal usage has resulted in many of the older HVAC units requiring additional repairs and parts replacement not experienced in past years. -119-
City Council Meeting of October 24, 2022
Contract Amendment No. 1 with Allison Mechanical, Inc.
FISCAL IMPACT:
The adopted FY2022/2023 includes funding for HVAC operations and maintenance services in the amount of $32,092 for City facilities, $7,836 for fire station facilities, and $9,040 for the Yucaipa Police Station for a total of $48,968. The FY2022/2023 Parks Capital Replacement Fund (PCRF) budget includes funding in the amount of $260,000 for a variety of items related to City facilities and projects. The proposed Contract Amendment No. 1 with Allison Mechanical, Inc. for the HVAC Service and Repair Program proposes utilization in the amount of $30,000 from the PCRF budget, leaving an available balance in the PCRF budget in the amount of $230,000.
Attachments: Amendment No. 1 — Allison Mechanical Inc.
Approved by:
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AMENDMENT NO. 1 TO PROVIDE ON -CALL HVAC OPERATIONS
AND MAINTENANCE SERVICES AT VARIOUS CITY -OWNED PUBLIC
FACILITIES IN THE CITY OF YUCAIPA
THIS AMENDMENT, made and entered into this 24" day of October 2022, by and between Allison Mechanical, Inc., hereinafter called "CONSULTANT," and City of Yucaipa, a municipal corporation, hereinafter called "City."
NOW, THEREFORE, CONSULTANT and CITY mutually agree as follows:
Subject to the terms and conditions of the original agreement dated August 8, 2022, between the subject CONSULTANT and the City of Yucaipa, Amendment No. 1 to the original agreement for FY 2022/2023 shall be as follows for the additional contract services.
Original Agreement Amount (Maintenance and Operations Services $33,968 Original Agreement Amount (Repair Services) $15,000
Amendment No. 1 (Repair Services) $30,000
Revised Agreement Amount
CITY Fee and Payment Thereof
$78,968
The CITY will pay the CONSULTANT for services rendered, based on the industry standard "Schedule of Rates" agreed upon by both parties for FY 2022/2023, in the total amount NOT TO EXCEED $78,968 for the work required to complete On -Call HVAC Operations and Maintenance Services at Various City -Owned Public Facilities in the City of Yucaipa.
IN WITNESS WHEREOF, the parties hereto have executed this agreement on the 24" day of October 2022.
Allison Mechanical, Inc. City of Yucaipa
Date Authorized Agent for City Date
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