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Home My WebLink AboutPR 23681: APPROVAL OF EDC ENGAGING SERVICES FOR QUARTERLY HVAC MAINTENANCE AT 501 PROCTER AND 549 4TH STREET PORF*ARTHUR tNO�IC 6tM[LOOi INTEROFFICE MEMORANDUM Date: March 19, 2024 To: Honorable Mayor and City Council Through: Ron Burton, CPM I City Manager From: Terry Stokes, PAEDC Chief Executive Officer RE: PR 23681 I Approval of the Port Arthur EDC (PAEDC) engaging the Services of Industrial & Commercial Mechanical (ICM) for Quarterly HVAC Maintenance, including filter changes for the HVAC Systems at 501 Procter and 549 4th Streets (The Press Building). The intent of this Agenda Item is to seek the City Council's approval of the PAEDC engaging the services of Industrial & Commercial Mechanical (ICM) for Quarterly HVAC Maintenance, including filter changes for the HVAC Systems at 501 Procter and 549 4th Streets(The Press Building). Background: Industrial & Commercial Mechanical (ICM) has been servicing the HVAC Rooftop Units at the EDC buildings and provides consistent dependable service. The rooftop units servicing the EDC Office Building at 501 Procter Street and The Press Building at 549 4th Street are in need of the required maintenance to keep the units running smoothly. ICM, as participant of the BuyBoard Contract#638-21, has provided a proposal to encompass one (1)Annual Inspection, including the necessary preventative maintenance, which will include an operational inspection and the cleaning of all equipment condensing coils and testing of the system. Additionally, ICM will conduct three (3) quarterly preventative maintenances, including the replacement of return air filters for each respective building. A Preventative Maintenance report for each building will be provided to EDC Management. Budgetary Impact: The budgetary impact of this item is, 501 Procter, in the amount of$4,748.00 and 549 4th Streets, in the amount of$6,820.00. Funds are available in EDC Account No. 120-80-625-5318-00-00-000 and Project No ED0002.OTH.EQM respectively, with the option to renew for two (2) additional one (1) year periods. Recommendation: It is recommended the City Council of the City of Port Arthur approves the PAEDC engaging the services of ICM for Quarterly HVAC Maintenance with monthly filter changes for the HVAC system 4. P.R. No. 23681 3/19/2024 JMC RESOLUTION NO. A RESOLUTION APPROVING THE CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION ENGAGING THE SERVICES OF INDUSTRIAL & COMMERCIAL MECHANICAL OF BEAUMONT, TEXAS THROUGH BUYBOARD CONTRACT #638-21 FOR THE PREVENTATIVE MAINTENANCE OF THE HVAC SYSTEMS AT 501 PROCTER AND 549 4TH STREETS, IN AN AMOUNT NOT TO EXCEED $4,748.00 FOR 501 PROCTER STREET, PAEDC FUNDING ACCOUNT NO. 120-80-625-5318-00-00-000 AND IN AN AMOUNT NOT TO EXCEED $6,820.00 FOR 549 4TH STREET FUNDING IN PAEDC ACCOUNT NO 120-80-625- 5318-00-00-000 I PROJECT NO. ED0002.OTH.EQM WHEREAS, the City of Port Arthur Section 4A Economic Development Corporation (PAEDC) owns the properties located at 501 Procter and 549 4th Streets, Port Arthur, Texas and has the commitment to maintain the safety and integrity of said premises; and WHEREAS,Industrial& Commercial Maintenance(ICM),has been servicing the HVAC Roof Top Units at the EDC buildings and has provided consistent dependable service; and WHEREAS,the HVAC units are in need of ongoing mechanical preventative maintenance to keep the HVAC systems up and running all season long with no breakdowns, enabling the transition of heating and cooling throughout the seasons with reliable and efficient service while operating at maximum efficiency; and WHEREAS, pursuant to Chapter 271 of the Texas Local Government Code, a city, by resolution of its governing body, may participate in cooperative purchasing programs such as Buyboard, as an alternative to formal bid process; and WHEREAS, ICM, as an awarded vendor on the Buyboard (Contract #638-21), has provided a HVAC Maintenance Proposal "Exhibit A", including annual and quarterly maintenance, which also includes of return air filters; and WHEREAS, for the safety and comfort of the tenants, HVAC Preventative Maintenance is necessary; and WHEREAS, at their February 19, 2024, Board Meeting, the PAEDC Board of Directors approved engaging the services of Industrial & Commercial Mechanical for the maintenance of the HVAC Roof Top Units located at 501 Procter, in the amount of$4,748.00 and 549 4th Streets, in the amount of$6,820.00, with the option to renew for two (2) additional one (1) year period; and. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council authorizes PAEDC to engage the services of Industrial & Commercial Maintenance (ICM)'s, as a BuyBoard participant — Contract #638-21, for the HVAC Maintenance of the HVAC Roof Top Units located at 501 Procter, in the amount of $4,748.00 and 549 4th Streets, in the amount of$6,820.00, with the option to renew for two (2) additional one (1)year periods. Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED on this day of A.D., 2024, at a Meeting of the City Council of the City of Port Arthur, Texas,by the following vote: AYES: Mayor Councilmembers NOES: Thurman Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED: Terry Stokes, PAEDC CEO APPROVED AS TO FORM: Charles E. Zech, PAEDC Attorney APP'OVED AS TO FO J . . Black, Interim City Attorney APPR VED AS TO AVAILABILITY OF FUNDS: - n Lyn a Boswell, Finance Director Exhibit "A" CITY OF PORT ARTHUR-ECONOMIC DEVELOPMENT COORPORATION ICM 2024 PROPOSAL TO PERFORM QUARTERLY HVAC MAINTENANCE AND QUARTERLY FILTER CHANGES FOR 2—EDC BUILDING LOCATIONS Industrial and Commercial r .°°1111111.g111.4", Mechanical TACLA23943C I I= INA 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 January 9,2024 PORT ARTHUR EDC 549 4TH STREET(PRESS BLDG) PORT ARTHUR TX ATTN: JOANIE COLLAZO,Mrs. Krystle Muller,CEO Subject: ICM QUARTERLY HVAC MAINTENANCE PROPOSAL WITH QUARTERLY FILTER CHANGE REFERENCE ICM SERVICE AGREEMENT TO PERFORM QUARTERLY HVAC MAINTENANCE&QUARTERLY FILTER CHANGE Dear Mrs.Muller, Industrial Commercial Mechanical is pleased to offer the following proposal to Furnish labor and materials to provide QUARTERLY HVAC MAINTENANCE and QUARTERLY FILTER CHANGE as listed below for your consideration: Item QTY Description 1. 1-trip Furnish a Quantity of 1-Trip Per year for the ANNUAL inspection of 9 DIAKIN ROOFTOP AC at the EDC PRESS BUILDING,ALSO includes HVAC Preventative Maintenance performed on 2-Mini-split AC systems. The ANNUAL INSPECTION also includes Operational Inspection and the Cleaning of equipment Condensing Coils and testing for proper Air Conditioning-cooling performance of all Equipment. NOTE:AT CUSTOMERS REQUEST-EXHAUST FANS ARE NOT INCLUDED IN MAINTENANCE PROGRAM 2. 3-trips Furnish a Quantity of 3—Trips Per Year Quarterly Preventative Maintenance and Operational Inspections—on DAIKIN,COMMERCIAL ROOFTOP AC UNITS and 2 Mini-Split AC Air Conditioning and Heating Systems Operational Inspections includes the following items performed on all associated equipment: • Checking for proper Refrigerant levels of all associated Equipment. • Inspection of,and alignment,of associated Drive V-Belts where applicable,is included. Replacement of bad V-Belts will be reported to customer and quoted to customer,for approval. • Inspection of all associated Fan motors for proper operations and amperage readings. • Lubrication of all associated Fan Motors&bearings per manufacturer's specifications • Inspection of Controls,relays,and compressor Contactors,for proper integrity and operation. • Treatment of Condensate drain pans and drain lines,with Algaecide to ensure proper flow. • Inspection of Evaporator Coils and Blower Wheels for proper cleanliness and integrity. • Inspection of Equipment Cabinetry for excessive corrosion or failure. • Testing each system for Proper Temperature performance levels and temperature readings. • Furnishing Supervisory Management detailed Reports for any recommended repairs needed on AC Systems-No additional work will be performed,without approval from Management. 3 4 TRIPS QUARTERLY Replacement of Return Air Filters every 3-months is performed for DAIKIN Commercial Rooftops. (Mini-Split system washable filter will be cleaned and reinstalled in equipment) Disposal of old filters will be provided by ICM,during each Filter change,at customers dumpster. 4 4 Furnish Preventative Maintenance reports to management,detailing any mechanical problems discovered during Preventative maintenance work.Any mechanical problems which require replacement of parts or extra Repair work will be provided to management-with pricing for consideration or their approval,before proceeding with any extra needed repairs. Page 1 [ACLA 23943C—Regulated by the"Ie as Department of Licensing and Regulation PO Box 12157 Austin.TX 78711 1-8011-803-9202.512-463-6599 CITY OF PORT ARTHUR-ECONOMIC DEVELOPMENT COORPORATION ICM 2024 PROPOSAL TO PERFORM QUARTERLY HVAC MAINTENANCE AND QUARTERLY FILTER CHANGES FOR 2—EDC BUILDING LOCATIONS 2ND BUILDING LOCATION Industrial and Commercial Mechanical TACLA23943C noll) 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 January 9,2024 PORT ARTHUR EDC 501 PROCTOR STREET BLDG. PORT ARTHUR TX ATTN: Mrs. Krystle Muller,CEO Subject: ICM QUARTERLY HVAC MAINTENANCE PROPOSAL WITH QUARTERLY FILTER CHANGE REFERENCE ICM SERVICE AGREEMENT TO PERFORM QUARTERLY HVAC MAINTENANCE WITH QUARTERLY FILTER CHANGE Dear Mrs.MULLER, Industrial Commercial Mechanical is pleased to offer the following proposal to Furnish labor and materials to provide QUARTERLY HVAC MAINTENANCE and QUARTERLY FILTER CHANGE as listed below for your consideration: Item QTY Description 1 1-trip Furnish a Quantity of 1-Trip Per year for the ANNUAL inspection of DIAKIN ROOFTOP AC at the EDC BUILDING,which includes HVAC Preventative Maintenance performed on 3-Mini-split AC systems. The ANNUAL INSPECTION also includes Operational Inspection and the Cleaning of all equipment Condensing Coils and testing for proper Air Conditioning-cooling performance of all Equipment. 2 3-trips Furnish a Quantity of 3—Trips Per Year Quarterly Preventative Maintenance and Operational sections—on DAIKIN COMMERCIAL ROOFTOP and 3 Mini-Split AC Air Conditioning and Heating Systems Operational Inspections includes the following items performed on all associated equipment: • Checking for proper Refrigerant levels of all associated Equipment. • Inspection of,and alignment,of associated Drive V-Belts where applicable,is included. • Inspection of all associated Fan motors for proper operations and amperage readings. • Lubrication of all associated Fan Motors&bearings per manufacturer's specifications • Inspection of Controls,relays and compressor Contactors,for proper integrity and operation. • Treatment of Condensate drain pans and drain lines, with Algaecide to ensure proper flow. • Inspection of Evaporator Coils and Blower Wheels for proper cleanliness and integrity. • Inspection of Equipment Cabinetry for excessive corrosion or failure. • Testing each system for Proper Temperature performance levels and temperature readings. • Furnishing Supervisory Management detailed Reports for any recommended repairs needed on AC Systems—No additional work will be performed,without approval from Management. 3 4-Trips QUARTERLY Replacement of Return Air Filters is performed for DAIKIN Commercial Rooftop. (Mini-Split system washable filter will be cleaned and reinstalled in equipment) Disposal of old filters will be provided by ICM,during each Filter change. 4 4 Furnish Preventative Maintenance report to management,detailing any mechanical problems discovered during Preventative maintenance work.Any mechanical problems which require replacement of parts or extra Repair work will be provided to management-with pricing for consideration or their approval,before proceeding with any extra needed repairs. PAGE 2 TACLA 23943C:—Regulated by the"texas Department of Licensing!and Regulation PO Box 12157 Austin.1X 7871 I 1-800-8113-9202.512-463-6599 CITY OF PORT ARTHUR-ECONOMIC DEVELOPMENT COORPORATION ICM 2024 PROPOSAL TO PERFORM QUARTERLY HVAC MAINTENANCE AND QUARTERLY FILTER CHANGES FOR 2—EDC BUILDING LOCATIONS ITEMS NOT INCLUDED ➢ Any Changes or Modifications,other than specified as part of proposal,or proposed scope of work. ➢ Any Changes or Work delays;due to problems beyond our control. ➢ Warranty of any items not furnished and installed by ICM ➢ Refrigerant,or refrigerant leak search ➢ WATER,FOR WASHING COILS AT ANNUAL CLEANING—WATER CONNECTIONS MUST BE AVAILABLE ON SITE FOR CLEANING ICM PROPOSED PRICING FOR MAINTENANCE& FILTERS CHANGE PER BOTH LOCATIONS PORT ARTHUR EDC 501 PROCTOR STREET BLDG LOCATION. PORT ARTHUR TX ICM 2024 PROPOSED YEARLY INVESTMENT TO PROVIDE QUARTERLY MAINTENANCE AND QUARTERLY AC FILTER CHANGES—EVERY 3 MONTHS ICM PRICE PER 2024 YEAR $4,748.00 PER YEAR LUMP SUM-Tax is not included OPTIONAL-QUARTERLY BILLING-$1,187.00 BILLED Per Each Maintenance Inspection ************************************************************************************************ PORT ARTHUR EDC 549 4'STREET(PRESS BLDG LOCATION) PORT ARTHUR TX ICM PROPOSED 2024 YEARLY INVESTMENT TO PROVIDE QUARTERLY MAINTENANCE AND QUARTERLY AC FILTER CHANGES ICM PRICE PER 2024 YEAR $6820.00 PER YEAR LUMP SUM-Tax is not included OPTIONAL-QUARTERLY BILLING-$1,705.00 BILLED Per Each Maintenance Inspection THIS PROPOSAL IS VALID FOR 30 DAYS-FROM THE DATE OF PROPOSAL INDUSTRIAL&COMMERCIAL MECHANICAL IS AN AWARDED VENDOR FOR BUYBOARD CONTRACT#638-21 **RENEWAL CLAUSE** THE TERM OF THE CONTRACT IS FOR A THREE(3) YEAR PERIOD, WITH AN OPTION TO RENEW FOR TWO(2)ADDITIONAL YEARS AT THE MUTUAL AGREEMENT OF BOTH PARTIES, ICM RESERVES THE RIGHT TO INCREASE PARTS AND LABOR TO FAIR MARKET RATES AT RENEWAL OF AGREEMENT. Thank you for your request for this proposal. We would appreciate the opportunity to provide these services.Please let me know if you would like to proceed with the proposed service repair,and what purchase order number we will utilize,for our billing for services. As always,we thank you for your business and the opportunity to provide our services. Regards, Jerry E. Johnson Approved 6y Date ICM SALES REPRESENTATIVE OFFICE;409-842-3737 CELL: 409-658-8797 TACLA 239,3(:—Regulated by°the'I'cos Department of Licensing and Regulation PO Bin 12157 Austin, I X 78711 1-8011-803-9202.512-463-6599