Title
Resolution to Approve a Professional Services Agreement with Miller-Boldt, Inc. for On-Call HVAC Services (Not to Exceed $275,000.00) RFP #26-21
Memorandum
We recommend your approval of the attached resolution authorizing a contract for FY27 in an amount not to exceed $275,000.00 with Miller-Boldt, Inc., to provide on-call HVAC services at various City facilities. The contract would run through June 30, 2027. A purchase order in an amount not to exceed $275,000.00 per year would be issued for FY27.
The resolution also authorizes an option to renew the contract with Miller-Boldt, Inc. for up to two additional one-year periods, upon approval by the City Administrator, for a total amount not to exceed $825,000.00 over the life of the contract including all renewals, with the same terms and conditions subject to the annual appropriation of funds. Hourly rates for each year of the contract would be adjusted per the RFP fee proposal form.
Proposals were solicited for On-Call HVAC Services through RFP #26-21 issued by the City and opened on April 1, 2026. Of the six responses received, Miller-Boldt, Inc., Clinton Township, MI, was selected as the most responsive proposal to the RFP. The City has used Miller-Boldt Inc at most City facilities over the last five years and has been satisfied with their performance.
As an on-call service, there is no guarantee of work or minimum amount paid to the contractor. Work is completed on a time and material basis when the contractor is called by staff for repair, replacement or preventative maintenance work.
Budget/Fiscal Impact: Funding for these services are included in the FY27 Operations and Maintenance Budgets of the Unit’s receiving services. Issuance of the FY27 purchase order and any approved extension for FY28 and FY29 would be subject to the availability of funds in subsequent fiscal years.
Miller Boldt Inc. complies with the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinance requirements.
Staff
Prepared by: Carl Konopaska, Fleet & Facilities Unit Manager
Reviewed by: Mariah Walton, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, There is a need to provide safe and reliable HVAC systems throughout City facilities;
Whereas, Miller-Boldt, Inc. of Clinton Township, MI provided the most responsive proposal for on-call HVAC services solicited through RFP #26-21 in April 2026;
Whereas, The Fleet & Facilities Unit recommends approval of a one-year contract with Miller-Boldt, Inc., with the option to extend the contract for one additional two-year period under the same terms and conditions, with the hourly rates adjusted as provided in the RFP fee proposal form;
Whereas, Funding for this work is available in the FY27 Operations and Maintenance Budgets of the Unit’s receiving services; and
Whereas, Miller-Boldt, Inc. complies with the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinance requirements;
RESOLVED, That City Council approve a one-year Professional Services Agreement with Miller-Boldt, Inc. in the amount not to exceed $275,000.00 for FY27 for on-call HVAC services (RFP 26-21);
RESOLVED, That the City Administrator be authorized to renew the agreement for up to two additional one-year periods at the hourly rates provided in the RFP fee proposal form upon approval by the City Administrator, for a total not to exceed $825,000.00 over the life of the contract including renewals;
RESOLVED, That these services during the first year be funded from the approved FY27 Operations and Maintenance Budgets of the Unit’s receiving services and that the remaining years, including extensions, be funded from the FY28, and FY29, Operations and Maintenance Budgets of the Unit’s receiving services if so approved by Council;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.