2021-11-09 Services & Organisation Committee Meeting Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                 9 NOVEMBER 2021


2    CONTRACT NO. T000058 - MAINTENANCE AND SERVICING OF HEATING,
     VENTILATION AND AIR CONDITIONING (HVAC) SYSTEMS - TENDER AWARD
Author           Buildings and Facilities Coordinator – Chris Steel
                 Infrastructure Services Department

Index            ECM / Subject / Contracting / Council Properties
                 ECM / Project & Contract / T000058 Maintenance and Servicing of Heating,
                 Ventilation and Air Conditioning (HVAC) Systems / Reports to Council

Attachments      1.    Evaluation Spreadsheet


EXECUTIVE SUMMARY
    This report provides a tender evaluation summary and recommendation for the tender award
     for the external supply of maintenance and servicing of heating, ventilation and air conditioning
     (HVAC) systems.
    Council outsources its maintenance and servicing of HVAC systems for a set period.
    The current existing contract is due to expire on 30 November 2021.
    In accordance with Council procurement policy and procedure, an invitation to tender (ITT)
     was initiated and attracted ten (10) responses with all considered compliant for further
     assessment.
    Following a detailed assessment by the evaluation panel it is proposed to award the contract
     for a 1-year period (from 1 December 2021) with a potential further four (4) terms of 12 months
     each subject to satisfactory performance.
    The tender evaluation panel completed the evaluation process and considered the Trustee for
     Gealy's Investment Trust t/as Gealy's Air-Conditioning & Refrigeration to be the most
     advantageous to Council, presenting the best value for money.
RECOMMENDATION
That Council note the report by the Buildings and Facilities Coordinator to the Services &
Organisation Committee Meeting dated 9 November 2021 and
A.   Award Contract No. T000058 for the provision of Maintenance and Servicing of Heating,
     Ventilation and Air Conditioning (HVAC) Systems to the Trustee for Gealy's Investment Trust
     t/as Gealy's Air-Conditioning & Refrigeration for a period of one (1) year commencing on 1
     December 2021; and
B.   Subject to satisfactory performance by the Trustee for Gealy's Investment Trust t/as Gealy's
     Air-Conditioning & Refrigeration, authorise the CEO to approve the option to extend the
     contract at the expiry of the first term for a further four (4) terms of up to 12 months each ending
     on 30 November 2026.

REPORT
2.       Background

Council’s historical expenditure for HVAC services is as follows:

                        Calendar Year                Total Expenditure (GST Incl)
                            2018                                     $ 176,218.88
                            2019                                     $ 211,168.83
                            2020                                     $ 187,151.71
                  2021 (YTD to 30 June 2021)                         $ 153,331.22

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