HomeMy WebLinkAboutPR 18365: ORDER FOR HEATING, VENTILATION AND AIR CONDITIONING SYSTEMS WITH SOUTHEAST SERVICE CO. PUBLIC WORKS DEPARTMENT
COUNCIL ACTION MEMO
TO: John A. Comeaux, P.E., Interim City Manager
FROM: Leslie McMahen, P.E., Interim City Engineer
DATE: May 29, 2014
RE: Proposed Resolution 18365—Amendment of HVAC Maintenance Contract under
Blanket Purchase Order No. 177157
RECOMMENDATION
I recommend that the City Council approve Proposed Resolution No. 18365, authorizing the
amendment to Blanket Purchase Order No. 177157 for the maintenance of various heating,
ventilation, and air conditioning systems (HVACy in City buildings by Southeast Service Co. of
Port Arthur, Texas, increasing the Blanket Purchase Order amount by $40,000.00 to a new total
of$70,000.00, with no change to the term, and authorizing the payment of Invoice No. 8257 in
the amount of$14,392.00 from Southeast Service Co.
BACKGROUND
The City Council previously approved a contract with Southeast Service Co. by Resolution No.
13-339 on August 6, 2013, for the maintenance of the various heating, ventilation, & air
conditioning systems (HVAC) in City buildings. Reference Blanket Purchase Order No. 177157
was approved for the amount of $30,000.00. Amendment request is for an increase in the
Blanket Purchase Order amount by $40,000.00 due to unforeseen HVAC expenses in the City
Hall and various other City buildings, and to provide service for the remaining term of the
contract.
BUDGETARY/FISCAL EFFECT
Funds are available in the various departmental accounts.
STAFFING/EMPLOYEE EFFECT
None.
SUMMARY
I recommend that the City Council approve Proposed Resolution No. 18365, authorizing the
amendment of Blanket Purchase Order No. 177157, with Southeast Service Co. of Port Arthur,
Texas for maintenance services for the heating, ventilation, & air conditioning systems (HVAC),
increasing the Blanket Purchase Order by $40,000.00 to a new total of $70,000.00, and
authorizing the payment of Invoice No. 8257 in the amount of $14,392.00 from Southeast
Service Co. Funds are available in the various departmental accounts to pay for services for the
remaining term of the contract.
.V∎m P.E.
Leslie McMahen, P.E.
Interim City Engineer
LM/ta
S:\engineer\Documents\Contracts\HVAC Mnx\SSC-CAM14
P.R. 18365
5/27/14LM
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE AMENDMENT TO BLANKET
PURCHASE ORDER NO. 177157 FOR MAINTENANCE SERVICES
FOR THE HEATING, VENTILATION, & AIR CONDITIONING
SYSTEMS (HVAC) IN CITY BUILDINGS, WITH SOUTHEAST
SERVICE CO. OF PORT ARTHUR, TEXAS, INCREASING THE
BLANKET AMOUNT BY $40,000.00 TO A NEW BLANKET
PURCHASE ORDER TOTAL OF $70,000.00, AND AUTHORIZING
THE PAYMENT OF INVOICE NO. 8257 IN THE AMOUNT OF
$14,392.00 FROM SOUTHEAST SERVICE CO. FUNDS ARE
AVAILABLE IN VARIOUS DEPARTMENTAL ACCOUNTS.
WHEREAS, the City has need for maintenance services for the heating, ventilation, and
air conditioning systems in City buildings; and,
WHEREAS, on August 6, 2013, the City Council, by Resolution No. 13-339, authorized
the contract for maintenance of the various heating, ventilation, and air conditioning systems
(HVAC) in City buildings; and,
WHEREAS, Blanket Purchase Order No. 177157 was issued in the not to exceed
amount of $30,000.00 for such service to Southeast Service Co., as delineated in the City's
Purchasing Policy; and,
WHEREAS, due to unforeseen HVAC expenses in the City Hall and various other City
buildings that occur during the various seasons of the year, the Blanket Purchase Order amount
has been reached and needs to be amended to pay for additional invoices and provide service
for the remaining term of the contract; and,
WHEREAS, an increase of $40,000.00 to Blanket Purchase Order No. 177157 is
needed; and,
WHEREAS, Southeast Service Co. has submitted Invoice No. 8257 in the amount of
$14;392.00 for services rendered; NOW THEREFORE,
S:\engineer\Documents\Contracts\HVAC Mnx\ PR18365
P.R. 18365
5/27/14LM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
increase Blanket Purchase Order No. 177157 by $40,000.00 to a new total of$70,000.00; and,
THAT, payment is also authorized for Invoice No. 8257, attached as Exhibit "A", for
services provided by the vendor; and,
THAT, funds for the contract are available in various departmental budgets; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED this the day of , A.D. 2014 at
a meeting of the City of Port Arthur,Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Mayor
Attest: APPROVED AS TO FORM:
.6t,e
Sherri Bellard Valecia Tizeno
City Secretary City Attorney
S:\engineer\Documents\Contracts\HVAC Mnx\ PR18365
P.R. 18365
5/27/14LM
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS:
John A. Comeaux, P.E. Deborah Echols, CPA
Interim City Manager Finance Director
E . P.E.
Leslie McMahen, P.E. Shawna Tubbs, CPPO, CPPB
Interim City Engineer Purchasing Manager
S:\engineer\Documents\Contracts\HVAC Mnx\ PR18365
EXHIBIT A
-IZDXI m0 33 m171 73 1 p C 0
,0 . @ 0 Q '`.8- 5q. _ I - D o x
0 z 0 r'D rm rn m m m -1 Z Q m m
C r r , •
O c O cn9 n < - m C 0 ° : m Z
m D D D 0,m m
*. 3!
O
r- W 0 Q C 0
m • Z Q ••••, -4
n
kf
m Z cn
€ E € 6 3 -1 >
o -Izmcm-cOm D
m cn
a0 033 -0 s o0 -Li n
Mm 1 nz 31 T.m m zo ' n _ _ N $' m
o th y m o o�
z 0 1
oZ ° �
G o
or- Z
c7 z \ \ m m c v r
O n . i O O m ? _ ,.,, o
s O 1 XI O m 1 -1 CO
0 -13 a m r MI 33 _ m x.. a
N m m m r m m m m > ..; C
3.z D .y4 O C m „,>.
m o .+ a 0 _1
m
m n m UJ z Z f 2
m < t m m o o ii .-1- (. qmq,�
m o 0 m o O —� _ i�
m —3
c co O D D —1 0
CD71 ;`o c r �........ j m
°°a 111111 1) 0 �°
E m > 'o �, H l cn D
O 1)-.. o m
■
cn
>
III i y Z
O D
o --I -�...g , m o
z o m n -(>
--f. Z co
Z z O m O O 0' r rn r0
O N
_ 0 - C) r r m * v O iii,
n 5 r D n D 5 z O Q! v'33 )
m £ r 37 03 -4 tot m Z X 1 m
s 0 m 0 m S O 33 r. m C m D 33 4., I 3. OD N m ..+ m D m O D N ' m C -, < 31 m XI r
m m D j Ti m m..,,„�
< z v
f -� 0
o m 37 -�
M z N ! -i O I m
D z D ^ n
I
p A mom< c n n O'
m Cam: n < m
z ^-3. = m Z ^
H 7�X O m m
D z -4
< 0 o m