Title
Consider a memorandum/resolution authorizing the maintenance and repair of HVAC equipment by The Brandt Companies, LLC in an amount not to exceed $100,000 in fiscal year 2023.
Summary
DATE: November 8, 2022
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, Interim Executive Director of Finance
SUBJECT: HVAC Maintenance and Repair
BACKGROUND AND FINDINGS:
The City has an inventory of approximately 400 heating, ventilation, and air conditioning (HVAC) units that vary in complexity, size, and type. Building Services uses HVAC vendors to assist in the maintenance and repair of the City’s HVAC units with a budget of $265,749. The Brandt Companies, LLC is used for maintenance and repair of large complex chillers and boiler units. In addition, Building Services uses The Brandt Companies, LLC to service all units within the Police Department buildings. In 2021, Building Services on behalf of the Police Department entered into a two-year maintenance and inspection agreement with The Brandt Companies, LLC in the amount of $38,329.46 ($19,164.73 annually) based off the Texas BuyBoard purchasing cooperative contract #631-20.
The Brandt Companies, LLC provides repair and maintenance services through the Texas BuyBoard purchasing cooperative, contract #631-20 that expires November 30, 2022, with a (1) one year renewal. The total estimated HVAC maintenance and repair expenses with The Brandt Companies, LLC in Fiscal Year 2023 is $100,000 which includes the Police Department’s maintenance and inspection agreement.
THE ALTERNATIVES CONSIDERED:
Option 1 - Do not approve the maintenance and repair of HVAC equipment by The Brandt Companies, LLC.
Option 2 - Approve the maintenance and repair of HVAC equipment by The Brandt Companies, LLC.
Which alternative is recommended? Why?
Alternative 2 is recommended, which will assist Building Services in the maintenance and repair of City’s HVAC equipment.
CONFORMITY TO CITY POLICY:
Yes, purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to see competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The estimated annual expenses for The Brandt Companies in Fiscal Year 2023 are $100,000. HVAC repair and maintenance expenses for future years are expected to be similar.
Is this a one-time or recurring expenditure?
Recurring expenditure
Is this expenditure budgeted?
Yes, funds are available within in each department’s budget in the building repair and maintenance account, XXX-XXXX-XXX.42-10.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Council authorize the maintenance and repair of HVAC equipment by The Brandt Companies, LLC in an amount not to exceed $100,000 in Fiscal Year 2023.
DEPARTMENTAL CLEARANCES:
Community Development
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Renewal Letter
Agreement
Certificate of Interested Parties