DATE: August 6, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with ACCO Engineered, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with ACCO Engineered, Inc. to provide forced air, package unit, and other heating, ventilation, and air conditioning system parts, services, and repairs on an “as-needed” basis, effective August 8, 2024, through August 7, 2027, including a three-year initial term with two optional one-year extensions, total not to exceed $2,000,000.
REPORT
There is no additional Net County Cost associated with the recommend action, which will allow the Internal Services Department, Facility Services Division (ISD-Facility Services) to contract with ACCO Engineered, Inc. (ACCO) for forced air, package unit, and other heating, ventilation, and air conditioning (HVAC) system parts, services, and repairs on an “as-needed” basis. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended Agreement, ISD-Facility Services would be without an efficient method of obtaining HVAC parts for maintenance and repairs executed by County staff, as well as an efficient method of obtaining supplemental services and repairs for HVAC systems maintained by the County. ISD-Facility Services would need to increase staff, and expend staff time and resources, to bid solicitations for each repair that may arise, which could affect operations from the increased time required to take action for services and repairs.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation for the recommended agreement is $2,000,000 and will be funded by chargebacks to user departments. Sufficient appropriations and estimated revenues are included in the ISD-Facility Services Org 8935 FY 2024-25 Recommended Budget and will be included in subsequent budget requests.
DISCUSSION:
On April 26, 2024, the Internal Services Department, Purchasing Division (ISD-Purchasing) released Request for Quotation (RFQ) No. 24-063 requesting bids from qualified vendors for forced air, package unit, and (HVAC) parts, services, and repairs to be provided on an “as needed” basis through the County.
ISD-Purchasing received one quote by the closing date, and a tentative award was issued on May 20, 2024, to ACCO, the only responsive bidder.
The recommended Agreement will allow ACCO to provide forced air, package unit, and other HVAC system parts, services, and repairs. These parts, services and repairs are intended only for warm-air heating systems, ventilating systems, and air-conditioning systems, and not for boilers, chillers, or cooling towers. The recommended action is for a potential five-year agreement with ACCO, consisting of a three-year initial term with two optional one-year extensions. The total compensation for the initial three-year term is $1,000,000. In the event the contract is extended to Years 4 and 5, the total compensation will increase to $1,500,000 and $2,000,000, respectively. In no event shall the potential five-year costs of the recommended agreement exceed $2,000,000.
Approval of the recommended Agreement will allow ACCO to provide HVAC system parts, services, and repairs on an “as-needed” basis throughout the County for a potential five-year term, total not to exceed $2,000,000.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with ACCO Engineered, Inc.
CAO ANALYST:
Ahla Yang