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The Clerk of the Board is responsible for keeping accurate minutes and maintaining Board records for each Board of County Commissioner (BCC) and Value Adjustment Board (VAB) meeting. In addition, every 4 years, the Clerk of the Board office provides staff support to the Charter Review Commission (CRC) appointed by the BCC. Please contact our office if you need an accessible version of documents on this page, and one will be provided.

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File #: 25-784    Version: 1 Name:
Type: Procurement Status: Passed
File created: 5/9/2025 In control: Administrative Services Department
On agenda: 6/3/2025 Final action: 6/3/2025
Title: Approval to award Invitation for Bids Y25-172-KS, Building Automation Systems Preventative Maintenance and Repairs, to the sole responsive and responsible bidder, Johnson Controls, in the estimated contract award amount of $597,900.75 for a three-year term. Further request Board authorization for the Procurement Division to renew the contract for two additional one-year terms. ([Administrative Services Department Facilities Management Division] Procurement Division)
Attachments: 1. 172 E - Building Automation BDD Reviewed

Interoffice Memorandum

 

DATE: May 9, 2025

 

TO: Mayor Jerry L. Demings and County Commissioners

 

FROM: Carrie Mathes, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division

 

CONTACT: Rich Steiger, FMA, Manager II, Facilities Management Division

 

PHONE: 407-836-7473

 

SUBJECT: Award of Invitation for Bids Y25-172-KS, Building Automation Systems Preventative Maintenance and Repairs

 

ACTION REQUESTED:

title

Approval to award Invitation for Bids Y25-172-KS, Building Automation Systems Preventative Maintenance and Repairs, to the sole responsive and responsible bidder, Johnson Controls, in the estimated contract award amount of $597,900.75 for a three-year term. Further request Board authorization for the Procurement Division to renew the contract for two additional one-year terms. ([Administrative Services Department Facilities Management Division] Procurement Division)

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PROCUREMENT:

This contract will provide routine inspection and maintenance for the Building Automation Systems for Orange County Facilities.

FUNDING:

Funding is available in account numbers 0001-043-1713-3810, 0001-043-1715-3810, 0001-043-1717-3810, 0001-043-1718-3810, and 0001-043-1719-3810.

APPROVALS:

The Facilities Management Division and Business Development Division concur with this recommendation.

REMARKS:

One bid was received in response to this Invitation for Bids (IFB) and was evaluated for responsiveness, responsibility, and price reasonableness. The scope of work for this solicitation requires that the bidder provides labor, equipment, and software support in accordance with the manufacturer’s operational manuals, specified procedures and most recent recommendations.

 

To ensure an open and competitive solicitation process, the IFB/RFP was posted to the County’s e-procurement platform.  A query of potential bidders that declined to compete on this project resulted in the following:

•                     Huguenot Laboratories: Does not provide the full scope of services

•                     C&D Industrial Maintenance: Outside of their scope of services

 

Johnson Controls has the necessary manpower and equipment to perform this contract. After conducting a comparison of the previously awarded County contracts, Y18-1013B and Y25-172, the variance between several of the previous contract line pricing and current IFB pricing is only about 29%. When looking at the overall contract total for an annual term, the variance between the Y18-1013B and Y25-172 contract was roughly 3%, therefore, based on this analysis, the pricing submitted by Johnson Controls is considered reasonable and realistic in the current market conditions. Therefore, recommendation for the award is made to Johnson Controls.

 

The bid tabulation is as follows:

 

BIDDER:                                                                                    Estimated Three-Year Bid Total:

Johnson Controls                                                               $597,900.75