Loading...
22-0607_ROHAN AND SONS, INC_Agenda Report_E9City of San Juan Capistrano Agenda Report TO: Honorable Mayor and Members of the City Council FROM: Benjamin Siegel, City Manager SUBMITTED BY: Thomas Toman, Public Works Director PREPARED BY: Jill Thomas, Senior Management Analyst DATE: June 7, 2022 SUBJECT: Amendment No. 1 to the Maintenance Services Agreement for Heating, Ventilation, and Air Conditioning Maintenance and Repair Services (Rohan and Sons, Inc.) RECOMMENDATION: 1.Approve and authorize the City Manager to execute Amendment No. 1 to the Maintenance Services Agreement with Rohan and Sons, Inc. for heating, ventilation and air conditioning maintenance and repair services at current unit pricing for an additional two-year term beginning July 1, 2022, and ending June 30, 2024; and, 2.Waive the formal bidding process pursuant to Municipal Code Section 3-4.306(e)(3). EXECUTIVE SUMMARY: The current agreement for heating, ventilation and air conditioning maintenance and repair services with Rohan and Sons, Inc. expires on June 30, 2022 (Attachment 1). Rohan has offered to continue providing services to the City for an additional two-year term with no change to current pricing (Attachment 2). It is recommended that the City Council authorize the City Manager to execute Amendment No. 1 to the Maintenance Services Agreement (MSA) with Rohan for a term of two years beginning July 1, 2022, and ending June 30, 2024 (Attachment 3) and waive the formal bidding process pursuant to Municipal Code Section 3-4.306(e)(3). 6/7/2022 E9 City Council Agenda Report June 7, 2022 Page 2 of 3 Rohan and Sons has provided exceptional service to the City for over 10 years. They have been very responsive to City needs and provide quality work on a consistent basis. Rohan has offered to enter into a contract amendment to extend the contract under the same terms and fees as the prior year. Due to the current high rate of inflation and economic instability, a formal RFP/RFQ process would likely result in higher fees and diminished services to execute projects in a timely manner. Therefore, it is recommended that a contract amendment be approved without a formal RFP/RFQ process under the exceptions provided for in Municipal Code Section 3-4.306(e)(3), which allows for an exception where the process is deemed not to be the most cost-effective approach. FISCAL IMPACT: The City expends approximately $75,000 to $100,000 annually for heating, ventilation, and air conditioning maintenance and repair services. There is sufficient funding in the proposed Fiscal Year 2022-2023 Operating Budget to cover these operations. No increase in unit pricing would result from this action. ENVIRONMENTAL IMPACT: In accordance with the California Environmental Quality Act (CEQA), the recommended actions are exempt from CEQA per Section 15061(b)(3), the general rule that the CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Approval of an amendment to the Maintenance Services Agreement for heating, ventilation, and air conditioning maintenance and repair is not an activity with potential to cause significant effect on the environment and is therefore exempt from CEQA. PRIOR CITY COUNCIL REVIEW: On October 3, 2017, the City Council authorized the City Manager to execute a Maintenance Services Agreement with Rohan and Sons, Inc. for heating, ventilation and air conditioning maintenance and repair services. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: This action does not require commission, committee, or board review. NOTIFICATION: Rohan and Sons, Inc. City Council Agenda Report June 7, 2022 Page 3 of 3 ATTACHMENT(S): Attachment 1: Maintenance Service Agreement – October 3, 2017 Attachment 2: Rohan and Sons, Inc. – Extension Request Letter Attachment 3: Proposed Amendment No. 1 MSA – Rohan and Sons, Inc. ATTACHMENT 1 PAGE 1 OF 29 ATTACHMENT 1 PAGE 2 OF 29 ATTACHMENT 1 PAGE 3 OF 29 ATTACHMENT 1 PAGE 4 OF 29 ATTACHMENT 1 PAGE 5 OF 29 ATTACHMENT 1 PAGE 6 OF 29 ATTACHMENT 1 PAGE 7 OF 29 ATTACHMENT 1 PAGE 8 OF 29 ATTACHMENT 1 PAGE 9 OF 29 ATTACHMENT 1 PAGE 10 OF 29 ATTACHMENT 1 PAGE 11 OF 29 ATTACHMENT 1 PAGE 12 OF 29 ATTACHMENT 1 PAGE 13 OF 29 ATTACHMENT 1 PAGE 14 OF 29 ATTACHMENT 1 PAGE 15 OF 29 ATTACHMENT 1 PAGE 16 OF 29 ATTACHMENT 1 PAGE 17 OF 29 ATTACHMENT 1 PAGE 18 OF 29 ATTACHMENT 1 PAGE 19 OF 29 ATTACHMENT 1 PAGE 20 OF 29 ATTACHMENT 1 PAGE 21 OF 29 ATTACHMENT 1 PAGE 22 OF 29 ATTACHMENT 1 PAGE 23 OF 29 ATTACHMENT 1 PAGE 24 OF 29 ATTACHMENT 1 PAGE 25 OF 29 ATTACHMENT 1 PAGE 26 OF 29 ATTACHMENT 1 PAGE 27 OF 29 ATTACHMENT 1 PAGE 28 OF 29 ATTACHMENT 1 PAGE 29 OF 29 ATTACHMENT 2 - PAGE 1 OF 1 ATTACHMENT 3 -- PAGE 1 OF 3 ATTACHMENT 3 -- PAGE 2 OF 3 ATTACHMENT 3 -- PAGE 3 OF 3