Title
Resolution to Amend the Purchase Order for Boone & Darr Inc. for On-Call Mechanical Services (Not to Exceed $35,000.00)
Memorandum
In August 2018, City Council approved Resolution #18-316 approving a 2-year contract with Boone & Darr Inc. to provide on-call mechanical (HVAC and plumbing) services at City facilities. The resolution authorized a purchase order in an amount not to exceed $90,000.00 per year for FY19 and FY20, subject to the availability of funding in FY20. In April 2019, City Council approved Resolution #19-176 to increase the purchase order authorization by $60,000.00 annually for FY19 and FY20.
Staff intends to make additional, significant mechanical-system repairs that will cause us to exceed the authorized $150,000.00 purchase order for FY19. Two cooling coils were replaced in the Justice Center rooftop units this year. The resulting startups identified two compressor’s that were not functional and needed replacement. One new compressor is approximately $10,000.00 for just the parts with significant additional costs for the labor to remove the old and reinstall the new unit. Additional line dryers also needed replacement.
The proposed $35,000.00 increase would be for FY19 only and bring the authorized purchase order total to $185,000.00. The requested amount would cover known repairs for FY19.
Boone & Darr Inc. complies with the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinance requirements.
Budget and Fiscal Impact: Funding for these services are included in the FY19 Operations and Maintenance Budgets of the Units receiving services.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facilities Unit Manager
Reviewed by: John Fournier, Assistant City Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, It is prudent to provide safe and reliable mechanical systems in City facilities and the City has a contract with Boone & Darr Inc. for on-call mechanical services;
Whereas, City Council approved Resolutions Nos. 18-316 and 19-176, which authorized purchase orders to Boone & Darr Inc. in an amount not to exceed $150,000.00 annually for FY19 and FY20;
Whereas, Current and anticipated repairs at City facilities will deplete the original $150,000.00 purchase order authorization for FY19;
Whereas, An additional amount not to exceed $35,000.00 for FY19 is appropriate to address known repairs to the Justice Center HVAC mechanical services for FY19;
Whereas, Boone & Darr Inc. complies with the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinance requirements; and
Whereas, Adequate funding for the amended purchase order is available in the approved FY19 Operations and Maintenance Budgets of the Units receiving the services;
RESOLVED, That the City Council approve an amendment to the purchase order to Boone & Darr Inc. in an amount not to exceed $35,000.00 for FY19;
RESOLVED, That funding for the work comes from the appropriate Operations and Maintenance Budgets; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.