CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year #1 to Contract 25-111, Heating, Ventilation, Air Conditioning and Dehumidification Services, to Beery Heating and Cooling, Inc. for an amount not to exceed $160,000
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Buildings Operations Division (DPW-PBO) and the Water Utilities are responsible for maintaining HVAC and dehumidification (HVAC-D) systems and associated equipment at more than 50 City facilities including seven secured facilities maintained by the Water Utilities and nine secured facilities maintained at the Springbrook Water Reclamation Center.
The City Council awarded Contract 25-111, Heating, Ventilation, Air Conditioning and Dehumidification Services, to Beery Heating and Cooling, Inc. on April 9, 2025, for a one-year term from May 1, 2025, to April 30, 2026, with four one-year options to extend. In December 2025, the City Council approved Change Order #1 for unplanned CIP repairs and replacements.
The purpose of this contract is to retain the services of a licensed HVAC-D contractor to perform services on an as-needed basis for work that is either beyond the scope of in-house staff and/or to augment and improve the efforts of in-house staff. The licensed contractors provide services consisting of maintenance, repair and replacement of the HVAC-D systems, and associated equipment.
DISCUSSION:
During the original term of the contract, Beery Heating and Cooling, Inc., completed multiple capital improvement projects:
1. Replacement of five rooftop units at the Public Works Service Center ($60,510)
2. Installation of a rooftop unit to serve the warehouse at the Electric Service Center ($24,580)
3. Replacement of the air conditioning units at the Indian Hills Substation ($15,825)
4. Replacement of the rooftop unit that serves the fitness/training room at the Police Department ($14,265)
5. Replacement of the boiler, and installation of a new expansion tank, circulator pump, air separator, and valves at the Municipal Center ($11,500)
6. Removal and replacement of baseboard covers in Municipal Center locker rooms and fitness rooms ($10,930)
Based upon the vendor’s performance, DPW-PBO recommends extending the contract for the first option year. Beery Heating and Cooling has agreed to maintain the rates and terms provided for under the contract.
In addition to the base services, DPW-PBO has identified the following projects to be completed as part of CIP MB209, Rooftop Unit Ventilation System Replacement:
• Replacement of HVAC unit located at Southeast Water Works ($19,425)
• Replacement of Fire Station 3 apparatus floor furnace ($15,000)
• Replacement of Fire Station 4 apparatus floor furnace ($15,000)
The term of the first option year is May 1, 2026, to April 30, 2027, with three one-year options remaining on the agreement.
FISCAL IMPACT:
CIP #: MB209
General heating, ventilation, air conditioning and dehumidification services are expensed to the Building and Grounds Maintenance and Building Improvements accounts below. A total of $450,000 is budgeted for general building maintenance services in 2026, including HVAC maintenance and repairs. Replacement of rooftop units and ventilation systems are expensed to the Building Improvements accounts listed below as part of the capital improvement program. This work is related to MB209, Roof Top Unit and Ventilation System Replacement, for which a total of $400,000 is budgeted in 2026. The requested award of $160,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$748,100 |
|
31342200-551500 |
Capital Projects Fund |
$1,954,000 |
|
31341500-551500 |
Water Utility Fund |
$360,000 |