Title
Recommendation to Authorize the City Manager, or Designee, to Execute a Five-Year Agreement with Prime Mechanical Services for Mechanical and Heating, Ventilating and Air Conditioning Preventative Maintenance and Repair at City Facilities for an Amount Not to Exceed $482,687.09.
In accordance with the California Environmental Quality Act (CEQA), this project is exempt from further environmental review pursuant to CEQA Guidelines section 15301 (Maintenance of Existing Facilities). (Public Works 60341590)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda's (City) 27 facilities all have heating, ventilating and/or air conditioning (HVAC) systems that need continual service and repair to maintain optimal performance. The current agreement to provide these services will expire on December 31, 2022. Staff has recently completed a Request for Proposal (RFP) process and is now recommending the execution of a five-year agreement with Prime Mechanical Systems for mechanical and HVAC preventative maintenance and repair at City facilities for an amount not to exceed $482,687.09.
BACKGROUND
Public Works maintains over 500,000 square feet of City buildings. These buildings include HVAC machinery and associated equipment. The City requires the services of a HVAC specialist to ensure the machinery and equipment remain in good operating condition and is maintained to maximize performance, safety, and life span.
DISCUSSION
On September 29, 2022, the Public Works Department issued an RFP for annual HVAC system maintenance at 27 City facilities. To solicit the maximum number of proposals and most competitive price, the RFP was provided to 19 separate builders' exchanges throughout the Bay Area, a notice was placed on the City's web page and published in the Alameda Sun. After a bidding period of 29 days, five companies submitted proposals on October 27, 2022. Two of the proposals were non-responsive.
Staff reviewed t...
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