Fort Walton Beach Council agenda — 08-24-2010 Regular — reading text

allocation plan to permit the Stormwater Fund to retain all revenues for capital projects. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Rynearson moved to forgive a large portion of the Golf Fund' s share of the cost allocation plan for FY 2010 -11 and transfer only $ 50, 000 to the General Fund; and to forgive a large portion of the Stormwater Fund' s share of the cost allocation plan for FY 2010 -11 and transfer only $ 15, 000 to the General Fund. Mr. Minich seconded motion and it carried unanimously with Holmes, gossom, Reeves, Minich, Nabors, and Rynearson in favor (Seat 6 vacant). The Mayor announced the first and second public hearings for the FY 2010 -11 budget will be held h 22nd September 8` and September at 5: 30 p.m. ADJOURNMENT Being no further business, the meeting adjourned at 6: 46 p.m. APPROVED: MAYOR: 13 Special Council 8 -16 -10 ATTEST: CITY CLERK ddm date completed: 8 - 18 - 10 14 THIS PAG IS EFT INTENTIONAK BANK  CITY COUNCIL MEETING August 24, 2010 Consent Agenda Award of Bid Synopsis: Awards HVA C services contract to DAD Air Conditioning, Heating & Electrical Services Agenda Item Number: 8. 2  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert T. Mearns, City Manager From: Tim Bolduc, C. B. O., B. C.A., Building Official Through: Michael D. Beedie, P. E., Engineering and Utility Services Director Date: August 12, 2010 Subject: Request to Award Invitation to Bid No. 10 -014 Continuing Contract for HVAC Services for City Facilities 1. BACKGROUND: 1. 1. The Engineering Services Department is charged with the maintenance and upkeep of all City -owned and occupied facilities and equipment. This includes all components of the heating ventilation and air conditioning (HVAC) equipment. 1. 2. The Department conducted an assessment of the HVAC equipment to determine the overall condition of said equipment and the effectiveness of the current maintenance program. The assessment consisted of a visual inspection of all systems as well as a review of the maintenance schedule for each. 1. 3. The assessment found that the City has approximately 180 individual pieces of HVAC equipment, ranging from 20 -ton chiller systems to small split systems. These units range in age from less than one year old to well over 30 years old. 1. 4. The assessment further found that with the large number of equipment ( 180 units), Staff would have a difficult time maintaining the equipment as needed with the necessary annual maintenance checkups, filter and belt replacements, and number of service calls for non -working equipment. 1. 5. Staff determined that it was in the best interest of the City to utilize an outside HVAC maintenance contractor or additional staffing would be needed to properly maintain the equipment. 2. DISCUSSION: 2. 1. On July 15, 2010, the Purchasing Division issued Invitation to Bid No. 10 -014 for a Continuing Contract for HVAC Services for City Facilities. On August 6, 2010, four (4) HVAC maintenance companies submitted bids for the contract. 15  2. 2. The four (4) companies that submitted bid packages were as follows: 2. 2. 1. D &D Air Conditioning, Heating & Electrical Services 2. 2. 2. Peaden Mechanical, Inc. 2. 2. 3. Comfort Systems USA, Inc 2. 2. 4. Engineered Cooling Services 2. 3. The scope of work for the HVAC maintenance contract includes the following tasks: 2. 3. 1. Perform a Quarterly Maintenance Program for all City HVAC equipment, which includes changing filters, clearing drain lines, checking and replacing belts, lubricating motors, etc. 2. 3. 2. Provide an annual assessment of equipment to develop a replacement program. 2. 3. 3. Provide a Report of Services by facility for each maintenance and service call. 2.4. Bidders were also required to submit hourly rates for service technicians, markup percentages on parts, pricing for refrigerant, trip charges, and any other charges related to servicing the HVAC equipment. 2.5. Based on the bid package submittals, the base bid prices for the quarterly maintenance were as follows: 2. 5. 1. D &D Air Conditioning, Heating & Electrical Services $ 265864. 00 2. 5. 2. Peaden Mechanical, Inc. 47, 881. 00 2. 5. 3. Comfort Systems USA, Inc. 68, 984. 00 2. 5. 4. Engineered Cooling Services $ 73, 836. 00 2. 6. After reviewing the bid packages, it was determined by the Purchasing Division that Peaden Mechanical, Inc. was non -responsive for not the submitting required information. 2. 7. Of the three ( 3) responsive bid packages, the lowest responsive, responsible bidder is D D Air Conditioning, Heating & Electrical Services. 2. 8. The contract term for the HVAC services includes an initial term of two ( 2) years with three ( 3) optional one -year extensions for a total contract period of five ( 5) years. 3. FINANCIAL INFORMATION: 3. 1. The lowest responsive, responsible bidder, D & D Air Conditioning, Heating & Electrical Services, provided a proposal to provide the required quarterly preventative maintenance on all HVAC equipment located at City Facilities. The cost of this service will be paid 16  quarterly at a rate of $6, 566. 00 plus a reporting fee of $150. 00. The total annual cost will be $ 26, 864. 3. 2. The proposal also included various miscellaneous costs associated with the service of the HVAC equipment on an as needed basis between the scheduled maintenance. These fees are as follows: 3. 2. 1. Hourly Rate for Service Technician $ 65. 00 per hour 3. 2. 2. Hourly Rate For Helper $ 35. 00 per hour 3. 2. 3. Markup Percentage on Parts 25% 3. 2. 4. Price per Pound of Refrigerant 18. 00 per pound (R22 or R41 OA) 3. 2. 5. Trip Charges 59. 00 each 3. 3. The FY 2010 -11 proposed budget provides sufficient funding for this service. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4.01. 025 and the Purchasing Policies and Procedures, Staff requests City Council authorization to award Invitation to Bid No. 10 -014 for a Continuing Contract for HVAC Services for City Facilities to the lowest responsive, responsible bidder meeting all specifications, D &D Air Conditioning, Heating & Electrical Services. 4.2. Staff also requests City Council authorization for the City Manager to execute a contract with the lowest responsive, responsible bidder, D &D Air Conditioning, Heating & Electrical Services, for an initial term of two ( 2) years with three ( 3) one -year optional extensions. 5. ATTACHMENTS: 5. 1. Bid Tabulation for ITB No. 10 -014 5. 2. D &D Air Conditioning, Heating & Electrical Services Bid Package 5. 3. Invitation to ]Bid No. 10 -014 5. 4. Other Bid Packages in Additional Materials Folder 6. SIGNATURE BLOCK: 6. 1. Submitted By: 8/ 12/ 10 Timothy Bolduc, CBO, BCA, Building Official 0001 100 6. 2. Reviewed and Concur: 8/ 12/ 10 Michael D. Beedie, P. E. Engineering and Utility Services Director 17 6. 3. Reviewed and Concur: 8/ 12/ 10 Brandy Wunker, Finance Director 6. 4. Reviewed for Agenda: R City Manager 18  BID TABULATION FOR ITB 113 - 014 HVAC SERVICES 8/ 9/ 2010 Cn z w O O N U Cr. N W Q W G U. Z Z D w a O