AGENDA CAPTION:
Title
Consider approval of Resolution 2018-87R, approving the award of a three year contract to Climatec, LLC., for climate control system maintenance and support in the estimated amount of $99,062.00; authorizing the City Manager or his designee to execute the said agreement on behalf of the City and declaring an effective date.
Body
Meeting date: June 5, 2018
Department: Community Services, Executive Director Rodney Cobb (by Lynda Williams, Purchasing Manager)
Amount & Source of Funding
Funds Required: $45,558.00 for FY2018, $26,752 for FY2019 and $26,752 for FY2020
Account Number: 10001280.52535
Funds Available: $400,000
Account Name: Facility Maintenance
Fiscal Note:
Prior Council Action: Click or tap here to enter text.
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City Facilities
Goal #1 Plan for Facilities Planning
Goal #5 Maintain & Improve City's Infrastructure
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Background Information:
Currently Climatec is providing service to the city applying standard labor rates and parts pricing on an as needed basis, with no ongoing support. Under the current situation the city is being reactive instead of proactive when issues arise making the city vulnerable to longer wait times when it comes to service calls and repairs.
Climatec has proposed to the city, a three (3) Year Retrofit Business day Technical Support Agreement (TSA). All details are listed in the proposal however, here are some of the highlighted benefits:
Technical Support & Maintenance
- Priority response time: The city will have priority when it comes to responding to service calls.
- Remote technical support: Backup of our systems are created and Climatec will provide remote support via the internet or phone. Providing the city with more efficient service for smaller issues.
- Business day support: During normal business hours, all support labor is at no extra charge to the city.
- Reduced labor rates: Business day labor rates will not apply. Emergency afterhours and holiday calls will be applied at reduced labor rates. Standard rates will be reduced from $205.00 for afterhours and $270.00 for holidays, down to $149.00 for afterhours and $186.00 for holidays.
- Reduced parts pricing: For any parts that may need to replaced, we will provide the part at 50% less the list price plus an additional 10% off for being a TSA client.
- Ongoing technical support: Throughout the year, the entire system will be inspected with a point-to-point checkout to verify controls are working properly and address issues accordingly.
- Continuous updates: Climatec will keep controls up-to-date with any new revisions of the software that is in place. This reduces the likelihood of catastrophic failures to the controls, and limits the down time to HVAC equipment.
- 8 hours of training per year: Onsite training sessions to answer any technical questions and train staff on software. Training sessions are not limited on the amount of staff attending.
Retro fit:
- Remove dependency on Java: This is a big benefit for the IT department. The new N4 Jaces remove the dependency of Java and upgrade to a more secure and reliable HTML5 format. These displays are scalable to any device you may use to access the system, be it a mobile device, tablet, or PC.
- The N4 Jaces: These devices are more powerful and more reliable in terms of their functions and communications. Having them in place means you can start tying in other energy management devices, such as power/water metering, fire alarms, lighting controls, etc. Making the N4 Jaces a single source front end system for other building energy management systems and technologies.
- Getting the N4 system in place: Like any electronic device, the parts in the field will start to fail at some point. Getting these N4 Jaces in place sets the city up for a scalable future.
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
The Interlocal Purchasing System, Choice Partners, a division of Harris County Department of Education (HCDE) has awarded contract # CP 13/012PB-08 to Climatec, LLC located in San Antonio Texas.
Denise Pfeil, IT Business Systems Analyst recommends award to Climatec in San Antonio, Texas with pricing for FY2018 being N4 fifty percent (50%) down payment of $18,806 and one year TSA plus one-third (1/3) remaining N4 Upgrade balance of $26,752 for a total of $45,558.
CHARGES
The annual charge for each year is:
Retrofit down payment: $18,806.00* First year: $26,752.00*
Second year: $26,752.00*
Third year: $26,752.00*
* Excluding Taxes.