SUBJECT
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Consideration to award Contract FY25-092 to Ruby’s Air Conditioning, Inc., Laredo, TX for an estimated annual amount not to exceed $60,000 and total contract value of $240,000 for HVAC maintenance and repairs services for city-owned Municipal Housing properties and Noise Abatement properties on an “as needed” basis. This contract establishes an hourly service rate and cost percentage for parts. The term of this contract shall be for a period of two (2) years beginning the date of execution. This contract may be extended for one (1) additional two (2) year period. Funding for this contract is available in the Municipal Housing and Noise Abatement Budget.
VIVA LAREDO PLAN ALIGNMENT
Alignment Rating: ☑ Moderate
Supporting Goal(s)/Policy(ies):
Goal 7.3 - Improve the quality and availability of housing
"Maintain and improve the condition of the existing housing stock to provide safe and sanitary housing for residents."
(Viva Laredo Comprehensive Plan, p. 7.24)
Relevance: This goal emphasizes ensuring that existing housing remains safe and habitable. Routine HVAC maintenance and emergency repairs for Municipal Housing directly support the habitability and safety of public housing units.
Policy 7.3.3 - Maintain and rehabilitate existing housing stock
"Maintain and rehabilitate the existing housing stock in order to improve the quality of life for Laredo residents."
(Viva Laredo Comprehensive Plan, p. 7.24)
Relevance: Awarding a contract to ensure ongoing HVAC maintenance contributes to the rehabilitation and upkeep of public housing, fulfilling this policy's objective.
Goal 7.8 - Improve access to medical care (Indirect relevance through noise abatement)
"Collaborate with private, non-profit, and other governmental entities to establish and implement a method for recruiting and retaining medical providers."
(Viva Laredo Comprehensive Plan, p. 7.27)
Relevance: Although the primary intent of this goal is healthcare, the inclusion of Noise Abatement properties hints at environmental health considerations, which relate to broader public health themes embedded in this goal.
3. Summary of Alignment:
The agenda item moderately aligns with the Viva Laredo Comprehensive Plan by supporting safe, functional, and livable public housing through essential HVAC maintenance. Specifically, the item reinforces Goal 7.3 and Policy 7.3.3, which prioritize preserving the quality and livability of existing housing stock. While the contract does not introduce new housing initiatives or significant rehabilitation projects, it ensures that existing municipal housing remains safe and operational-especially critical during extreme weather conditions.
Additionally, the inclusion of Noise Abatement properties subtly connects this contract to broader public health and environmental quality goals outlined in Goal 7.8, even if only indirectly.
The selected alignment level of Moderate reflects the contract’s operational nature: it contributes to the intent of key housing policies without explicitly fulfilling a comprehensive goal or initiating a new programmatic effort.
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PREVIOUS COUNCIL ACTION
None
BACKGROUND
The City received (3) three bids through Cit-E-Bid for awarding an annual service contract for emergency maintenance and repairs for the Laredo Municipal Housing & Noise Abatement properties. Staff is recommending that this contract be awarded to Ruby’s Air Conditioning Inc., Laredo, TX. This contract establishes an hourly service rate and a markup percentage rate on materials.
The term of contract is for (2) two years as of the date of its execution. The contract may be extended (1) one additional (2) two-year term. Should the vendor desire to extend the contract for the additional (2) two-year term, it must so notify the City in writing no later than (60) sixty days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City’s Purchasing Agent or his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts shall bound by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month-to-month basis, not to exceed (3) three months. Said month-to-month extensions shall be in writing, signed by the City’s Purchasing Agent or his designee, and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore. The City reserves the right to renew or rebid this contract if the appropriated funds initially approved by City Council are exhausted before the contract expiration date.
This contract shall be the responsibility of and administered by the vendor and the Laredo Municipal Housing Division.
Pricing:
Description Hourly Rate
Regular work Hours: 8:00 am - 5:00 p.m. $70.00
After Hours: 5:00 pm - 8:00 a.m. $105.00
Weekends: (Saturday & Sundays) $105.00
Holidays: $105.00
Bid tabulation attached.
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
It is recommended that this contact be approved.
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Fiscal Impact
Fiscal Year: 2026
Budgeted Y/N?: Y
Source of Funds: Operations
Account #: 555-3910-543-20.10 / 257-3686-543-20.10/555-3920-543-2010 / 555-3940-543-2010
Change Order: Exceeds 25% Y/N: N
FINANCIAL IMPACT:
Funding is available in various accounts in the Laredo Municipal Housing Budget. All services will be purchased on an as needed basis. The purpose of this contract is to establish prices for the commodities or services needed, should the City need to purchase these commodities or services. The City’s obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.