City of Santa Clara - File #: 18-914

• File #: 18-914
• Version: 1
• Type: Consent Calendar
• Status: Agenda Ready
• File created: 6/21/2018
• In control: Council and Authorities Concurrent Meeting
• On agenda: 10/9/2018
• Final action: 10/9/2018
• Title: Action on Agreements for On-Call Heating, Ventilation, Air Conditioning (HVAC) Services with Prime Mechanical, Inc. and Thermal Mechanical, Inc.

Date	Ver.	Action By	Action	Result
10/9/2018	1	Council and Authorities Concurrent Meeting	Approved

REPORT TO COUNCIL
SUBJECT
Title
Action on Agreements for On-Call Heating, Ventilation, Air Conditioning (HVAC) Services with Prime Mechanical, Inc. and Thermal Mechanical, Inc.

Report

BACKGROUND
The Public Works Department oversees maintenance and repairs for approximately 800,000 square feet of buildings throughout the city. In order to continue to provide services in a timely and efficient manner, the Department periodically uses various vendors to assist with the workload.

The scope of these agreements provides HVAC on-call repairs and maintenance for systems at various City facilities. City buildings such as City Hall, the Old Courthouse, Police Department, Central Library and Northside Library, Senior Center and others have mechanical equipment used to heat, ventilate, and air condition these facilities. The HVAC systems are critical components to functionality of the buildings. This equipment needs to be inspected and adjusted on an annual basis as it is important to keep the buildings at proper, stable temperatures. The on-call repairs portion of the Agreement will be used to address problems with the systems that are discovered and repair them on a case by case basis to limit any disruptions.

DISCUSSION
A Request for Proposal (RFP) process was utilized to solicit proposals for HVAC service and on-call repairs. The RFP was advertised in May 2018 and four proposals were opened on June 21, 2018. A summary outlining the costs from each proposer is included in Attachment 1. The qualifications of the proposers were evaluated by staff from the Building Maintenance Division of Public Works. Prime Mechanical Service, Inc. and Thermal Mechanical, Inc. were selected as the top ranked proposals for several reasons including past performance, qualified staffing, experience and cost.

Staff is recommending approval of (2) three-year Agreements not-to-exceed $225,000 with Prime Mechanical Service, Inc. (Attachment 2) and not-to-exceed $125,000 with Ther...