To: Mark R. Hafner, City Manager
From: Cody Maberry, Director of Community Services
Subject:
Title
Consider a resolution approving the bid from TDIndustries of Fort Worth, Texas, for HVAC Preventative Maintenance and Service Support, and authorizing the City Manager to execute all documents relating thereto on behalf of the City of Keller.
Action Requested:
Consider a resolution authorizing the City Manager to execute an agreement between the City of Keller and TDIndustries for HVAC Preventative Maintenance and Service Support in the amount of $340,135.00.
Background:
The heating, ventilating and air-conditioning equipment (HVAC) for all City facilities require routine inspection and maintenance to ensure reliability and longevity of the assets. The City utilizes one maintenance contract for Town Hall, Police facilities, the Library, The Keller Pointe, the Senior Citizens Activities Center and all three Fire Stations to maintain a standard preventative maintenance schedule. This standard schedule includes filter changes, coil cleanings and belt maintenance for rooftop units, condensers, air handlers, fan powered boxes, variable air volume boxes, exhaust fans and attic heaters.
A request for sealed bids was advertised in accordance with state law for the HVAC preventative maintenance and service support for the above City of Keller facilities. Five (5) completed proposals were received on March 4, 2020. Facilities staff reviewed and rated each proposal based upon price, reputation, references, services provided and sample reports. After careful review, staff recommended TDIndustries of Fort Worth, Texas due to their price (lowest bid meeting specifications), reference checks and overall ability to fulfill the requirements defined in the bid specifications. Due to TDIndustries’ proven track record, the close proximity of their offices, and being the previous contractor for this service from 2014 to 2019, staff is confident they will provide the City with quality support for our HVAC systems.
Financial Impact:
The proposed preventative maintenance agreement covers a five-year term, at an annual cost of $68,027 and a combined total cost of $340,135. The FY 2019-20 General Fund and Keller Pointe Fund Budgets include annual funding for the preventative maintenance and service support for various heating, ventilation and air conditioning systems in various City of Keller facilities.
Legal Review:
Standard bid specifications and contract format was reviewed and approved by the City Attorney.
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial