Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Contract #20250058 for HVAC Maintenance at City Buildings with Hill York.
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Submitted By: Nadia Tourjee, Procurement Contracting Officer I, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nadia Tourjee, Procurement Contracting Officer I, PMD.
2. Parties: City of Port St. Lucie and Hill York Service Company, LLC (“Hill York”).
3. Purpose: Maintenance and repair of chiller, cooling tower, and pumps for Heating, Ventilation, and Air Conditioning (HVAC) equipment at City buildings.
4. New/Renewal/Modified: Modification.
5. Duration: Execution through 12/31/2025.
6. Benefits to Port St. Lucie: Ensures that the HVAC equipment is well maintained and minimizes downtime of air conditioning in City Complex buildings in case of equipment failure, requiring emergency repairs.
7. Cost to Port St. Lucie (Annual and Potential): Estimated Annual Cost: $200,000.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve, per Code Section 35.08(c), and waive formal bidding for good cause shown, for the City’s agreement for HVAC Maintenance at City Buildings with Hill York.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20250058.
2. Move that the Council not approve and provide staff with direction.
Background: The City has maintained a contract with Hill York since 2014. This contract is used to maintain the HVAC equipment and make emergency repair services for equipment at many City buildings. Use of this contract allows the continued routine maintenance, service, and operation of HVAC equipment with a vendor that is already familiar with the equipment. This maintenance is necessary for the operation of existing equipment, as it is reaching the end of its service life, until planned repairs and replacements are completed.
Issues/Analysis: The City entered into a contract with Hill York in 2021 for the term spanning January 1, 2022 through December 31, 2024. That contract had an automatic renewal provision, and therefore renewed when the City did not timely terminate the contract at the end of that term. However, the value of the contract is above the threshold for City Manager approval and therefore requires the approval of City Council. Additionally, the automatically renewed contract is Hill York’s contract form, and therefore, is missing key provisions important to the City. Therefore, staff is asking Council to waive formal bidding for good cause shown, being that the contract automatically renewed, the attached new Contract contains the provisions required to protect the City, and with the now defined end date (December 31, 2025), staff will have time to prepare and procure a new contract for these important services. Notably, Contract #20250058 does incorporate terms from Hill York’s contract with a Florida county (Lake), however, this is not being used as a piggyback, and instead, incorporates those terms as a basis since Hill York had already previously agreed to the terms.
Financial Information: Funds are appropriated in various cost centers in the General and Building Department Fund.
Special Consideration: Procurement will work with Facilities to ensure a new contract is obtained prior to the expiration of Contract #20250058.
Location of Project: Citywide.
Attachments:
1. Contract #20250058.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25009-04.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.