Agenda Item No. _10
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Developm9pt Services/City Engineer Todd Gutjahr, Public Works Analys
FOR: City Council Meeting of June 26, 2 3
SUBJECT: First Extension and Amendment to the Contract with Allison Mechanical, Inc. for HVAC Operations and Maintenance Services at Various City -Owned Public Facilities in the City of Yucaipa
RECOMMENDATION:
That the City Council award and authorize the Mayor to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY24 with Allison Mechanical, Inc. in the not -to -exceed amount of$70,531 for HVAC Operations and Maintenance Services at Various City -Owned Public Facilities in the City of Yucaipa.
DISCUSSION:
On August 8, 2022, Council approved and authorized a contract with Allison Mechanical, Inc. (Allison) in the annual amount of $48,968, which included the amount of $33,968 for HVAC operations and maintenance services (Contract) and $15,000 for on -call HVAC emergency services and repairs. The services provided as part of this Contract include monthly, quarterly, and annual maintenance of HVAC equipment at various public facilities. The facilities include the 'Yucaipa Community Center, Yucaipa Performing Arts Center, City Hall, City Library, fire station facilities, police station, etc. The routine maintenance of the equipment ensures that the equipment is operating effectively and efficiently while extending the service life of the equipment. The Contract is for three (3) years and allows for three (3) annual extensions, with adjustments based on the annual change to the Consumer Price Index (CPI) for the Riverside -San Bernardino -Ontario, CA Area for all Urban Communities as defined by the original Contract.
Staff has contacted Allison regarding extending the Contract for FY24. Allison has agreed to the proposed extension and amendment to the Contract and has agreed to an increase in the Contract price based on the annual change in the CPI. The change in the CPI for March 2023 represents an increase of 4.6%. The CPI increase affects the routine maintenance costs in the Contract only. Allison has provided the City with satisfactory service throughout the term of the Contract.
Staff is recommending that the City Council approve the first extension and amendment to the Contract with Allison for FY24 in the amount of $35,531 and authorize the amount of $35,000 for any emergency repairs that may be required during the FY24, for a Contract total of $70,531.
FISCAL IMPACT:
The FY24 Annual Budget includes the cost of this item.
Attachments: 1. First Extension and Amendment to the Contract Approved by,
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ATTACHMENT 1
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FIRST EXTENSION AND AMENDMENT TO CONTRACT BETWEEN
ALLISON MECHANICAL AND THE' CITY OF YUCAIPA,
This amendment ("First Extension") is an amendment to the HVAC Operations and Maintenance Services at Various City -Owned Public Facilities in the City of Yucaipa contract between the City of Yucaipa, a municipal corporation ("City"), and Allison Mechanical, Inc. ("Contractor") on August 8, 2022 (the "Contract"). This Amendment to the Contract is effective as of July 1, 2023.
RECITALS:
A. On August 8, 2022, City and Contractor entered the Contract for HVAC Operations and Maintenance Services at Various City -Owned Public Facilities in the City of Yucaipa services for a terin of one (1) year.
B. The Extension of Contract of the Special Provisions allows the Contract to be extended beyond the initial term for an additional four (4), ore -year terms with mutual agreement by the City and Contractor and allows for an adjustment equal to the Consumer Price Index for the final three terms.
C. City and Contractor now wish to amend the Contract to extend the tern of the Contract by one work year.
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows:
Contract Extension. Section XI.C. of the Project Specifications reads as follows:
"This contract shall be for a period of one (1) year from the signing of the contract. If agreed upon mutually by the contractor and the City, the contract may be extended for four additional one (1) year contracts. After the 1 st year, the City and Contractor may agree to extend the contract in one-year increments for a period of four (4) more years. The years 2 - 5 would be extended if mutually agreed by the City and Contractor at the end of each year, with an adjustment being allowed equal to the CPI for the years 2, 3, 4, and 5. The CPI is defined as the Consumer Price Index for the Riverside -San Bernardino-Olitario Area for all 'Urban Consumers (1982-84=100). This extension is for all items bid under the original contract and includes Additive Alternate Items. Any other items must be discussed and agreed upon mutually between the contractor and the City in terms of cost and type of items. Each yearly extension of the contract will also be held to a period of one (1) year." This extension is for items bid under the original Contract, which HVAC Operations and Maintenance Services at Various City -awned Public Facilities. Any other items must be discussed and agreed upon mutually between the Contract and City in cost and type of items. Each yearly extension of the Contract will also be held to a period of one year.
The first extension period shall commence on July 1, 2023, and include a CPI increase for the FY23124 of 4.6%, for a HVAC Operations and Maintenance Services Contact total of 102
$35,530.53 and a On-Call/Emergency HVAC Repair contract in the amount of $35,000, for a total of$70,530.53.
2. Counterparts. This First Amendment may be executed in counterparts. Each counterpart shall be deemed an original, and all counterparts shall be deemed the same instrument with the same effect as if all parties hereto had signed the same signature page.
IN WITNESS WHEREOF, the parties hereby execute this Third Amendment as of the date first written above,
,Ana Sauseda, Date
Director of General Services/City Clerk
FUNDS AVAILABLE:
Phillip White, Director of Finance
Fermin fir, Preciado,
Director of Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
K
CITY OF YUCAIPA,
a municipal corporation
Justin Seaver, Mayor
CONTRACTOR
Date
Allison Mechanical, Inc. Date
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