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DATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 06/02/15
ITEM NO: , t
COUNCIL AGENDA REPORT
MAY 21, 2015
MAYOR AND TOWN COUNCIL
LES WHITE, INTERIM TOWN MA
AUTHORIZE THE TOWN MANA R TO EXECUTE AN AGREEMENT
FOR A THREE MONTH EXTENSION WITH O.C. MCDONALD
INCORPORATED FOR HVAC MAINTENANCE AND REPAIR SERVICES
IN AN AMOUNT NOT TO EXCEED $25,000
RECOMMENDATION:
Staff recommends that the Town Council authorize the Town Manager to execute an agreement
for a three month extension with O.C. McDonald Incorporated for Heating, Ventilation, and Air
Conditioning (HVAC) maintenance and repair services in an amount not to exceed $25,000.
BACKGROUND:
The Town of Los Gatos utilizes contractual HVAC maintenance and repair services for
equipment located throughout Town -owned facilities. In June of 2012, the Town executed a
three year agreement for HVAC preventive maintenance services with O.C. McDonald
Incorporated following a request for proposal process. This agreement will expire on June 30,
2015.
DISCUSSION:
This year the Town has experienced several large mechanical failures and unforeseen services,
such as sewer gas issues at the Police Operations Building and deferred maintenance repairs,
including pump replacements, cooling tower rehabilitation, boiler modifications, and plumbing
repairs. The total cost of the unforeseen services, including the routine maintenance services that
will take place through the end of June is expected to exceed the agreement amount of $45,000
by approximately $15,000.
Staff is recommending that the Town Council authorize the Town Manager to increase the
agreement in an amount not to exceed $25,000 to cover the additional costs resulting from these
services and any unforeseen work that may need to occur and to extend the agreement for an
additional three months, through September 30, 2015, to allow staff to re -bid the HVAC
maintenance agreement and award a new contract that would begin October 1, 2015.
PREPARED BY: MATT MORLEY O
Director of Parks an Pork II4!!!
Reviewed by: LA Assistant Town Manager wn Attorney _Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT
FOR A THREE MONTH EXTENSION WITH O.C. MCDONALD FOR HVAC
MAINTENANCE SERVICES IN AN AMOUNT NOT TO EXCEED $25,000
MAY 21, 2015
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute an agreement
for a three month extension with O.C. McDonald Incorporated for HVAC maintenance and
repair services in an amount not to exceed $25,000.
ENVIRONMENTAL ASSESSMENT:
This is not a project as defined under CEQA and no further action is required.
FISCAL IMPACT:
The annual program cost for HVAC maintenance services is funded through the adopted FY
2014/15 and FY 2015/16 budgets and no additional funds are required.