HomeMy WebLinkAboutItem 11 Approval of Extension to City Hall HVAC Service Agreement
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: September 16, 2025
Item #: 11
Contact Name: Stephen Krug Department Director: Stephen Krug
Contact Number: Ext. 6002 City Manager: Craig Shadrix
Subject: Approval of Extension to City Hall HVAC Service Agreement with Energy Air,
Inc. (Assistant Public Works Director Gajadhar)
Background Summary:
In 2022, the City Commission approved a 3-year HVAC service agreement with Energy Air Inc. for the new
City Hall building, which was installed by Energy Air. This was to ensure that any warranty items that arose
were resolved without conflict or issue. The agreement has recently expired, and a new agreement is now
needed. Because the city-wide HVAC maintenance agreement contract is scheduled for a formal Request for
Proposal (RFP) in the summer of 2026, which will now also include the City Hall HVAC system, Energy Air Inc.
has proposed an extension to the existing agreement to ensure maintenance is continued until a selection is
made through the RFP.
Public Works recommends approving the extension to the City Hall HVAC Service Agreement with Energy Air,
Inc.
Issue:
Should the Honorable Mayor and City Commissioners approve the extension to the HVAC service agreement
with Energy Air, Inc.?
Recommendations:
Staff recommends the Honorable Mayor and City Commissioners approve the extension to the HVAC service
agreement with Energy Air, Inc.
Attachments:
1. Ocoee City Hall - Maintenance Agreement Extension
Financial Impacts:
The Energy Air Inc. HVAC Service Agreement is approximately $12,325/year and is adequately funded in
Public Works' Facilities Maintenance operating budget under GL acct 001-519-00-3400.
Type of Item: Consent
August 20th, 2025
Ocoee City Hall
1 N Bluford
Ocoee, FL 32761
407-905-3159
Ryan Bridenbaugh
Energy Air, Inc.
407-886-3729 Office
407-592-0860 Cell
rbridenbaugh@energyair.com
Planned Maintenance Manager
Dear Kiel,
Enclosed is the service agreement for the HVAC systems serving the above location.
Please contact me at any time should you have any questions or concerns.
Thank you and best regards,
To execute this agreement, please initial and sign where indicated. Once completed, please email to
rbridenbaugh@energyair.com or fax to my attention at 407-781-1715.
As a service agreement customer, you are entitled to a 15% labor discount and a 15% parts discount on all
service calls including time and material repairs. Additionally, our service agreement customers receive
priority scheduling for emergency service calls 24/7/365 with no overtime rate billing or weekend/ holiday
premium charges.
5401 Energy Air Court, Orlando Florida 32810 P: 407-886-3729 F: 407-884-0155 www.energyair.com CAC018270
Equipment Location:Billing Location (if different)
Name:Name:
Address:Address:
City / State / Zip:City / State / Zip:
Contact:Contact:
Phone:Phone:
Fax: Fax:
Email: Email:
P Maintain equipment as near as possible to its optimal operating efficiency.
P Reduce operating costs by maintaining equipment energy efficiency.
P Help reduce major repair expenses.
P
P Save customer money on any necessary repairs, through customer discounts on parts and labor.
P
P
P
Ocoee, FL 32761
Planned Maintenance Agreement
Explanation of Services
Ocoee City Hall
1 N Bluford
407-905-3159
kgajadhar@ocoee.org
Protect equipment warranties.
Increase management's ability to budget expenditures for HVAC operation and maintenance costs.
Provide priority scheduling 24 hours a day, 7 days a week for emergency service with no overtime or premium
charges.
5. Take all reasonable precautions to avoid damage to property or injury to personnel.
6. Provide customer with a dedicated account representative and support staff.
7. Educate customer on the basic operation of the system to provide optimal efficiency/conditions.
Maintenance Plan Objectives:
Reduce downtime and ensure a comfortable environment to maintain personnel productivity.
Energy Air, Inc. Agrees To:
1. Provide emergency service whenever necessary with no overtime charges.
2. Give purchaser preferential scheduling over non-agreement customers.
3. Use only qualified personnel employed or supervised by Energy Air, Inc.
4. Furnish purchaser with a detailed report of service performed.
Page 1 of 6 EAI:____ Customer:____
Customer:
Location:
City, State, Zip:
Phone:
Fax:
Email:
Quarterly Annually
Perform all quarterly duties.
Clean condenser coil.
Clean evaporator coil
Check superheat and subcooling.
Check fan/blower motor amperage.
Visually inspect normal operations of equipment.Check compressor amperage.
Check/test capacitors.
Inspect compressor/motor contactors.
Inspect all safety controls.
Inspect all electrical controls.
Replace drive belts, per agreement.
Check heat operations.
Ocoee City Hall
1 N Bluford
Ocoee, FL 32761
407-905-3159
Inspect condenser and evaporator coils.
Visually inspect all electrical components.
Check fan motors for proper operation.
Check leaving and return air temperatures.
Replace/Wash Filters
Review menu on chillers for operations/ alarms
Check and tighten belts, if applicable.
Inspect/replace/clean filters, per agreement.
kgajadhar@ocoee.org
Clean condensate pan, trap and drain line.
Inspect drain safety switch.
Add condensate pan treatment.
Energy Air, Inc. will perform the following, if applicable at scheduled visits.
Quarterly & Annual Maintenance Checklists
Check refrigerant pressures.
Check and tighten all electrical connections.
Lubricate bearings, if applicable.
Check TXV bulb tightness and location.
Page 2 of 6 EAI:____Customer:____
Customer:
Location:
City, State, Zip:
Phone:
Fax:
Email:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11. UV Lights are not included with maintenance and are done as needed on a separate PO.
Ocoee City Hall
407-905-3159
1 N Bluford
Ocoee, FL 32761
407-905-3159
Repairs necessitated by fire, floods, acts of God, abuse, or the improper use of the equipment on the attached list will not be
covered under this agreement.
Inspections will be done by appointment and a report will be furnished to the owner.
kgajadhar@ocoee.org
Terms and Conditions
Energy Air, Inc. will not assume liability for damages due to failure of the air conditioning system or system design.
Any alterations, additions, adjustments or repairs made by others, unless authorized or agreed upon by Energy Air, Inc., may
be cause for termination of our obligation under this agreement.
Agreement price subject to annual adjustment at agreement anniversary date based on labor and material cost increases.
Changes that may be required by future government regulations, future codes and/or insurance company requirements are
not covered under this agreement.
Power wiring, circuit breakers and disconnects supplying electrical service to the units are not covered by this agreement.
This agreement does not cover components external to the air conditioning equipment.
Energy Air, Inc.'s maximum liability will not exceed the yearly agreement price.
Energy Air, Inc. reserves the right to discontinue service if payments have not been made as agreed upon. Payment shall be
made upon receipt of invoice.
Page 3 of 6 EAI:____Customer:____
Equipment location:
Repairs authorized by:Kiel Gajadhard
Jobsite contact:
Contact phone:
Item #Model Number Serial Number Manufacturer Tag #Location
1 CGAM080F22AXB21B1A1AXXA TBD TRANE CH-1 ROOF
2 CGAM080F22AXB21B1A1AXXA TBD TRANE CH-2 ROOF
3 CSAA030UA TBD TRANE AHU1-1 MECH ROOM
4 CSAA021UA TBD TRANE AHU2-1 MECH ROOM
5 CSAA017UA TBD TRANE AHU3-1 MECH ROOM
6 FCCB0803CAWE0A00B TBD TRANE FCU-1
7 FCCB0803CAWE0A00B TBD TRANE FCU-2
8 TPKA0A0121HA70A TRANE AHU
9 TPKA0A0121HA70A TRANE AHU
10 TPKA0A0121HA70A TRANE AHU
11 TRUYA0121KA70NA TRANE CU ROOF
12 TRUYA0121KA70NA TRANE CU ROOF
13 TRUYA0121KA70NA TRANE CU ROOF
14 TPKA0A0181HA70A TRANE AHU
15 TPKA0A0181HA70A TRANE AHU
16 TRUYA0181KA7NA TRANE CU ROOF
17 TRUYA0181KA7NA TRANE CU ROOF
18 10HP PUMP (3)BALDOR PMP1-3
19 G-097-VG (6) EXHAUST FANS GREENHECK EF1-6 ROOF
20 Mini Split (RECENTLY ADDED)
Item #Filter / Size Filter / Type (Pleated, Etc.)Qty
1 8-7/8X42-1/8X1 MERV 8 PLEATED 2
2 16X20X2 MERV 8 PLEATED 26
3 16X25X2 MERV 8 PLEATED 22
4
5 Pan Treatment 10 ton or above 3
6 Pan treatment Below 10 Ton 5
7 Coil Cleaner for Annual 17
8 VFD (5)5
9
10
11
12
13
14
15
16
17
18
19
20
Schedule "A"
Equipment Covered Under Agreement
Filters Provided Under Agreement
Page 4 of 6 EAI:____Customer:____
Customer:
Location:
City, State, Zip:
Phone:
Fax:
Email:
Total Agreement Cost:
Payment Terms:
Print:
Title:
Date:Date:
TO August 31st, 2026 FOR THE SUM OF
All payments are due net 10 days after services are performed unless prior arrangements have been made.
Planned maintenance (inspections and filter replacements) are automatically renewed annually unless either party gives a
30 day notice of termination.
*Customers holding a current planned maintenance or filter agreement receive a 15% discount on all material and a 15%
discount on labor, as well as priority scheduling.
Energy Air, Inc. shall service, improve or repair the equipment, upon proper authorization from the customer, at a labor
rate discounted by 15% from normal service rates, Monday through Friday 8:00 am to 5:00 pm. If emergency service
necessary on weekends, after hours or holidays, the same labor rate will apply (no overtime fees).
4 regularly scheduled planned maintenance visit(s) shall be performed during the year on a Quarterly basis.
Energy Air, Inc. shall provide scheduled maintenance on the equipment listed on Schedule “A” and provide the
additional services and limitations as indicated in the Optional Services section.
SERVICE WILL BE FURNISHED BY ENERGY AIR, INC. FROM:
September 1st, 2025
12,325.00$
kgajadhar@ocoee.org
Authorized Signature
$3,081.25 QUARTERLY
Ocoee City Hall
1 N Bluford
Ocoee, FL 32761
407-905-3159
Planned Maintenance Agreement
Payment Terms
$12,325.00 ANNUALLY $6,162.50 SEMI-ANNUALLY
$1,027.08 MONTHLY
Proposal Acceptance:Proposal Presented By:Ryan Bridenbaugh
Print: Ryan Bridenbaugh
Title:
August 20th, 2025
Planned Maintenance Manager
Page 5 of 6
Customer:
Location:
City, State, Zip:
Phone:
Fax:
Email:
Additional Services Authorization - NTE Program:
Sign:
Print:
Title:
Date:
Ocoee City Hall
1 N Bluford
Ocoee, FL 32761
407-905-3159
As an added benefit to our Planned Maintenance customers, Energy Air offers the opportunity to opt in to a Not to
Exceed, or NTE Program. By opting into a NTE amount, you are able to take advantage of time and potential cost
savings by preauthorizing Energy Air to complete minor repairs that may be found during the quarterly inspections of the
air conditioning system at your facility without the need for a formal quote and written acceptance of a work order
submitted by Energy Air.
Selecting a predetermined dollar amount you are comfortable with allows the technician to take care of small items such
as weak capacitors, worn or burnt contactors or a condenser fan motor, if these components are found to be not working.
As long as the cost does not exceed the amount pre-selected by you, a new work order will be written that will show the
unit and items repaired or replaced, and this amount will be added to the invoice for your next billing.
In a large facility with six or more systems, a NTE of $500 is not uncommon. It is typical for customers to choose a NTE
amount of $250.00 to $300.00 per unit. Any repair estimated to exceed the NTE value will result in a written quotation
requiring customer approval.
Authorized Signature:
I wish to participate in the NTE plan. Yes or No (circle one)
If yes, dollar amount you do not want to exceed. $_________.
This amount is per system or per facility (circle one).
Page 6 of 6