Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Issuance Of The Attached Blanket Purchase Order Between Thermo Air, Inc. And The City Of Hollywood Increasing The Estimated Annual Expenditure For Central Air Conditioning Systems Maintenance And Repair Services From $190,586.00 To An Estimated Annual Amount Of $290,586.00 For The First Year Of The Initial Three Year Contract Term (February 17, 2016 To February 16, 2017).
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Department of Public Works, Building Trades Division required an agreement with a qualified contractor to provide Central Air Conditioning Systems Maintenance and Repair Services at the City’s main facilities including hourly rates for as needed work outside the scope of services City-wide.
On February 17, 2016, the City Commission passed and adopted Resolution R-2016-040 which authorized the issuance of Blanket Purchase Order Number B002829 to Thermo Air, Inc. for air conditioning systems maintenance and repair services, in accordance with Bid Number F-4475-16-RD, for an initial three (3) year term for an annual estimated expenditure amount of $140,586.00 with the option to renew for two (2) additional one (1) year periods.
Due to the aging air conditioning systems in our facilities city-wide, the number of system breakdowns has seen a substantial increase over the last several months.
Furthermore, the Public Works Department has been without an Air Condition Technician position since June of 2016, which has made the City wholly dependent upon contractual assistance to provide maintenance and repair services, thereby increasing the need for the utilization of the blanket purchase order.
On October 5, 2016, via Public Works memo PW-16-079, the City Manager approved an increase of $50,000.00 to the estimated annual expenditure amount of blanket purchase order B002829 from $140,586.00 to $190,586.00 to allow Public Works to process the payment of outstanding invoices to Thermo Air and allow for on-going maintenance.
The Director of Public Works requests that the City Commission authorize the increase of the estimated annual expenditure amount by an additional $100,000.00 to the first year annual amount of $290,586.00 based upon the current dependency for said contractual services together with the increase in maintenance and repair work orders experienced for the agreement term of 2/17/16 to 2/16/17.
Pursuant to Section 38.42(E) (1) of the Purchasing Ordinance of the City of Hollywood, when any goods, supplies, materials or contractual services shall be purchased and the estimated annual amount to be paid therefore by the City shall be more than $50,000.00, the Director shall have the authority to recommend the award of a contract to the Manager for Commission action.
Funding for the additional $150,000.00 of services exists in the fiscal 2017 budget within Public Works Account Number 01.5174.00000.519.004635 - Maintenance of Buildings.
Recommended for inclusion on the agenda by:
Dr. Wazir Ishmael, City Manager
Mel Standley, Assistant City Manager/Public Safety, Office of the City Manager
George R. Keller, Jr., Assistant City Manager/Finance & Administration, Office of the City Manager
Sylvia Glazer, Director, Public Works
Paul Bassar, Contract Compliance Officer, Office of the City Manager