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Item 4D - Memo Item 4D Page 1 of 2 M E M O R A N D U M (January 5, 2021) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Authorize expenditures with Johnson Controls, Inc. for various efficiency, controlling and automation HVAC services and solutions in City facilities in an amount not to exceed $65,000. Action Requested: Authorize expenditures with Johnson Controls, Inc. for various efficiency, controlling and automation HVAC services and solutions in City facilities in an amount not to exceed $65,000. Background Information: The City of Southlake contracts with Johnson Controls, Inc. to configure, troubleshoot and upgrade the City’s HVAC software systems. These efforts are necessary as HVAC software enhances and innovates over time. HVAC software upgrades allow reductions in service maintenance and operational costs (energy management), as well as maximize building comfort. Johnson Controls Inc. has previously completed a variety of HVAC software installations and repairs throughout Southlake facilities, including Town Hall, DPS North, The Marq, and DPS HQ. The current DPS North software engine is undersized and outdated and will no longer be supported without upgrades. Financial Considerations: The City’s purchasing policy for these construction services is met through The Interlocal Purchasing System (TIPS) government purchasing contract #18010101. TIPS is a purchasing cooperative of the Texas Region 8 Education Service Center (ESC). Each awarded vendor has met strict Competitive Bidding Process guidelines established by the ESC 8 administration and the TIPS legal team. Item 4D Page 2 of 2 Below are projects planned for FY 2021 with Johnson Controls, Inc.: HVAC Projects Cost (est.) Software Upgrades – DPS HQ and North $ 5,303 Integration at DPS HQ $ 41,772 Engine Replacement at DPS North $ 2,556 Total $ 49,631 Staff is requesting that City Council authorize up to $65,000 in expenditures with this vendor should the need arise for additional HVAC services and solutions. Funding for these services are available via the FY 2021 Facilities Operating Budget. Expenditures will not exceed budgeted funds. Strategic Link: This item links to the City’s Strategy Map strategic focus areas of Infrastructure and Performance Management & Service Delivery. It specifically relates to the City’s Corporate Objectives, B2: Collaborate With Select Partners to Implement Service Solutions, and F2: Invest to Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: None. Alternatives: The City Council may approve or deny the request. Staff Recommendation: Authorize expenditures with Johnson Controls, Inc. for various efficiency, controlling and automation HVAC services and solutions in City facilities in an amount not to exceed $65,000. Supporting Documents: Attachment A: TIPS/TAPS Contract Renewal #18010101 Staff Contact: Rob Cohen, Director of Public Works Hunter Harris, Project Manager ::===~~~~:srm~~=7JJ~IK_] www.johnsonconlrols.com Johnson ~J<I Controls Printed 1 April 2020 Johnson Controls Inc EMAIL PO & VENDOR QUOTE TO: TIPSPO@TIPS-USA.COM PO AND QUOTE MUST REFERENCE VENDOR'S TIPS CONTRACT NUMBER ATTACH PO AS A PDF· ONLY ONE PO (WITH QUOTE) PER ATTACHMENT ADDRESS CITY STATE ZIP PAYMENT TO 5757 North Green Bay Avenue Milwaukee WI 53202 DISADVANTAGED/MINORITY/WOMAN BUSINESS No SERVING STATES TIPS CONTACT NAME David Mabe PHONE (866) 839-8477 FAX (866) 839-8472 EMAIL david.mabe@tips-usa.com HUB No ALI AK I AZ I AR I CA I CO I CT I DE I DC I FL I GA I HI liD Ill liN I lA I KS I KY I LA I ME I MD I MA I Mil MN I MS I MO I MT I NE I NV I NH I NJ I NM I NY I NC I NO I OH I OK I OR I PA I Rll SCI SD I TN I TX I UTI VT I VA I WA I WII \IVY Overview Johnson Controls delivers products, services and solutions that increase energy efficiency and lower 'operating costs in buildings for more than one million customers. Operating from 500 branch offices in more than 150 countries, we are a leading provider of equipment, controls, and services for heating, ventilating, air-conditioning, refrigeration, and fire and security systems. For additional information, please visit www.johnsoncontrols.com. We offer Access Controls Hardware & Software and Services, Video Security, Firm Alarm, Monitoring Services, Security Services, and Energy Management Services. AWARDED CONTRACTS ''View EDGAR Doc" on Website Contract Comodity 170103 Energy Savings Performance Contracts 18020301 Renewable Energy and Solar Solutions and Services 2 Part 18020302 Renewable Energy and Solar Solutions and Services 2 Part 18020401 Fire Safety and Security Solutions 2 Part 18020402 Fire Safety and Security Solutions 2 Part JOC 18010101 Comprehensive HVAC Solutions and Services 2 Part 18010102 Comprehensive HVAC Solutions and Services 2 Part JOC CONTACTS BY CONTRACTS 170103 Andrew Pergande Thomas Stavas 18010101 Andrew Pergande Thomas Staves 18010102 Andrew Pergande Thomas Staves 18020301 Andrew Pergande Thomas Staves 18020302 Andrew Pergande Thomas Staves 18020401 Andrew Pergande Thomas Staves 18020402 Andrew Pergande Thomas Staves Group Purchasing Sales Manager Group Purchasing Sales Manager Group Purchasing Sales Manager Group Purchasing Sales Manager Group Purchasing Sales Manager Group Purchasing Sales Manager Group Purchasing Sales Manager (414) 524-6937 ( 443) 676-8813 (414) 524-6937 (443) 676-8813 (414) 524-6937 (443) 676-8813 (414) 524-6937 (443) 676-8813 (414) 524-6937 (443) 676-8813 (414) 524-6937 (443) 676-8813 (414) 524-6937 (443) 676-8813 Exp.Date EDGAR· 03/24/2022 No 04/26/2021 No 04/26/2021 No 04/26/2021 No 04/26/2021 No 03/26/2021 No 03/26/2021 No Andrew.Pergande@jci.com thomas.staves@jci.com Andrew.Pergande@jci.com thomas.staves@jci.com Andrew.Pergande@jci.com thomas.staves@jci.com Andrew.Pergande@jci.com thomas.staves@jci.com Andrew.Pergande@jci.com thomas.staves@jcl.com Andrew.Pergande@jcl.com thomas.staves@jci.com Andrew.Pergande@jci.com thomas.staves@jci. com • • • Increasing Comfort + Efficiency + Reliability Part B: Proposal P1·icing (Excel Format Only with the following fields: Item, Item Description, Item Price, Discount Price) Pricing The following pages consist of Johnson Controls Inc.'s response to the list of pricing. Johnson Controls only responded to the specific product specifications that we will be offering to TIPS I TAPS. As we acquire new products and services we will update TIPS I TAPS with our offering and pricing information. The standard proposal format was used to represent what was requested by TIPS I TAPS for the various pricing scenarios. (See Below) • Product Description • Product Options & Features • Exceptions/Deviations • Comments • Pricing Please note that Johnson Control Inc.'s pricing for each proposal has a 2% TIPS /TAPS vendor fee . Johnson Controls Inc. Pricing for TIPS I TAPS Johnson Controls Inc. uses a program called YorkWorks and UST to price up all of our equipment and equipment services. Due to the custom nature of our product offering, we must use software to generate our costs in lieu of price lists. When Johnson Controls Inc. announces product updates, prices increases or product additions a patch is sent out to all of the registered users to update the program. This is a very simple and quick process that guarantees TIPS I TAPS to have the latest pricing for their registered agencies. Johnson Controls Inc. uses a program called Presto to price up all or our controls estimates. Due to the custom nature and complexity of our product & service offerings, we must use software to estimate controls pricing. Pricing Procedure The local or state government representative will create a statement of work or specification that involves any HVAC product of need. Once the specification Is created, a response Is generated in accordance with the YorkWorks/UST pricing procedure; with the appropriate TIPS /TAPS discount for the specific product selected by the local Johnson Controls Inc.'s sales office to satisfy the specifications. The specifications should be clear with intended purpose of the local or state government to insure the correct adaptation of the engineered product to the needs of the Government. Johnson ~pf Controls ©2015 Johnson Controls, Inc.-Do not copy (physically, electronically, or ln any other media) without the express wri\Lon permission of Johnson controls. li)c. Request for Proposal Sollcl~lion No.: ADSP015·00004436 HVAC Maintenance, Repair, and Emergency Services Page 33 • Increasing Comfort + Efficiency + Reliability 3. TIPS I TAPS user quotes TIPS I TAPS Customer $81,768 for York equipment. Applying Discounts & Updates Any future discounts offered by York/Johnson Controls will be applied to the FAP pricing generated from our YorkWorksiUST pricing engine, not the non-discountables. Any software updates to the YorkWorksiUST pricing program will be emalied out to all users who are registered to use the program. The Miscellaneous Material Markup will be a formula of "cost of product" multiplied by 1.3. Labor Rates Schedule Labor rates vary by market area and individual union burdens. Johnson Controls will provide an open book, cost plus pricing model for each Individual TIPS/TAPS member per their request. Service Contracts We will guarantee the performance of our company's labor by supplying proposals based on our nationwide project-estimating program, Project Estimating Tool. This program has been refined over many years using thousands of service calls to establish acceptable rates and labor hours to pertorm mechanical tasks. Turnkey Project Work We will guarantee the performance of our company's labor by supplying proposals based on estimates created by our veteran Project Managers utilizing the latest RS Means software and the labor multiplier supplied in this contract. At the end of each contract year, we will review our labor rates and product prices and multipliers. We will adjust if necessary based on the Consumer Price Index. Price Increases/Decreases An email will be sent out to all registered users announcing a price increase or decrease resulting from commodity prices or product changes. The announcement will follow wfth a software patch that automatically changes the FAP pricing of the affected products. The TIPS I TAPS negotiated multipliers will remain the same, unless negotiated otherwise. • Johnson ~J<f Controls @ 2015 Johnson Controls, Inc.-Do not C<lPY (physically, e\ectroriically, or in any other media) without the express written permission of Johnson Controls, Inc. Request for Proposal Solicitalion No.; ADSP015-00004436 HVAC Maintem;mce, Repair, and Emerge)ncy Services Page 35