Title
An Ordinance approving the award of Bid No. 2025-001 for the purchase, and installation, maintenance, and repair services of heating, ventilation and air-conditioning systems for a one-year term with up to four, one-year renewals to ACS Building Services, LLC (Contract No. 2025-001) and authorizing the City Manager to execute the same by and on behalf of the City. (F&BC 9/4/24)
Body
Issue/Request:
An Ordinance approving the award of Bid No. 2025-001 for the purchase, and installation, maintenance, and repair services of heating, ventilation and air-conditioning systems for a one-year term with up to four, one-year renewals to ACS Building Services, LLC (Contract No. 2025-001) and authorizing the City Manager to execute the same by and on behalf of the City.
Background:
The City requires service, maintenance and new installation on HVAC equipment systems at various City owned buildings for all City Departments. HVAC services are vital to keeping HVAC systems running properly and replaced as needed.
City equipment to be serviced or replaced under this Contract would include the following Department locations: Water Utilities Service Center, Old Water facility, City Hall, all Fire Stations, Animal Control, Maintenance Facility/Fleet and Public Works Operations, Airport, and The Historic Museum. Parks and Recreation Equipment to be serviced or replaced under this Contract would include the following locations: J. Thomas Lovell, Jr. Community Center at Legacy Park, Longview Community Center, Harris Park Community Center, Lea McKeighan North, Summit Waves, Parks and Recreation Construction & Ops Center and Parks and Recreation Concession Buildings.
In the event of needed repairs, maintenance services or new installation or replacement of equipment, the awarded Contractor will provide an estimate including labor and material, utilizing the hourly labor rates and mark-up on material percentage listed within said Contract, if awarded.
Contractor will remain on-call for the duration of the contract terms. The City Departments will contact ACS Building Services for service on an as needed basis. Contractor may be contacted by the Department(s) for quotations on larger projects or projects that include needing immediate service. This contract also provides the City an option to purchase HVAC systems if necessary.
Key Issues:
• The City's current Contract No. 2019-076-1/4R for HVAC maintenance, repair and installation is set to expire on October 31, 2024.
• The Procurement and Contract Services Division formally solicited Bid No. 2025-001 for HVAC maintenance, repair and installation via its' e-bidding service Public Purchase.
• Two hundred and sixteen (216) potential bidders were notified via the City's e-bidding service, Public Purchase. The advertisement for the formal bid was also posted on the City's website. Public Purchase Report Records show that twenty-eight (28) potential firms accessed the online bid document 2025-001.
• Upon the bid opening date of July 26, 2024, the Procurement and Contract Services Division received four (4) bids. The Project Managers from each Department evaluated the bids received and the attached bid tabulation. Based on the need for such service, the Project Managers recommended the vendor award to most responsive bidder which was ACS Building Services.
• The City anticipates spending more than $75,000.00 in any given year, per Section 4 Approvals of the Procurement Policy the City Council approves contracts that will have an annual spend in excess of $75,000.00.
• If awarded, the bid tabulation amounts identified shall lock in unit prices identified for both hourly rates for repair, maintenance and new installation needs and the allowable amounts for mark-ups for material. Upon award of an Ordinance by the City Council, one-year contracts, with up four (4) one-year renewals, will be executed to ACS Buildings Services. Copies of the contract documents are attached.
Proposed Committee Motion:
I move to recommend to City Council for approval of an Ordinance approving the award of Bid No. 2025-001 for the purchase, and installation, maintenance, and repair services of heating, ventilation and air-conditioning systems for a one-year term with up to four, one-year renewals to ACS Building Services, LLC (Contract No. 2025-001) and authorizing the City Manager to execute the same by and on behalf of the City.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of An Ordinance approving the award of Bid No. 2025-001 for the purchase, and installation, maintenance, and repair services of heating, ventilation and air-conditioning systems for a one-year term with up to four, one-year renewals to ACS Building Services, LLC (Contract No. 2025-001) and authorizing the City Manager to execute the same by and on behalf of the City
SECOND MOTION: I move for adoption of An Ordinance approving the award of Bid No. 2025-001 for the purchase, and installation, maintenance, and repair services of heating, ventilation and air-conditioning systems for a one-year term with up to four, one-year renewals to ACS Building Services, LLC (Contract No. 2025-001) and authorizing the City Manager to execute the same by and on behalf of the City
Presenter
Brian Page, Facility Manager for Central Building Services Division
Recommendation
Recommendation: Staff recommends approval of An Ordinance approving the award of Bid No. 2025-001 for HVAC Maintenance, Repair and New Installation for a one-year term with up to four (4), one-year renewals to ACS Building Services (Contract No. 2025-001) and authorizing the City Manager to enter into and execute agreement for the same by and on behalf of the City of Lee’s Summit, Missouri.
Committee Recommendation
Committee Recommendation: A motion was made by Vice Chair Lopez, seconded by Councilmember DeMoro, that TMP-3102 be recommended for approval to the City Council. The motion carried by a unanimous 4-0 vote.