Title
a. Authorize and approve the Director of Information Technology to execute Amendment No. 5 with Honeywell International, Inc. for continued maintenance of the heating, ventilation, and air conditioning (HVAC) system service, increasing the Agreement amount by $82,493 for a for a total Agreement amount not to exceed $367,992 in the aggregate for the term of July 1, 2016 through June 30, 2022; and
b. Authorize the Director of Information Technology to sign up to two (2)
amendments to this Agreement, extending the term by one (1) year each, where the additional costs per year do not exceed ten percent 10% of the yearly rate ($5,069.00) of the cost of the prior year’s maintenance, subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize and approve the Director of Information Technology to execute Amendment No. 5 with Honeywell International, Inc. for continued maintenance of the heating, ventilation, and air conditioning (HVAC) system service, increasing the Agreement amount by $82,493 for a for a total Agreement amount not to exceed $367,992 in the aggregate for the term of July 1, 2016 through June 30, 2022; and
b. Authorize the Director of Information Technology to sign up to two (2)
amendments to this Agreement, extending the term by one (1) year each, where the additional costs per year do not exceed ten percent 10% of the yearly rate ($5,069.00) of the cost of the prior year’s maintenance, subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
SUMMARY:
The Information Technology Department (ITD) has been authorized by the Board of Supervisors to purchase yearly preventative maintenance and on-call emergency services for the heating, ventilation and air conditioning system (HVAC) for the Information Technology Department (ITD) facility. Approval of this Amendment No. 5 will provide an additional year of HVAC preventative maintenance service and provide a $9,000 emergency reserve.
DISCUSSION:
Currently, ITD has a service agreement with Honeywell to provide HVAC preventative maintenance services, round the clock support for the ITD Data Center, and emergency maintenance repair services to be expended on an as-needed basis. The annual amounts for support and preventative maintenance have ranged between $43,000 and $50,000, with a $9,000 reserve for emergencies.
The proposed Amendment No. 5 will increase the aggregate Agreement amount by an additional $82,493 to allow ITD to repair condenser coils, remove an unneeded condenser located in the Data Center, continue annual maintenance as well as add additional $9,000 to the emergency reserve fund.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the draft Amendment. The Amendment does not change any terms of the Agreement beyond the total not to exceed amount and date, and so all the terms previously approved by the Board, including the non-standard language concerning indemnification, remain the same.
FINANCING:
Funds required for this agreement have been included in the FY 2021-22 submitted budget for the Information Technology Department 1930, Appropriation Unit INF002. All future year requirements will be included in future year budget submissions.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Amendment No. 5 to the Honeywell International Agreement provides basic building maintenance and repair to ITD’s building site.
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
__Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by:
______________________________________ Date: _________
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments:
Honeywell Master Agreement
Amendment No 5 to Honeywell Master Agreement
Amendment No 1-4 to Honeywell Master Agreement