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CITY COUNCIL AGENDA MEMO |
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| | | | | | | | | MEETING DATE: | 10/23/2023 | | DEPARTMENT: | Engineering-Facilities | | DIRECTOR: | B. Caleb Thornhill, P.E., Director of Engineering | | AGENDA ITEM: | Maintenance of the Energy Management Systems | | RECOMMENDED ACTION: | Purchase from Existing Contract |
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| | | | | | | | ITEM SUMMARY To approve the purchase of an Energy Management System Maintenance Services Contract for a one (1) year contract with one (1) one-year automatic renewal for the Engineering Department in the estimated annual amount of $182,490 from Johnson Controls, Inc. through an existing contract; and authorizing the City Manager to execute all necessary documents. (Sourcewell Contract No. 070121-JHN) Approved |
| | | | | | | | BACKGROUND The Engineering Department recommends the approval of the purchase of an Energy Management Maintenance Services Contract, in the annual amount of $182,490, with Johnson Controls, Inc. The purchase is for a one (1) year contract with one (1) one-year automatic renewal, for a total expenditure in the amount of $364,980.
The Energy Management System controls the temperature, humidity, air quality and energy efficiency of the heating, ventilation and air conditioning system in 46 city facilities. If this expenditure is not approved, these city facilities, could experience control system failure, resulting in issues with the HVAC systems.
The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (Sourcewell Contract #070121-JHN, City of Plano Internal Contract #2024-0047) |
| | | | | | | | FINANCIAL SUMMARY/STRATEGIC GOALS Funding for this item is available in the 2023-24 Facilities Maintenance Budget. Johnson Controls, Inc. will provide preventive and computer software maintenance at multiple City facilities. This agreement is a one (1) year contract in the amount of $182,490, leaving a current year balance of $88,897 for additional expenditures. Services will be provided and paid for quarterly. Also included is one (1) one-year automatic renewal, for a total contract cost of $364,980, per the City's Terms and Conditions. All future expenditures will occur within annual approved budget appropriations.
Approval of this item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government. |
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