SR-08-25-2015-3J 904-001-02/904-007
City Council
Report
City Council Regular Meeting: August 25, 2015
Agenda Item: 3.J
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To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Architecture Services
Subject: Award Agreement for Mechanical (HVAC, Plumbing) & Electrical Engineering
Services
Recommended Action
Staff recommends that the City Council:
1. Award Request for Proposals (RFP) #SP2410 to Kitchell, a California-based
company, to provide professional mechanical (HVAC and Plumbing) and
electrical engineering services for various building and facility renovation/upgrade
projects as required by Architecture Services.
2. Authorize the City Manager to negotiate and execute a professional service
agreement with Kitchell, in an amount not to exceed $300,000 for three years,
with one additional one-year renewal option in the amount of $100,000 to be
exercised at the City’s sole discretion, for a total not to exceed $400,000 over
four years. Future year funding is contingent on Council budget approval.
3. Authorize the Director of Public Works to issue any necessary modifications to
complete additional work within budget authority.
Executive Summary
On May 26, 2015, the City published a Request for Proposals (RFP) for professional
mechanical (HVAC and plumbing) and electrical engineering services. After reviewing
proposals, staff recommends Kitchell as the most qualified vendor to provide these
services. This agreement would provide professional mechanical (HVAC and plumbing)
and electrical engineering services for various building and facility renovation and
upgrade projects as required by Architecture Services for th ree years in an amount not
to exceed $300,000, with one additional one-year renewal option in the amount of
$100,000 to be exercised at the City’s sole discretion.
Discussion
The Architecture Services Division plans to develop a series of construction
improvement projects over the next 36 months that would require professional
mechanical and electrical engineering services. The City does not have staff who are
licensed Mechanical, Electrical or Plumbing Engineers who can provide these services.
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Job sizes and frequencies will vary based on City priorities and budget availability, but it
is anticipated that services will not exceed $300,000 over the next three years. Each
project will require a proposal from the selected firm and the fee will be part of the
individual budgeted projects cost. This agreement resulting from this competitive bid is
for small projects and unforeseen required Mechanical Electrical and Plumbing
professional services only. Larger projects will continue to be individually posted,
advertised and competitively bid. There is no guaranteed usage, but past projects
have included:
Design of renovations or new HVAC equipment & control systems in existing
City facilities including City Hall, City Libraries, and the Civic Auditorium;
Design of renovations or new electrical equipment and wiring;
Designs for renovations and new facility plumbing & area drainage systems; and
Site surveys and drafting as-built plans (of existing electrical, mechanical or
plumbing infrastructure).
Consultant Selection
On May 26, 2015, the City published a Request for Proposals (RFP) to provide
Mechanical (HVAC and Plumbing) and Electrical Engineering Services as required by
the City’s Architecture Services Division. The RFP was posted on the City’s on-line
bidding site and notices were advertised in the Santa Monica Daily Press in accordance
with City Charter and Municipal Code provisions. A total of 1157 vendors were notified
and 51 vendors downloaded the RFP. Ten bids were received and publicly opened on
June 25, 2015.
Staff from Public Works reviewed all proposals on the criteria in SMMC 2.24.072,
including price, previous experience, capacity and skill, ability to deliver, quality of
product, and compliance with City specifications and scope of work. Kitchell is not the
lowest bidder, but offers a stellar track record with demonstrated experience in the
design of mechanical and electrical design with governmental clients, including the City
of San Diego, the City of Anaheim and Solano County. Kitchell’s engineering design
work portfolio includes examples of successfully and sensitively retrofitting new, existing
and historic buildings with new air conditioning and utility systems. Kitchell’s references
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cited a high attention to detail, ease of the constructability of their proposed solutions as
well as their innovative design approaches which is particularly important in the context
of the City’s multiple building types and varied projects. Additionally, Kitchell’s hourly
rates for professional services are competitive with the other proposals submitted
meaning that the aggregate of their hourly rates fall in the middle of the ten proposals
received and reviewed. The other firms with lower rates did not demonstrate the same
degree of experience with municipalities nor with the specific types of projects for which
the City requires these services. Based on these criteria, staff recommends Kitchell as
the most qualified firm to provide mechanical (HVAC and Plumbing) and electrical
engineering services in accordance with City scope of work.
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Financial Impacts and Budget Actions
The agreement to be awarded to Kitchell is for an amount not to exceed $300,000 for
three years, with one additional one-year renewal option in the amount of $100,000 to
be exercised at the City’s sole discretion for a total not to exceed $400,000 over four
years. Funds are available in various FY 2015-16 department budgets and Capital
Improvement Program budgets. Services will be performed only if funds are available in
the appropriate accounts. Budget authority for subsequent years will be requested in
each budget cycle for Council approval. Future funding of purchases is contingent upon
Council approval.
Prepared By: Brooke Sween-McGloin, CIP Project Manager
Approved
Forwarded to Council
Attachments: