Report Prepared by: Wally Broughton, Public Works Manager - Operations
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approval of Two Separate Agreements for Professional Services with PrivITation Consulting Corp. for Maintenance of Heating and Air Conditioning Equipment at City Hall and the Police Central Station in the Amount of $18,972 and at the Wastewater Treatment Plant in the Amount of $27,132, for the Contract Term Ending June 30, 2024
REPORT IN BRIEF
Considers approving to waive the City’s competitive bidding requirements and approving two separate Agreements for Professional Services with PrivITation Consulting Corp. for maintenance of heating and air conditioning systems at the Civic Center, Police Central Station, and the Wastewater Treatment Plant.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 for professional services; and,
B. Approving the Agreement for Professional Services with PrivITation Consulting Corp, in the amount not to exceed $18,972 for maintenance of the heating and air conditioning systems at City Hall and the Police Central Station; and,
C. Approving the Agreement for Professional Services with PrivITation Consulting Corp, in the amount not to exceed $27,132 for maintenance of the heating and air conditioning systems at the Wastewater Treatment Plant; and,
D. Authorizing the City Manager or the Deputy City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions outlined by Council; or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200 et seq.
Merced Municipal Code (MMC), Title 3 - Revenue and Finance, Section 3.04.120 - Written contract. The purchase of materials, supplies, equipment, and contractual services of an estimated value greater than $36,000.00, the "contract threshold," shall be made by the purchasing supervisor by written contract.
MMC Section 3.04.210 - Exemptions from competitive bidding. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment.
CITY COUNCIL PRIORITIES
As provided for in the 2023-24 Adopted Budget.
DISCUSSION
The maintenance of Heating and Air Conditioning system (HVAC) automation services for City Hall and the Police Central Station has been contracted out in past fiscal years to different vendors. The Wastewater Treatment Plant (WWTP) is currently working on a project to upgrade their HVAC automation, which will require on-going maintenance services. Traditionally, the cost of these maintenance services at City Hall and the Police Central Station falls well below the adjusted bidding threshold and is not brought before Council for approval. With the addition of the WWTP, the combined costs of these separate services exceeds the current bidding threshold.
Staff is requesting Council approve the proposed maintenance agreements for continued services in Fiscal Year 2023/2024.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed. Funding for these agreements is available in Facilities Fund 7007 and Wastewater Treatment Plant Fund 6000.
ATTACHMENTS
1. Agreement for City Hall and Central Police
2. Agreement for Wastewater Treatment Plant