DATE: April 9, 2024
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with ACCO Engineered Systems, Inc.
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute an Agreement with ACCO Engineered Systems, Inc., through a cooperative agreement with Omnia Partners, to provide boiler, chiller, and cooling tower maintenance and repair services for a three-year initial term with two optional one-year extensions, effective upon execution, total not to exceed $7,725,000; and
2. Authorize the Director of Internal Services/Chief Information Officer, or their designee, to add and/or remove County service locations and related equipment from the maintenance and repair schedule as necessary, and to adjust the frequency of services pursuant to the methodology described in the recommended Agreement and as operational needs require, with no change to the maximum compensation.
REPORT
There is no additional Net County Cost associated with the recommended actions. The first recommended action will allow the Internal Service Department, Facility Services Division (ISD-Facility Services) to contract with ACCO Engineered Systems, Inc. (ACCO), through a cooperative agreement, for scheduled maintenance and as-needed repairs to the County’s owned boilers, chiller, and cooling towers. The second recommended action will allow the Director of Internal Service/Chief Information Officer (CIO), or their designee, to add and remove County service locations and related equipment as necessary, and to adjust the frequency of maintenance services, as operational needs require, with no change to the maximum compensation. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended agreement, ISD-Facility Services would not have a cost-effective method for obtaining necessary services, and may be required to continue to defer needed maintenance and repairs to various heating and cooling systems throughout the County.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum compensation for the recommended agreement is $7,725,000 and will be funded by chargebacks to user departments. Sufficient appropriations and estimated revenues are included in the ISD-Facility Services Org 8935 FY 2023-24 Adopted Budget and will be included in subsequent budget requests.
DISCUSSION:
The County owns and maintains more than 100 pieces of equipment for heating and cooling (HVAC) systems at 15 different locations throughout the County. This includes the HVAC systems at the Main Jail, Plaza Building, the Juvenile Justice Center Central Plant, and other key locations.
Pursuant to Chapter 4 of the County’s Purchasing Manual, the County is able to join other public entities in the collective preparation of specifications and requests for quotations or proposals, and in making an award to a bidder in compliance with the requirements of the Purchasing Manual. On October 8, 2019, the Region 14 Education Service Center, which is comprised of over 42 school districts in Texas, through Omnia Partners (Omnia), a contract buying group, issued Request for Proposal (RFP) No. 29-19 for HVAC Equipment, Installation Services, & Related Products - Supplemental which was awarded to ACCO in December 2019. The Internal Services Department, Purchasing Division reviewed Omnia’s RFP process, and determined their procedures were consistent with the County’s RFP process.
The first recommended action approves an Agreement with ACCO, based on the terms outlined in cooperative agreement No. 02-73 through Omnia, with a potential three-year initial term with two optional one-year extensions. Services are to include annual and routine maintenance and repair on County HVAC systems, performed according to the maintenance schedule or services provided by ACCO, which aligns with manufacturer suggested services. The total compensation for the initial three-year term is $4,500,000. In the event the contract is extended to Years 4 and 5, the total compensation will increase to $6,125,000 and $7,725,000 respectively. In no event shall the potential five-year cost of this Agreement exceed $7,725,000.
The second recommended action approves the CIO, or their designee, to have the authority to add and remove service locations and related equipment from ACCO’s maintenance and repair schedule, and to adjust the frequency of maintenance services, as operationally required, throughout the entire potential five-year term with no change to the maximum compensation.
Approval of the recommended actions will allow ACCO to provide boiler, chiller, and cooling tower scheduled maintenance and repair services.
REFERENCE MATERIAL:
BAI 54, June 5, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with ACCO Engineered Systems, Inc.
CAO ANALYST:
Ahla Yang