City Council Meeting

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F.2.e.

Meeting Date:	09/21/2021
Contact:	Trivinio Posley, Facilities Manager
Also Contact:	Crystal Owens, Managing Director of Development Services
Phone:	972-230-9672

COUNCIL ACTION

Motion by Councilmember Marks with a second by Councilmember Brown-Patrick to approve as presented. Motion passes 7-0.

AGENDA ITEM:

Consider authorizing the City Manager to negotiate and execute a facilities maintenance contract with CEC Facilities Group in the annual cost amount of $272,022.40 for a 1-year term with three 1-year renewal options

BACKGROUND:

The Facilities Maintenance Division contracts with multiple third-party contractors for maintenance needs at City facilities. Staff has modified the scope of work to include a certified heating, ventilation, and air conditioning (HVAC) technician and a plumbing assistant on-site to perform both major and minor repairs to the HVAC and plumbing systems. Having an HVAC technician and plumbing assistant on-site will allow for faster service and in-depth preventative maintenance that will likely result in fewer system breakdowns and emergency system replacements.

The contract scope also includes a general helper to perform furniture repair; furniture assembly; furniture moving and painting, as well as the hanging of mirrors, pictures, and banners. Additionally, the helper will perform all minor facilities maintenance needs, which will alleviate the need to contract another third-party vendor to perform these tasks. The contracted staff will be the point of contact for outside vendors to provide supervised access to the necessary facilities to perform any maintenance needs that are not covered by the contract scope.

FINDINGS:

The City has entered into an interlocal agreement with Purchasing Cooperative of America (“PCA”). PCA provides access to volume purchasing and discounts, which will allow CEC Facilities Group to provide specialized citywide facilities maintenance service at a discounted price

FINANCIAL IMPACT:

CEC Facilities Group submitted a proposal in the amount of $272,022.40 per year for a 1-year term with three 1-year renewal options. This contract will be funded by the Facility Management Services Fund 410 and General Fund 101.

RECOMMENDATION:

Staff recommends that the City Council authorize the City Manager to negotiate and execute a facilities maintenance contract with CEC Facilities Group in the amount of $272,022.40 for a 1-year term with three 1-year renewal options

MANAGEMENT REVIEW

Attachments
CEC Proposal
PCI