Subject:
Title
Award of bid to Strut Mechanical, Inc. for HVAC preventative maintenance, repairs and equipment replacements.
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Recommended Action:
Recommended Action
Approval of the award of bid to Strut Mechanical, Inc. for HVAC preventative maintenance, repairs, and equipment replacements for various County departments.
• This contract is to procure HVAC preventative maintenance, repairs and equipment for the Utilities Department (Utilities) on an as-needed basis
• This contract will also be utilized by other county departments including Parks and Conservation Resources, Solid Waste and Administrative Services.
• The HVAC units maintain a healthy work environment for employees as well as cooling sensitive electrical equipment that controls plant processing ability.
• Contract award is in the amount of $3,280,980.00 for a thirty-six-month term.
• Five bids were received with Strut Mechanical, Inc. recommended for award as the lowest responsive, responsible bidder.
• This contract will replace Contract No.167-0472-B, awarded for 60 months on December 2, 2017 in the amount of $1,246,257.15 with an average annual expenditure of $249,251.43:
a.) The former contract included only preventative maintenance and repairs.
b.) The price of materials and labor has increased by approximately 43% (increase of $106,000 annually) over the expiring contract.
c.) The new contract will include HVAC preventative maintenance services, repairs and HVAC equipment replacements.
d.) HVAC units which have reached the end of useful life have been identified and slated for upgrade as part of this contract. The cost of planned replacement units is approximately $2,214,000 or 67.5% of the total estimated costs for the new contract term.
• Funding is derived from Sewer Operating, Water Operating, Park & Conservation Operating, Solid Waste Operating and Administrative Services operating funds.
Contract No. 22-0681-B estimated annual expenditure of $1,093,660.00 with a thirty-six-month expenditure not to exceed $3,280,980.00 based on the lowest, responsive, responsible bid received meeting specifications.
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Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
Summary:
Summary
This contract is for maintenance, repairs, and replacement of air handlers, compressors, sensors, heaters, and other HVAC-related equipment on an as-needed basis. Other County departments may be use this contract for services at 67 different locations on an as-needed basis.
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Background Information:
On July 29, 2022, the Purchasing and Risk Management Department released an invitation to bid to establish a contract for preventative maintenance, repairs, and replacement on an as-needed basis. This contract includes units that were not included in the last contract.
Fiscal Impact:
Estimated budgeted annual expenditure: $ 602,841.00
Estimated average annual expenditure: $ 1,093,660.00
Estimated thirty-six (36) month expenditure not to exceed: $ 3,280,980.00
Funding is derived from Sewer Operating, Water Operating, Parks & Conservation Operating, Solid Waste Operating.
Staff Member Responsible:
Megan Ross, Director, Utilities
Paul Cozzie, Director, Parks & Conservation
Paul Sacco, Director, Solid Waste
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Agreement
Tabulation Results