Council action is requested to expend $370,000.00 with Design Mechanical for HVAC maintenance and repairs for the Power & Light and Parks, Recreation, & Tourism Departments.

Council approval to issue purchase orders to Design Mechanical.

The Power & Light Department, Facilities Division of Parks and the remainder of the Parks, Recreation, & Tourism Department have utilized Design Mechanical to help with repairs, maintenance, and minor replacements as needs arise. The Parks department already has seven (7) service agreements with the Design Mechanical where the vendor comes into each location twice a year for the routine maintenance. The city is utilizing the University of Kansas Hospital cooperative contract # CON-000154 which gives us an hourly rate discount for our HVAC maintenance and repairs. Design Mechanical technicians understand the city’s systems well which also allows them to troubleshoot & identify the problems faster when systems are down. They have an excellent history and response time for HVAC issues with many city departments.

Per section 8.06.004, Paragraph 4 of the City Code states competitive bidding is not required when purchases are made through a cooperative contract established by a government purchasing entity or cooperative. The cooperative bids used will have been established pursuant to RSMo. 70.220 or generally accepted governmental purchasing practices through the competitive bidding process.

Approval of this item shall authorize change orders up to a total of ten (10) percent of the authorized amount, provided appropriations are available.

The fiscal impact to the City totals $370,000.00. Funding was included in the fiscal year 2023-2024 proposed budget for the Facilities Division, page 159, account number (5015-5211), Facilities Management (General Fund) for part & labor repairs, Other Operating Expenses, $100,000); page 242, (account number 6122-5211, IPL HVAC maintenance and repairs, Other Operating Expenses, $100,000); page 161, account numbers (6042-5211, Truman Memorial Building, Other Operating Expenses), (6048-5211, Sermon Center, Other Operating Expenses), (6063-5211-PRMO, Tourism and Historic Sites, Other Operating Expenses), (6063-5211-VM, Vaile Mansion, Other Operating Expenses), (6063-5211-BW, Bingham-Waggoner, Other Operating Expenses), (6078-5211-GO, George Owens, Other Operating Expenses), and (6043-5211, Palmer Building, Other Operating Expenses), $170,000.