Fiscal Note
The proposed resolution authorizes a contract with CONTROLWORKS, INC. for 3 years of HVAC software maintenance. Funds are available to support the 2022 costs in the Engineering Energy Improvements Project (Munis 10562). In addition, the Water Utility ($5,050) and Metro Transit ($5,050) will provide funding based on their share of systems. The detailed breakdown is as follows.
2022: $35,640
Engineering - $30,640
Metro Transit - $2,500
Water Utility - $2,500
2023: $17,820
Engineering - $15,320
Metro Transit - $1,250
Water Utility - $1,250
2024: $19,390
Engineering - $16,790
Metro Transit - $1,300
Water Utility - $1,300
Funding for 2023 and 2024 will be requested in future capital budgets.
Title
Authorizing a non-competitive service contract with CONTROLWORKS, INC. for 3-year HVAC Software Maintenance and Support Agreement. (Citywide)
Body
WHEREAS, The City of Madison has about 50 buildings with Building Automation Systems (BAS); and
WHEREAS, CONTROLWORKS, INC, is the vendor that has installed these automation systems since 2007 in City facilities; and
WHEREAS, these systems require periodic hardware and software upgrades to keep these City facilities running efficiently; and
WHERAS, CONTROLWORKS, INC is familiar with these systems and has working relationships with various City maintenance staff; and
WHEREAS, CONTROLWORKS, INC is the only local vendor that is licensed to provide this hardware and software; and
WHEREAS, City staff do not have the expertise to maintain this hardware and software without the support of CONTROLWORKS, INC; and
WHEREAS, these services include 3 years of software updates, database protection, telephone support, on-line support, 16 hours/year for site visits and annual training; and
WHEREAS, the cost of the services will be billed annually - $35,640 year 1, $17,820 year 2 and 19,390 year 3 (Total 3 year cost of $72,850); and
WHEREAS, MGO 4.26 requires Common Council approval of service contracts of $50,000 or more if the contractor was not selected through a competitive selection process, and the reasons for selecting this contractor are set forth above and in the attached Noncompetitive Selection Request Form; and
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to execute a service contract with Controlworks Inc. for the purpose and at the price described above, for a one- year term, with the option to renew for two additional one-year terms, and
BE IT FINALLY RESOLVED that the Designee of the Finance Director is authorized to execute contracts for the optional renewal periods.