Staff Report.AirSystems (2)
PREPARED BY: Dan Keller
Facilities & Environmental Services Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 09/21/2021 ITEM NO: 3
DATE: September 9, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Purchase
and Service Agreement with Air Systems Incorporated for HVAC Preventative
Maintenance and Repair Services in an Amount of $2,753.52 for a Total
Agreement Not to Exceed $382,048.52
RECOMMENDATION:
Authorize the Town Manager to execute a first amendment to the Purchase and Service
Agreement with Air Systems Incorporated for HVAC Preventative Maintenance and Repair
Services in an amount of $2,753.52 for a total agreement not to exceed $382,048.52.
BACKGROUND:
On November 25, 2019, the Town Council authorized an execution of a five-year agreement
with Air Systems Incorporated for HVAC Preventative Maintenance and Repair Services for
Town facilities in an amount not to exceed $379,295.
DISCUSSION:
The vendor performed services in the month of June, which included additional unforeseen
expenses which exceeded the contract amount for Fiscal Year (FY) 2020/21. In July, the vendor
emailed the invoices for this work to an incorrect Town email, which resulted in Town staff
being unaware of the pending invoices. Subsequently, discussions took place with the vendor
identifying the unpaid invoices. To allow payment to be made appropriately, additional funding
of $2,753.52 is being requested in this amendment.
PAGE 2 OF 2 SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Purchase and Service Agreement with Air Systems Incorporated for HVAC Preventative Maintenance and Repair Services in an Amount of $2,753.52 for a Total Agreement Not to Exceed $382,048.52 DATE: September 9, 2021
FISCAL IMPACT:
There are sufficient funds available in the FY 2020/21 Facilities Operating Budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachment:
1. First Amendment to the Original Agreement.