Fort Walton Beach Council agenda — 02-22-11 regular — reading text

TOTALS 5, 000. 00 6, 000. 00 2, 400. 00 0. 00 0. 00 10, 900. 00 405 1390 SWilson ENVIRONMENTAL SPECIALIST 0. 00 Hardware P4 D 1. 8 1 GB RAM 625. 00 625. 00 Software - AutoCad Lt 1 070 TOTALS 0. 00 0. 00 625. 00 0. 00 0. 001 625. 00 ALL ALL IGRAND TOTALS 1 99, 235. 00 118, 460. 00 54, 274. 00 42, 180. 00 4-4, 345.001 348,044. 00 NotesNotes ItemsItems inin RedRed areare thethe CountyCounty LibraryLibrary CoopCoop NetworkNetwork ItemsItems inin Q,-Q,-:. :. areare notnot beingbeing replaced replaced PagePage 1010 ofof 101101  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 22, 2011 Subject: Waive Purchasing Policies for HVAC Repair Services 1. BACKGROUND: 1. 1. On August 24, 2010, City Council awarded a continuing contract for HVAC services for City facilities to D &D Air Conditioning, Heating & Electrical Services ( ITB No. 10 -014). 1. 2. The contract scope of work included a quarterly maintenance program for all City HVAC equipment, an annual assessment of equipment to develop a replacement program, and a Report of Services by facility for each maintenance and service call. 1. 3. The contract also includes the company' s hourly rates for service technicians, markup percentages on parts, pricing for refrigerant, trip charges, and other charges related to servicing the HVAC equipment. 2. DISCUSSION: 2. 1. Upon performing the quarterly maintenance and annual assessment of HVAC equipment, beginning in October 2010, D &D has found numerous parts and equipment in need to repair or replacement throughout all City facilities. 2. 2. The costs for the necessary repairs or replacement equipment vary with each situation. 2. 3. Chapter 4.01. 02 of the City Code of Ordinances, titled Purchasing, outlines the practices for obtaining supplies, equipment, and contractual services through a competitive process. 2. 4. Because the repairs of the HVAC equipment can be an immediate necessity and D &D was awarded the continuing contract through the competitive process, Staff is requesting that the Purchasing Policies and Procedures be waived for HVAC repairs and replacement up to $ 10, 000. Any HVAC repair or replacement over $ 10, 000 would undergo the competitive purchasing procedures. 3. FINANCIAL INFORMATION: 3. 1. In the FY 2010- 11 budget, each department budgeted funds in Building Maintenance to cover possible repairs or replacement of HVAC equipment. However, because of the uncertainty of the condition of the equipment, the actual funding necessary was unknown. 3. 2. Based on D &D' s initial assessment of the HVAC equipment, a replacement program will be developed and presented with the FY 2011 -12 budget.  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 22, 2011 Subject: Waive Purchasing Policies for HVAC Repair Services 3. 3. Any necessary repairs or replacement will utilize available funding from the FY 2010- 11 budget. 4. RECOMMENDATION: 4. 1. Staff requests City Council approval to waive the Purchasing Policies and Procedures for HVAC repairs and replacement up to $ 10, 000 to allow D &D Air Conditioning, Heating & Electrical Services to complete the necessary work under the continuing contract for HVAC services for City facilities. SIGNATURE BLOCK: Michael Beedie Completed 02/ 10/ 20119: 58 AM Finance Completed 02/ 14/ 20117: 43 AM Carole Jones Completed 02/ 14/ 2011 9: 18 AM City Manager Completed 02/ 14/ 20119: 31 AM City Council Pending  City Council of Fort Walton Beach CITY MANAGER F MEMORANDUM To: Robert T. Mearns, City Manager From: Carole Jones, Executive Assistant Date: February 22, 2011 Subject: Award of Utility Billing Services 1. Background I. I. The City began Outsourcing Utility Billing to Arista Information Systems, Inc. in FY 2008. 1. 2. The original agreement with Arista was for a period of one year, with two ( 2) one -year renewal options. Both renewal options were exercised and the City' s current agreement with Arista expires on February 28, 2011. 2. Discussion 2. 1. The City of Atlantic Beach recently issued a Request for Quotes ( RFQ) for Utility Billing services which was awarded to Arista Information Systems, Inc. 2. 2. Section 3. 11. 9 of City of Fort Walton Beach Administrative Policy Number FIN -09, Purchasing, allows the City to utilize a bid issued by another public agency who has fulfilled the requirements of competitive solicitation (piggyback). 2. 3. Staff contacted Arista, and they have agreed to the following change in terms from the City' s initial contract: Current Price New Contract Price Charge per Bill 0. 14 0. 12 Addt' l Charge for Statement Backer 0. 005 0. 001 Addt' l Charge for Regular or Delinquent Files N/A 10. 00 2.2. 4.4. InIn additionaddition toto thethe changeschanges listedlisted above,above, thethe initialinitial termterm ofof thethe AgreementAgreement willwill bebe forfor twotwo 2)2) years,years, withwith twotwo ( ( 2)2) eacheach 22- - yearyear extensions.extensions. 3.3. FinancialFinancial Information Information 3.3. 1.1. TheThe FYFY 20102010 - - 1111 budgetbudget includesincludes $ $ 58,58, 745745 forfor thisthis service.service. TheThe estimatedestimated savings,savings, givengiven thethe newnew contractcontract termsterms proposed,proposed, willwill bebe approximatelyapproximately $ $ 1,1, 500.500. 4.4. RecommendationRecommendation 4.4. 1.1. StaffStaff requestsrequests CityCity CouncilCouncil approvalapproval toto utilizeutilize thethe bidbid issuedissued byby thethe CityCity ofof AtlanticAtlantic Beach,Beach, inin accordance accordance withwith SectionSection 3.3. 11.11. 99 ofof CityCity ofof FortFort WaltonWalton BeachBeach AdministrativeAdministrative PolicyPolicy NumberNumber FINFIN - - 09,09, Purchasing,Purchasing, andand authorizeauthorize thethe CityCity Manager Manager toto executeexecute thethe necessarynecessary documents.documents.  City Council of Fort Walton Beach CITY MANAGER MEMORANDUM To: Robert T. Mearns, City Manager From: Carole Jones, Executive Assistant Date: February 22, 2011 Subject: Award of Utility Billing Services ATTACHMENTS: 02 -16 -11 Arista Svc Agmt ( PDF) 02- 16 -1. 1. Arista -Atl Beach ( PDF) SIGNATURE BLOCK: Carole Jones Completed 02/ 16/ 20114: 00 PM Carole Jones Completed 02/ 16/ 20114: 00 PM City Manager Completed 02/ 16/ 20114: 00 PM City Council Pending  ARISTA SERVICES AGREEMENT THIS AGREEMENT, dated the 0 day of March, 2011, is by and between ARISTA INFORMATION SYSTEMS, INC. ( "ARISTA "), a Georgia corporation, and City of Fort Walton Beach Florida ( "Customer "). WHEREAS, ARISTA wishes to provide, and Customer wishes to acquire, products and services as described herein; NOW, THEREFORE, in consideration of the premises, the mutual covenants contained in this Agreement and intending to be legally bound, the parties agree as follows: I. Products and Computer Services. ARISTA agrees to provide to Customer, and Customer agrees to purchase from ARISTA, those products and services set forth in the attached Statement of Work, designated as Schedule " A ". If the parties desire to amend this Statement of Work, such amendment shall be binding on the parties only if a revised Statement of Work is reduced to writing and signed by the parties. Any additional services will be furnished by ARISTA subject to availability of facilities, personnel and services available to ARISTA, at standard rates in effect at the time, and in accordance with any applicable special terms agreed to in writing by the parties. Notwithstanding any other provision in this Agreement, Customer agrees that the services described in this Agreement may, at ARISTA' s discretion, be provided either directly by ARISTA or through subcontractors or other third parties. Customer