20250312-010 Aviation Variable Frequency Drives Maintenance and Repair RCA — original pdf

Backup

City of Austin Recommendation for Action File #: 25-0416, Agenda Item #: 4/10/2025(cid:4) Posting Language Authorize a contract for preventative maintenance and repair services for variable frequency drives for the Department of Aviation with Lelam Holdings d/b/a Climate Solutions, for an initial term of four years with up to one one-year extension option in an amount not to exceed $878,400. Funding: $87,840 is available in the Department of Aviation’s Operating Budget. Funding for the remaining contract term is contingent upon available funding in future budgets. Lead Department Financial Services Department. Client Department(s) Department of Aviation. Fiscal Note Department of Aviation. Purchasing Language: MBE/WBE: were established. For More Information: solicitation. Funding in the amount of $87,840 is available in the Fiscal Year 2024-2025 Operating Budget of the Funding for the remaining contract term is contingent upon available funding in future budgets. The Financial Services Department issued an Invitation for Bids solicitation IFB 8100 SSC1025 for these good and services. The solicitation was issued on December 23, 2024 and closed on January 21, 2025. Of the four offers received, the recommended contractor submitted the lowest responsive offer. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s website. This information can currently be found at https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=141777. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program). For the services required for this solicitation, there were insufficient subcontracting opportunities; therefore, no subcontracting goals Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the Council Committee, Boards and Commission Action: March, 12, 2025 - To be reviewed by the Airport Advisory Commission. City of Austin Page 1 of 2 Printed on 3/5/2025 powered by Legistar™ 1 (cid:5) (cid:6) File #: 25-0416, Agenda Item #: 4/10/2025(cid:4) Additional Backup Information: This contract will provide preventative maintenance, installation, and repair services for variable frequency drives (VFDs) for the Department of Aviation. VFDs are used to precisely control the speed of heating, ventilation, and air conditioning motors, reducing energy consumption and improving comfort levels within a building. This contract will further Aviation’s goals of being environmentally conscience, extend the expected lifespan of equipment, and provide consistent indoor comfort levels for employees and the traveling public. This contract will replace the current contract which expires April 25, 2025. Estimates are based on historical usage and planned development. The recommended contractor is not the current provider for these services. If this contract is not approved, Aviation’s ability to control energy consumption and indoor comfort may be impacted. City of Austin Page 2 of 2 Printed on 3/5/2025 powered by Legistar™ 2 (cid:5) (cid:6) City of Austin Council Meeting Backup: April 10, 2025 Contract Details: File ID: 25-0416 Contract Term Initial Term Optional Extension 1 Total Length of Term 4 years 1 year 5 years Contract Authorization $702,720 $175,680 $878,400 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Page 1 of 1 3