SR-10-22-2013-3GCity Council Meeting: October 22, 2013
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Main Library Heating, Ventilation, and Air Conditioning
(HVAC) Equipment Preventative Maintenance and Repair Services
Recommended Action
Staff recommends that the City Council award Bid #4099 for HVAC equipment
preventative maintenance and repair services at the Main Library to ACCO Engineered
Systems, a California -based company, in an amount not to exceed $50,000 for FY
2013 -14, with two one -year options to renew with an annual increase equal to the
Consumer Price Index (CPI) for the Los Angeles area estimated at 5% each year, for a
total award amount not to exceed $155,000 over a three -year period, with future year
funding contingent on Council budget approval.
Executive Summary
The City contracts out HVAC preventative maintenance and repair services at the Main
Library. In July 2013, the City solicited bids for such services. After reviewing the eight
bids received, staff recommends ACCO Engineered Systems as the best bidder to
provide HVAC preventative maintenance and repair services for a total not to exceed
amount of $155,000 over a three -year period.
Discussion
The City requires periodic monthly, quarterly, semi - annual and annual services for the
Main Library HVAC equipment that includes control panels, cooling towers, centrifugal
chillers, pumps, boilers, and air handlers in order to ensure efficient operation and a
safe temperature controlled environment for the public. The City further requires having
a provision to address any equipment failures or repair work in a timely manner to
prevent shutdowns.
Vendor Selection
On July 23, 2013, the City published Notices Inviting Bids to provide HVAC preventative
maintenance and repair services. The bid was posted on the City's online bidding site,
and notices were advertised in the Santa Monica Daily Press in accordance with City
1
Charter and Municipal Code provisions. Eight bids were received and publicly opened
on August 13, 2013 per Attachment A. Bids were evaluated based on price, licenses,
previous experience, ability to be on -site within two hours of notification for emergency
service calls, and compliance with City specifications. BMD Technologies was the
lowest bidder but did not meet the City's minimum emergency response time of two
hours. ACCO Engineered Systems was the second lowest bidder by $15.00 per month
more than BMD Technologies and has satisfactorily maintained Main Library HVAC
equipment since the facility opened in April 2006 at a reasonable cost, and has the most
familiarity with the HVAC equipment. In addition to having the required C -20 HVAC
California State Contractor's License, ACCO Engineered Systems also possess
licenses for general engineering & building, boiler, electrical, plumbing and refrigeration,
which minimize the need to bring in additional contractors for specialized repairs. Based
on these criteria, ACCO Engineered Systems is recommended as the best bidder to
provide heating, ventilation, and air conditioning (HVAC) equipment preventative
maintenance and repair services at the Main Library.
Financial Impacts & Budget Actions
The purchase order to be awarded to ACCO Engineered Systems is for an amount not
to exceed $50,000 for the first year. Funds are included in the FY 2013 -2014 budget in
division 452. The purchase order will be charged to account 014523.533226. Budget
authority for subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval.
Prepared by: Armando Plata, Facilities Maintenance Contracts Administrator
Approved: Forwarded to Council:
WILL
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A — Bid Summary
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