Julie Leonard

Assistant Public Works Director

Albert J. Carbon III, P.E.

Public Works Director

Award of Invitation to Bid, ITB 041521 for Heating, Ventilation and Air Conditioning (HVAC) Maintenance and Repair

Issue Statement: The City regularly uses the services of Heating, Ventilation and Air Conditioning (HVAC) contractors throughout the year to repair air conditioning and ventilation systems.  On March 25, 2021, Invitation to Bid, ITB 041521 was issued for HVAC Maintenance and Repair and bids were received from seven (7) contractors.  In order to have a list of pre-approved contractors for these types of activities, it is recommended that the City contract with the three (3) most responsive and responsible lowest bidders for HVAC Maintenance and Repair services. 

Recommended Action: The City Commission adopt a resolution finding ECHO Air Conditioning Corp, Master Mechanical Services, Inc., and Advanced Air Systems  the three most responsive and responsible bidders and authorizing approval of contracts for an initial 2-year contract term with the option to renew for two (2) additional 2-year periods.

The general scope of work is to provide as-needed HVAC maintenance and repair services for any department within the City for a 2-year period.  When the City requests service, a detailed scope of services will be provided by the contractor in a task order format to include the cost of service and a schedule for the work. Purchase orders will be issued based on acceptable conditions of the task order under the terms of the Agreement for HVAC Services (exhibits attached).

Compensation for general and emergency repairs to the systems will be on a time and material basis. The contractor will be making repairs or replacing equipment such as motors, pumps, pulleys, belts, compressors, gauges, instruments, filters, valves or other appurtenances used to control the temperature, humidity, and air flow.  Electrical lines, mechanical and control components are included. The contractor shall furnish all labor, equipment, parts, and materials, to maintain and operate the respective HVAC systems in first class working order and operating condition. The contractor shall provide the necessary transportation, materials, and equipment to fulfill the terms of the contract.

Companies recommended for award and agreement include:

• ECHO Air Conditioning Corp.
• Master Mechanical Services, Inc.
• Advanced Air Systems

This item has no immediate financial impact, but the future services to be performed on an as-needed basis will use the funds in the repairs and maintenance account of respective Departments/Divisions which are included in the Fiscal Year 22 Budget. 

Award of these continuing contracts will reduce procurement time spent on getting quotations for individual jobs from multiple firms as the City will now be able to utilize contract pricing established within the proposed contracts.

No single project is estimated to cost over $25,000 and work will be performed under the terms of this contractual agreement.  

Hourly rates are contained in the attached Memorandum, Exhibit A.

The City Commission adopt a resolution finding ECHO Air Conditioning Corp, Master Mechanical Services, Inc., and Advanced Air Systems  the three most responsive and responsible bidders and authorizing approval of contracts for an initial 2-year contract term with the option to renew for two (2) additional 2-year periods.