The Facilities Management Division of the Environmental & Neighborhood Services Department is charged with the operation and maintenance of the heating, ventilation and air conditioning systems at all City Facilities. The systems are maintained by staff as well as through scheduled preventative maintenance and on-call contracted services.

HVAC Preventative Maintenance services include replacing filters, cleaning coils, visual inspections, recording amp draws, acid and moisture tests and replacing belts. In addition, this process also provides for maintenance on air cooled chillers, rooftop & split system units, air handlers and van axial fans, pumps, air compressors and pressure stations, fire dampers, exhaust fans and variable air volume boxes.

The Facilities Management Division released an Invitation to Bid for the above-referenced HVAC preventative maintenance and on-call repair services, which was advertised in the local newspaper on January 31 and February 07, 2018. On February 15, 2018, the City received seven (7) bids in response to this request, and Gowan Inc. was identified as the lowest bidder.

 The HVAC bid responses are included below:

The contract term dates with Gowan, Inc., will be March 22, 2018 through March 21, 2019 and will renew automatically under the same terms and conditions for four (4) additional one-year terms. Funding for this contract is available through the General, Enterprise and Utility Funds within the operations budget. While the total contract cost is less than our previous HVAC preventative maintenance and on-call services contract, there are some line items that are slightly higher, specifically in relation to the Airport and Utilities Funds. While the Airport HVAC equipment remained the same across the two contracts, four (4) central A/C units at existing Utilities sites were added to the new contract in order to ensure they receive the required preventative maintenance. These accounts will be adjusted by the Budget Office through year end projections. The additional services outlined within the contract with Gowan, Inc. are slightly higher than the City’s previous contract, however, these services are performed as needed and as funds are available. A contract comparison is included below:    

Staff recommends that the City Council authorize the execution of a one-year contract with Gowan Inc., in the amount of $172,880.64 for HVAC Preventative Maintenance and On-call Repairs. This contract will automatically renew for four (4) additional years for a total contract cost of $864,403.20.