Report to Mayor and City Council
Tuesday, October 04, 2016
Consent
SUBJECT:
Title
CONSIDER AN EXTENSION OF THE CONTRACT FOR HEATING, VENTILATING, AND AIR CONDITIONING COMPUTER MAINTENANCE SERVICES AT CITY HALL AND THE CONGRESSWOMAN JUANITA MILLENDER-MCDONALD COMMUNITY CENTER (CITY COUNCIL)
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I. SUMMARY
On May 20, 2014, the City Council approved a contract services agreement with Siemens Industry, Inc. to provide heating, ventilation, and air conditioning (HVAC) computer maintenance services at City Hall and the Congresswoman Juanita Millender-McDonald Community Center at Carson. The contract is effective November 1, 2014, through October 31, 2015 with an option for staff to administratively extend the contract for one year based on the quality of services provided and a Consumer Price Index (CPI) adjustment (Exhibit No. 1). Staff exercised the one year option effective November 1, 2015, through October 31, 2016 (Exhibit No. 2). Due to the proprietary software and equipment, Siemens Industry Inc. is the only company that is able to maintain what the City currently has in place. Staff is requesting direction from Council on how to proceed with this contract.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bid process defined by the Carson Municipal Code, Section 2607, as allowed by Section 2604 (d).
2. APPROVE a one-year contract amendment with Siemens Industry, Inc. for Heating, Ventilation, and Air Conditioning (HVAC) computer maintenance services for City Hall and the Community Center in the amount of $53,244.00 for the period of November 1, 2016, through October 31, 2017.
3. AUTHORIZE the Mayor to execute the contract amendment with Siemens Industry, Inc. following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE the following alternative actions:
1. DO NOT APPROVE a one year contract amendment with Siemens Industry, Inc. for Heating, Ventilation, and Air Conditioning (HVAC) computer maintenance services for City Hall and the Community Center
2. APPROVE a six month extension of the current contract with Siemens Industry, Inc. in the amount of $26,622.00 for the period of November 1, 2016, through April 30, 2017, and direct staff to release an RFP for HVAC services.
3. TAKE another action the City Council deems appropriate and consistent with the requirements of the law.
IV. BACKGROUND
The City has retained Siemens Industry, Inc. to provide maintenance services for the computers that run the Heating, Ventilation, and Air Conditioning (HVAC) systems at City Hall and the Congresswoman Juanita Millender-McDonald Community Center. On May 20, 2014, the City Council renewed its contract with Siemens for one year, November 1, 2014, through October 31, 2015, with the option for staff to administratively extend the contract for an additional year based on the quality of services provided and a Consumer Price Index (CPI) adjustment (Exhibit No. 1). Staff exercised that option and an amendment to the contract services agreement for the period November 1, 2015, through October 31, 2016, was approved (Exhibit No. 2). Due to the proprietary software and equipment used to maintain the City’s HVAC system, Siemens is the only company that is able to work with the existing framework. Should another company be selected to maintain the City’s HVAC system, a significant cost would be associated to upgrade and configure the current system to be compatible with another company’s software. Staff is requesting Council direction on how to proceed with this contract which expires on October 31, 2016.
V. FISCAL IMPACT
There is no additional fiscal impact. The estimated annual cost for HVAC maintenance services is $53,244.00. Funds for this contract were included in the FY 16/17 General Fund budget under account number 01-80-840-100-6005.
VI. EXHIBITS
1. Contract Services Agreement For Heating, Ventilating, and Air Conditioning for Computer Systems Maintenance. (pgs. 3 - 26)
2. Amendment No. 1 to Agreement for Contract Services for Heating, Ventilating, and Air Conditioning Computer Systems Maintenance. (pgs. 27 - 35)
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Prepared by: Therese K. Foisia, Administrative Specialist