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
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City Council Agenda Report
June 7, 2022
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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
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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.
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