Title
Resolution to Approve a Contract with Miller Boldt Inc. for On-Call HVAC Services (Not to Exceed $300,000.00) RFP #22-68
Memorandum
We recommend your approval of the attached resolution authorizing a contract for FY23 and FY24 in an amount not to exceed $300,000.00 with Miller Boldt Inc., to provide on-call HVAC services at various City facilities. The contract would run through June 30, 2024. A purchase order in an amount not to exceed $150,000.00 per year would be issued for FY23 and FY24, subject to the availability of funding in FY24.
The resolution also authorizes an option to extend the contract with Miller Boldt Inc. for one additional two-year period, upon approval by the City Administrator, for a total amount not to exceed $600,000.00 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 #22-68 issued by the City and opened on September 22, 2022. 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. on HVAC installations at Fire Station #1, Larcom City Hall and the Justice Center 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 FY23 Operations and Maintenance Budgets of the Unit’s receiving services. Issuance of the FY24 purchase order and any approved extension for FY25 and FY26 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: Matthew J. Kulhanek, Fleet & Facilities Unit Manager
Reviewed by: John Fournier, 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 #22-68 in September 2022;
Whereas, The Fleet & Facilities Unit recommends approval of a two-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 FY23 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 two-year contract for on-call HVAC services with Miller Boldt Inc. in the amount of not to exceed $150,000.00 for FY23 and in the amount of not to exceed $150,000.00 for FY24;
RESOLVED, That the contract will include the option to extend the contract for one additional two-year period at the hourly rates provided in the RFP fee proposal form upon approval by the City Administrator, for a total not to exceed $600,000.00 over the life of the contract including renewals;
RESOLVED, That these services during the first year be funded from the approved FY23 Operations and Maintenance Budgets of the Unit’s receiving services and that the remaining years, including extensions, be funded from the FY24, FY25, and FY26 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 contract after approval as to substance by the City Administrator and approval as to form by the City Attorney, and that the City Administrator be authorized to execute the extension after 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.