Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Scott Washburn, Deputy Director of P blic Works T S
Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of October 23, 2023
SUBJECT: Contract Amendment No. 2 with Allison Mechanical, Inc. for HVAC Operations and Maintenance Services at Various City -Owned Public Facilities RECOMMENDATION:
That the City Council authorize the City Manager to execute Contract Amendment No. 2 with Allison Mechanical, Inc. for HVAC Operations and Maintenance Services at Various City -Owned Public Facilities (Program) in the amount of $45,000 for 14VAC system repairs at City facilities for a revised contract total in the amount of $115,531 for FY24.
BACKGROUND/DISCUSSION:
On June 26, 2023, the City Council approved a contract with Allison Mechanical, Inc. for FY24 in the not -to -exceed amount of $70,531 for the Program. At that time, $35,000 was determined to be an appropriate amount to fund any required unanticipated HVAC system repairs for FY24. This amount was based on prior years' expenditures for HVAC repair.
Consistent with the City Council Goals adopted by the Council on April, 10, 2023, staff has been focusing on the maintenance of current projects and City facilities. In working with the City's HVAC maintenance contractor, staff has evaluated the overall maintenance needs for existing HVAC systems at City facilities to determine the most efficient and cost effective approach to extend the life of these systems. As part of the process to establish the appropriate level of maintenance, staff has found that many of the older systems will require more significant repairs in the near future in order to extend their overall life and significantly reduce overall replacement costs in the future. As a result, the proposed Amendment No. 2 will allow for these significant repairs to be completed at the appropriate level consistent with industry standards. In addition, proposed Amendment No. 2 in the amount of $45,000, will address the recent increase.in costs associated with HVAC maintenance as a result of part/equipment shortages and labor costs.
FISCAL IMPACT:
The FY24 Annual Budget includes the cost of the additional $45,000.
Attachments:
1. Amendment No. 2 — Allison Mechanical Inc.
Approved by:---
Attachment 1
CITY OF
5 i
AMENDMENT NO. 2 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 23"1 day of October 2023, 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 July 1, 2023, between the subject CONSULTANT and the City of Yucaipa, Amendment No. 1 to the original agreement for FY 2023/2024 shall be as follows for the additional contract services.
Original Agreement Amount (Maintenance and Operations Services) $35,531 Original Agreement Amount (Repair Services) $35,000
Amendment No. 1 (Repair Services) $45,000
Revised Agreement Amount $115,531
CITY Fee and Payment Thereof
The CITY will pay the CONSULTANT for services rendered, based on the industry standard "Schedule of Rates" agreed upon by both parties for FY 2023/2024, in the total amount NOT TO EXCEED $115,531 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 23" day of October 2023.
ATTEST:
Date
City of Yucaipa
A Municipal Corporation
Ana V. Sauseda, CMC Chris Mann, City Manager
Director of General Services/City Clerk
Date
Allison Mechanical Date