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11 . C . 1 . ADMINISTRATION BUILDING CHILLER SERVICE CONTRACT - JOHNSON CONTROLS CANCEL YORK BID #3026) The Board reviewed a Memorandum of December 13 , 2000 : DATE* December 13, 2000 TO : BOARD OF COUNTY COMMISSIONERS THRU : James E. Chandler, County Administrator FROM : Thomas W. Frame, General Services Director 7rv., � c.� • -� SUBJECT: Administration Building Chiller Service Contract BACKGROUND : Currently, Indian River County uses Johnson Controls to maintain the Administrative Building chiller. The service contract was entered into on December 1999, as the result of a competitive bid at a monthly cost of $492 . 50 ($ 5 , 910 annually) . That contract expired on October 1 , 2000. Staff contacted Johnson Controls about extending the service contract on the chiller prior to its expiration date. Johnson Controls at that time quoted a price in excess of $ 16,000 a year. At that time, the contract with Johnson was for $ 5 , 910 per year. Based on this substantial quoted increase, it was determined that it would be in the best interest of the County to re-bid this service. In order to keep the chiller under a maintenance contract until such time as a new maintenance contract could be bid, staff' negotiated with Johnson Controls for a month-to-month fee through the end of this month (December 2000) at a price of $650 per month . At the November 14, 2000, Board of County Commissioners Meeting, bid #3026 for the Maintenance of the Administration Building Chiller was awarded to York International at a bid price of $ 729 . 00 monthly . Subsequent to the execution of the bid, York representatives visited the site to inspect the set up . During that visit, York felt they should perform a pre-contract inspection of the covered equipment. The inspection was completed on November 20, 2000 by a York field serviceman and found an unsatisfactory noise in the drive area of-the machine . Further it is York' s position _ that they cannot accept the machine without certain diagnostic and repair work being completed at the County ' s expense. Since the machine is currently covered by an extended .. service contract with Johnson Controls, staff requested that they perform diagnostics to identify the problem . Johnson performed a vibration and oil analysis to ascertain the extent of the problem . Johnson believes that an additional vibration analysis should be performed in- approximately three months . However, Johnson' s currerit contract expires on December 31 , 2000 . DECEMBER 19 , 2000 BK 1 16 PG 526 _ -42 - ' c