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<br /> <br /> City Council Agenda Item Cover Sheet <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />Project title: <br /> <br />Award Invitation for Bid #2021-010 Heating, Ventilation and Air Conditioning (HVAC) Maintenance & Repair <br />Services to D. K. Systems, Inc <br /> <br />Council Bill # <br /> Project: Invitation for Bid #2021-010 HVAC Maintenance & Repair Services <br />Partner/Supplier: D. K. Systems, Inc <br /> <br />Preceding action: 6/16/21 – Authorize Release of Invitation for Bid <br />Fund: Various <br />Agenda dates requested: <br />September 8, 2021 <br /> <br />Briefing <br />Proposed action <br />Consent 9/8/21 <br />Action <br />Ordinance <br />Public hearing <br /> Yes x No <br /> <br />Budget amendment: <br /> Yes x No <br /> <br />PowerPoint presentation: <br /> Yes x No <br /> <br />Attachments: <br />2021-039 Bid Tabulation <br /> <br />Department(s) involved: <br />Procurement, Parks & <br />Facilities <br /> <br />Contact person: <br />Theresa Bauccio-Teschlog <br /> <br />Phone number: <br />425-257-8901 <br /> <br />Email: <br />tbauccio@everettwa.gov <br /> <br /> <br />Initialed by: <br />sh <br />Department head <br /> <br />Administration <br /> <br />Council President <br />Fiscal summary statement: <br />The funding for the HVAC Maintenance & Repair Services comes from various City accounts. <br />The price listed of $326,807.62 on the preliminary results sheet is for maintenance and repair <br />services for two years. Repair services are estimated as the actual requirement for future repairs <br />is unknown. Based on historical spend, the anticipated cost for services is approximately <br />$250,000 annually. <br /> <br />Project summary statement: <br />The requested award is for a contractor to provide required maintenance to preserve the <br />condition and capability of the HVAC systems and equipment. The maintenance work will enable <br />the system to provide the intended thermal comfort, efficiency, and indoor air quality for each <br />facility. Services include preventative maintenance, inspection and minor repair services for <br />heating, ventilation, and air conditioning (HVAC) systems, refrigeration compressors and <br />associated hardware and software at all City building facilities. Minor repairs are defined as <br />corrective actions required to restore systems or equipment to an acceptable condition. Under <br />this contract, work is limited to repairs under $10,000. The contract award is for two (2) years, <br />with three (3) additional one-year extension options. <br />Invitations for Bid were sent to thirteen (13) suppliers, posted on the City website, and advertised <br />in the Everett Herald. Responses were received as shown on the attached preliminary results bid <br />tabulation. MacDonald-Miller Facility Solutions, LLC is considered non-responsive, as its bid <br />submittal included an incorrect price sheet and terms and conditions the City cannot accept. <br />Staff is recommending award to the lowest responsive and responsible bidder, D. K. Systems, Inc. <br /> <br /> <br /> <br />Recommendation (exact action requested of Council): <br />Award Invitation for Bid #2021-010 Heating, Ventilation and Air Conditioning (HVAC) <br />Maintenance & Repair Services to D. K. Systems, Inc for two (2) years, with three (3) additional <br />one-year extension options for approximately $250,000 annually. <br /> <br />