Title
Resolution to Approve a Two-Year Professional Services Agreement (PSA) with Metro Controls, Inc. for Mechanical Services for Parks & Recreation for a Not to Exceed Annual Amount of $200,000.00
Memorandum
Attached for your review and action is a resolution to approve a Professional Services Agreement (PSA) with mechanical contractor, Metro Controls, Inc. to provide licensed mechanical contracting services for maintenance, and repair or improvement of existing facilities within the Parks & Recreation system.
Parks & Recreation often requires the services of licensed mechanical contractors to perform mechancial work within the park system. The type of work may include, but is not limited to, inspection, maintenance, repair and/or installation of HVAC systems, ice rink refrigeration, pool heating boilers, pool chemical feed, process piping, pumps and valves. Examples of potential tasks include obtaining permits, seasonal HVAC maintenance, repair of ice rink condenser systems, maintenance of pool heating boilers, pool startup/shutdown, replacement of mechanical piping and other mechanical activities determined by the City. Pre-qualifying contractors with appropriate experience to perform the work expedites project completion. Pools and rinks, for example, often have mechanical work that requires same-day response. Having an on-call contractor minimizes the risk of extended pool and rink closures due to mechanical problems.
Request for Proposal (RFP) #19-25 was released on August 23, 2019, and was advertised on the Michigan Inter-Governmental Trade Network as well as on the City of Ann Arbor Purchasing website. Four firms submitted proposals. After a review of qualifications, staff selected the following firm for the required services:
Metro Controls, Inc.
Staff is recommending approval of a professional services agreement (PSA) with this firm for mechanical services on an as-needed basis for a period of two years. Total expenditures per fiscal year will not to exceed $200,000.00. There is no obligation on the part of the City to spend the entire amount. Continuation and extension of the contracts in each fiscal year after June 30, 2020 will depend on the availability of funding in the budget for that fiscal year. The contract includes the option to approve an extension for up to an additional two-year period if deemed in the best interest of the City. If extended, the contract rates are subject to an escalation not to exceed 3%. Funding for FY2020 is available in the approved Park Maintenance and Capital Improvements Millage budget.
The Park Advisory Commission recommended approval of this PSA at their November 19th, 2019 meeting.
Staff
Prepared by: Scott Spooner, Deputy Manager, Parks Maintenance
Reviewed by: Colin Smith, Parks and Recreation Services Manager and Derek Delacourt, Community Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City issued a Request for Proposals, RFP #19-25, to identify contractors experienced in Mechanical Services for parks and recreation projects;
Whereas, Four firms submitted proposals in response to RFP #19-24;
Whereas, Staff has selected the following contractor to perform the type of work identified in RFP #19-25;
Metro Controls, Inc.
Whereas, Award of the PSA for services on an as-needed basis will allow for expedited maintenance and repairs across the Parks & Recreation system;
Whereas, Funding is available in the approved FY2020 Parks Maintenance and Capital Improvements budget to cover the cost of these services;
Whereas, Funding for services in future fiscal years will be contingent upon City Council approval of the Parks Maintenance and Capital Improvements budget;
Whereas, Metro Controls, Inc. complies with the requirements of the Living Wage and Non-Discrimination Ordinances; and
Whereas, The Park Advisory Commission recommended approval of this PSA at their November 19, 2019 meeting;
RESOLVED, That City Council approve a two-year Professional Services Agreements for Mechanical Services with Metro Controls, Inc. for an amount not to exceed $200,000 per fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said Professional Services Agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That the City Administrator be authorized to renew the PSA for up to two additional years provided both parties agree to an extension, subject to an escalation of the contract rates in the first year of the extension, not to exceed 3%, and subject to the availability of funding in each of those years; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.