Title
Resolution to Approve Amendment 1 to the Professional Services Agreement with Miller Boldt Inc. for On-Call HVAC Services for FY2025 (Amendment $50,000.00; Total Contract $650,000.00)
Memorandum
In October 2022, City Council approved a multi-year professional services agreement for FY23-24 with Miller Boldt Inc. to provide on-call HVAC services at various City facilities. (R-22-336). The approval authorized the issuance of a purchase order in an amount not to exceed $150,000.00 per year, subject to the availability of funding in subsequent fiscal years. The resolution and agreement also authorized one additional two-year extension for FY25-26, which has been executed.
Staff has identified additional significant mechanical system repairs that will cause us to exceed the authorized $150,000.00 purchase order for FY2025. Unexpected boiler repairs of over $58,100.00 at Fire Station 3 caused a large portion of the PO to be expended at once. Any unexpected repairs or anticipated repairs at the Wheeler Service Center, Fire Stations or Justice Center this year will result in the need for additional PO authorization without this current $50,000.00 amendment approval.
The proposed Amendment 1 to the professional services agreement with Miller-Boldt, Inc. is to increase the purchase order amount for FY2025 only, and, if approved, it will bring the authorized purchase order total to $200,000.00 for FY2025 and the contract total to $650,000.00 for the four-year life of the contract.
Budget/Fiscal Impact: Funding for these services are included in the FY2025 Operations and Maintenance Budgets of the Units receiving services.
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 mechanical systems throughout City facilities and the City has approved a contract with Miller Boldt. to provide on-call mechanical services;
Whereas, City Council approved R-22-336 approving a professional services agreement with Miller-Boldt, Inc. for on-call HVAC services with purchase orders to Miller Boldt Inc. in an amount not to exceed $150,000.00 annually for FY2023 - FY2024 with one additional two-year period for FY2025 - FY2026;
Whereas, Current and anticipated repairs at City facilities will deplete the original $150,000.00 purchase order authorization for FY2025;
Whereas, An additional amount not to exceed $50,000.00 for FY2025 is needed to address known and anticipated repairs to City facilities for FY2025;
Whereas, Staff proposes Amendment 1 to the professional services agreement with Miller-Boldt, Inc. to increase the purchase order for FY2025 only by $50,000.00;
Whereas, Miller Boldt Inc. complies with the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinance requirements; and
Whereas, Adequate funding for Amendment 1 and the increased purchase order for FY2025 is available in the approved FY2025 Operations and Maintenance Budgets of the Units receiving the services;
RESOLVED, That the City Council approve Amendment 1 to Professional Services Agreement with Miller-Boldt, Inc. for on-call HVAC services to increase the purchase order for FY2025 in an amount not to exceed $50,000.00;
RESOLVED, That funding for the work comes from the appropriate FY2025 Operations and Maintenance Budgets;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said amendment after approval as to form by the City Attorney, and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.