Interoffice Memorandum
DATE: October 23, 2025
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, FNIGP, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Jorge Reyes, Assistant to the Director, Utilities Department
PHONE: 407-254-9656
SUBJECT: Approval of Amendment No. 11, Contract Y21-125, HVAC Maintenance and Repair for Utilities
ACTION REQUESTED:
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Approval of Amendment No. 11, Contract Y21-125, HVAC Maintenance and Repair for Utilities, with Air Mechanical and Service Corp., in the amount of $100,000, for a revised estimated contract amount of $1,633,582.75. ([Utilities Department Fiscal and Operational Support Division] Procurement Division)
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PROCUREMENT:
This amendment increases the contract total to accommodate the 4% Consumer Price Index (CPI) adjustment approved in Amendment. No 10 and to account for the replacement of HVAC systems and critical component upgrades at several utility facilities. These improvements were made to extend the systems’ lifespan and maintain operational efficiency through the remaining term of the contract which ends February 28, 2026. The Procurement Division projects to issue the resolicitation by mid-November.
FUNDING:
Funding is available in account numbers 4420-038-1301-3820, 4420-038-1310-3820, 4420-038-1359-3820, 4410-038-1301-3820, 4410-038-1031-3820, and 4410-038-1016-3820.
APPROVALS:
The Utilities Fiscal and Operational Support Division concurs with this recommendation.
REMARKS:
On February 23, 2021, the Board authorized award of Contract Y21-125 to Air Mechanical and Service Corp., in the amount of $1,321,596 for a three-year term with two additional one-year renewal terms.
Previous contract amendments are as follows:
Amendment No. 1: Increased the contract by $23,209, for a revised estimated contract amount of $1,344,805. This amendment added an additional facility, Orange County Eastern Regional Water Supply, to the contract and modified the McLeod Transfer Station to add additional equipment. The previous facility was demolished and replaced. The increase was within Procurement’s approval authority.
Amendment No. 2: Corrected Paragraph 14 Payments, Special Terms and Conditions to allow for partial payment. There was no increase to the contract.
Amendment No. 3: Increased the contract by $15,750, for a revised estimated contract amount of $1,360,555. This amendment added an additional facility, Orange County Hamlin Water Reclamation Facility to the contract. The increase was within Procurement’s approval authority.
Amendment No. 4: Increased the contract by $27,120.80, for a revised estimated contract amount of $1,387,675.80. This amendment added additional funds to the contract due to the increased need in repairs and/or replacements due to the equipment end-of-life cycle. The increase was within Procurement’s approval authority.
Amendment No. 5: Increased the contract by $72,879.20, for a revised estimated contract amount of $1,460,555. The amendment added additional funds to the contract for HVAC repair and replacements at various locations. This increase was approved by the Board on June 20, 2023.
Amendment No. 6: Added 19 locations to the contract for HVAC repairs and replacements and increased the contract by $21,440, for a revised estimated contract amount of $1,481,995. The increase was within Procurement’s approval authority.
Amendment No. 7: Increased the contract by $51,587.75, for a revised estimated contract amount of $1,533,582.75. This amendment added funds to support the operational needs for HVAC maintenance and repairs. The increase was within Procurement’s approval authority.
Amendment No. 8: Renewed the contract for the period of February 29, 2024 through February 28, 2025.
Amendment No. 9: Added additional equipment and the required maintenance services to the contract. There was no increase to the contract.
Amendment No. 10: Renewed the contract for the period of March 1, 2025, through February 28, 2026, with a 4% CPI increase to the unit prices. There was no increase to the contract.