07/26/2005 CITY OF GRAND TERRACE
SPECIAL COUNCIL MEETING
AGENDA
CITY COUNCIL CHAMBERS JULY 26,2005
GRAND TERRACE CIVIC CENTER 11:00 AM
22795 Barton Road
THE CITY OF GRAND TERRACE COMPLIES WITH THE AMERICANS WITH DISABILITIES ACT OF 1990.4F YOU
' REQUIRE SPECIAL-ASSISTANCE TO PARTICIPATE IN THIS MEETING,PLEASE CALL THE CITY CI:ERK'S
OFFICE AT(909)824-6621 AT LEAST.48 HOURS PRIOR TO.THE MEETING.
IF YOU DESIRE TO ADDRESS THE CITY COUNCIL DURING,THE MEETING,PLEASE COMPLETE A REQUEST
TO SPEAK FORM°AVAILABLE AT THE ENTRANCRAND PRESENT IT TO THE CITY CLERK. SPEAKERS WILL
BE CALLED UPON BY°THE MAYOR AT-THE APPROPRIATE TIME.
* Call to Order-
* Roll Call-
STAFF COUNCIL
AGENDA ITEMS RECOMMENDATION ACTION
CONVENE CITY COUNCIL MEETING
1. Public Comment
2. HVAC Maintenance Agreement
ADJOURN
THE NEXT CRA/CITY COUNCIL MEETING WILL BE HELD ON
THURSDAY,AUGUST 11, 2005 AT 6:00 P.M.
. ................................................................................................................
AGENDA ITEM REQUESTS FOR THE 08-11-2005 MEETING
MUST BE SUBMITTED IN WRITING TO THE CITY CLERK'S
OFFICE BY NOON 08-04-2005.
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snnDTEw Community Services Department
Staff Report
CRA ITEM ( ) COUNCIL ITEM ( ) (X )MEETING DATE: July 26, 2005
SUBJECT: HVAC MAINTENANCE AGREEMENT
FUNDING REQUIRED: (X) NO FUNDING REQUIRED ()
RECOMMENDATION: STAFF RECOMMENDS ENTERING INTO A NEW 10-
YEAR AGREEMENT WITH HONEYWELL FOR HVAC EQUIPMENT AND A
FULL MAINTENANCE CONTRACT FOR ALL CITY-OWNED HVAC UNITS
Update on HVAC Situation:
City,Hall has been experiencing HVAC problems with our main 40-ton unit in the past
week. Temperatures have reached in the mid-80's both upstairs and downstairs causing
city hall to close early one day. One of the two compressors has failed and the strain
coupled with the summer temperatures and,increased humidity has put the remaining
compressor on an overload situation.
Both Honeywell and Ontario Refrigeration have been onsite reviewing the situation,
making minor adjustments to the unit in attempt to prolong the operation of the 40-ton
unit.
The 40-ton unit will be replaced as part of the new contract with whomever the council
decides to select as the HVAC vendor. The immediate replacement of the failed
compressor will be required since the ordering of the equipment will take
approximately 3-4 weeks. This being the hottest time of the year, the failure of the
other compressor could require the closing of city hall and/or bringing in temporary
air-conditioning units to spot cool.
Both companies have agreed to install a re-built compressor within one week or less at
no charge should the council decide to choose their company as the HVAC contractor.
Control Systems
Both companies are proposing new control systems that are Web-based and can adjust
scheduling and be remotely monitored from any IP addressable computer.
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Contract Pricing
Bidder HVAC Cost Control 10 yr Maint. Contract -
System Agreement Price*
Ontario Refrig $139,816 $17,773 $181,200 $338,789
Honeywell $159,950 $9,785 $199,500 $369,235'
*both companies will require outside financing for the one-time equipment costs
Honeywell's bid is 8.%d higher overall than Ontario Refrigeration.
Recommendation:
Honeywell designed and installed the original equipment that is currently in use at City
Hall. They have an outstanding track record of equipment maintenance along,with
friendly service professionals that go above and beyond their duty. Asa Fortune-50
Company, they have over 100 years experience in the industry and are a stable--force
that maintains HVAC equipment locally and globally.
Staff feels that the approximately $250 per month in cost difference,over ten years is
well worth the security of knowing that our HVAC will be handled as it has been in the
past.
Staff recommends entering into a new 10-year agreement-with Honeywell for HVAC
equipment and a full maintenance contract on all city-owned HVAC units.