SR-05-27-2014-3ACity Council Report
City of
Santa Monica
City Council Meeting: May 27, 20014
Agenda Item: 3A
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Contract for City Hall HVAC Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the -City Manager to negotiate and execute a contract with Bon Air,
Inc., a California -based company, in an amount not to exceed $871,200 (includes
a 10% contingency) for the City Hall HVAC Replacement Project.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete the work within contract authority.
Executive Summary
This project would replace and upgrade the heating, ventilating and air - conditioning
(HVAC) system throughout much of City Hall. On March 25, 2014, the City solicited bids
for mechanical construction services associated with the HVAC improvements. Five
bids were received and opened on April 21, 2014. Staff recommends Bon Air, Inc. as
the best bidder for the City Hall HVAC Replacement Project at a cost not to exceed
$871,200.
Discussion
The Santa Monica City Hall building currently has a number of aging package and split
system HVAC units in need of replacement. This project would consist of the
replacement of various HVAC units /mechanical systems throughout the building in a
phased timeline with new split multi- system air - cooled heat pump systems and all
associated mechanical work.
Contractor Selection
On March 25, 2014, the City published Notices Inviting Bids to replace and upgrade the
heating, ventilating and air - conditioning systems of the City Hall building. The bid was
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posted on the City's online bidding website and notices were advertised in the Santa
Monica Daily Press in accordance with the City Charter and Municipal Code provisions.
Thirty -seven vendors downloaded the Notice Inviting Bids and eleven prospective
bidders attended a non - mandatory pre -bid job walk. Five bids were received and
publicly opened on April 21, 2014. The bid results are as follows:
Bidder
AP Construction Group
Bon Air, Inc.
JCT Mechanical
Sea Pac Engineering, Inc.
South Coast Mechanical
Total Bid Amount
$760,000
$792,000
$914,230
$920,000
$939,727
Bids were evaluated based on price, experience, qualifications and references. The
instructions to bidders included a requirement that the contractor "be a certified
Mitsubishi HVAC system installer at the time of bid submission." Mitsubishi was
selected as the manufacturer in order to allow the new units to tie into the existing
system of HVAC units and become the new standard for the City Hall facility. Also, by
selecting a certified installer the City is provided with an additional 7 years of
manufacturer warranty for the system.
In reviewing the bids, AP Construction Group (the low bidder) confirmed that they do not
meet this requirement and are therefore deemed a nonresponsive bidder. Staff
confirmed that Bon Air, Inc. is a certified Mitsubishi HVAC system installer and also
verified with the Contractors State License Board that their C -20 license is current,
active, and in good standing. Staff contacted references provided by Bon Air, Inc. for
prior project experience with the City of Thousand Oaks, the Port of Los Angeles, and
the Beverly Hills Unified School District. All respondents reported that work was
completed in a timely and cost - efficient manner while maintaining consistent quality.
Based on these criteria, Bon Air, Inc. is recommended as the best bidder.
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Construction Schedule
Construction work is tentatively scheduled to begin in July 2014, to be conducted
sequentially in four phases, and lasting for a period of approximately 185 days.
Financial Impacts & Budget Actions
The contract to be awarded to Bon Air, Inc. is for an amount not to exceed $871,200
(includes a 10% contingency). Funds in the amount of $871,200 are available in FY
2013 -14 Capital Improvement Program budget in account M010085.589000.
Prepared by: Christopher Dishlip, Civil Engineer
Approved: Forwarded to Council:
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Rod Gould
City Manager
Reference:
Contract No. 9907
(CCS)