Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH GARDINER SERVICE COMPANY FOR THE CITY'S HVAC MAINTENANCE PROGRAM.
Executive Summary: The Public Properties Division currently contracts for preventative maintenance services and repairs of HVAC equipment and associated control systems assets within public buildings. Public Works staff opened bids on 8/31/17 and the lowest bid was submitted by Gardiner Service Company for a total estimate of $46,900.00 annually. This is a three (3) year contract with an optional renewal of two (2) years. The current contract expires on December 31, 2017.
Body
Legislative History
Resolution # 16-190 authorizes staff to receive pricing on goods and services including HVAC maintenance.
Purpose & Explanation
The City of Hudson has historically bid out preventative maintenance services and emergency repair services on all HVAC equipment operating in public buildings. The contract is for a three (3) year term with an option for a two (2) year renewal if services are acceptable and pricing remains reasonable. The attached bid tab shows current contract pricing and compares pricing of bids that were received on 8/31/17. Gardiner Service Company submitted the lowest bid, which represents an estimated annual savings of 4.95% compared to current contract pricing. The contract consists of a fixed price for the program's preventative maintenance portion (section A) and an hourly rate for call-in repair services outside of the preventative maintenance program (section B).
Gardiner Service is a longtime area HVAC service company. Company references have been solicited, and they came highly recommended by other organizations, including Kent State University. Gardiner has provided documentation that they meet our requirements to service equipment and provide remote systems monitoring and integration.
Timing Considerations
The contract will begin January 1, 2018 and run through December 31, 2020.
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