SR 06-13-2017 3D
Ci ty Council
Report
City Council Meeting : June 13, 2017
Agenda Item: 3.D
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To: Mayor and City Council
From: Edward King, Director , Big Blue Bus, Transit Maintenance
Subject: BBB Facilities HVAC Maintenance and Repair
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4266 to ACCO Engineered Systems, a Ca lifornia -based company,
for the maintenance and repair of the HVAC systems at existing Big Blue Bus
facilities.
2. Authorize the City Manager to negotiate and execute an agreement with ACCO
Engineered Systems, in an amount not to exceed $80,000 for one ye ar, with four
additional one -year renewal options to extend on the same terms and conditions
with a 3% annual increase, for a total amount not to exceed $424,731 over a five -
year period with future year funding contingent on Council budget approval.
Execu tive Summary
Staff recommends the award of Bid #4266 to ACCO Engineered Systems for the
maintenance and repair of BBB’s h eating, v entilation, a ir c onditioning (HVAC), and a ir
m ovement systems located at its administration, fuel and wash, and maintenance
fa cilities in an amount not to exceed $80,000 for one year , with four additional one -year
options, for a total amount not to exceed $424,731 including a 3% CPI . The award of
the bid w ould enable the City to maintain the Big Blue Bus HVAC and a ir m ovement
sys tems to a State of Good Repair and ensure compliance with federal, state and c ity
codes and regulations .
Background
Big Blue Bus is a 24 hour s a day , seven day s per week operation with facilities
consisting of three major buildings : the BBB Operations Bui lding, the Fuel and Wash
Facility, and the Transit Maintenance Facility . Within these buildings, repairs,
improvements and monthly maintenance are required to support the temperature
control systems and mechanical systems, including air compressors and dry ers, fans
and other components. Repairs and regular maintenance are necessary to keep these
systems operating within manufacturer recommended specifications.
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The award of this bid w ould enable BBB to perform Preventative Maintenance
Inspections (PMI’s), r epairs , and upgrades to the HVAC and Air Movement systems ,
ensuring that these systems remain in a state of good repair.
Discussion
Continual and reliable operation of the systems covered in the scope of work for this
Contractual Services Agreement , inc luding the furnishing of materials/parts, labor, and
equipment , are essential in maintaining the 24 -hour operation of BBB’s facili ti es . This
contract ensures that BBB is able to have prompt repair services to its HVAC and Air
Movements systems. The vendor is responsible for providing qualified personnel and
any original equipment manufacturer parts or components needed to perform repairs.
All installations are required to comply with applicable federal, state and local codes.
The alternative to awarding t his bid is to perform all periodic maintenance and repairs
in -house. This would require one additional full -time employee and in -depth training of
the staff, with an anticipated an nual expenditure of $115,475 . Based on the
expenditures to bring this servic e in -house, staff recommends the award of bid #4266 to
ACCO Engineered Systems.
Vendor/Consultant Selection
On March 21, 2017, the City published Notices Inviting Bids to provide maintenance and
repair services to BBB’s HVAC and Air Movement systems as required by Big Blue Bus
in accordance with City specifications. 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 Charter and Municipal Code provisions. Nine hundred one vendors were notified , of
which 40 vendors downloaded the bid. ACCO Engineered Systems and Richardson
Technologies, Inc. submitted bids, which were opened in public on April 6, 2017 .
Highlights from each of the two bids are as follows:
Scope ACCO E ngineered
Systems
Richardson
Technologies
Monthly Preventive Maintenance $18,864 $27,180
Estimated Annual Repair $33,500 $32,100
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Estimated Over -Time $4,680 $4,815
Truck Charge $2,750 $3,750
Estimated Annual Parts $20,000 $20,000
Total Annual Costs $7 9,794 $87,845
ACCO Engineered Systems proposes a cost of $80,000 for the first year with a 3% CPI
increase for each option year for a contract amount not to exceed $424,731 over five
years . Richardson Technologies , Inc. proposes a cost of $88,051 for th e first year and
the same price for each option year , for a contract amount not to exceed $440,255. In
addition to these bids , there were three no bids for the following reasons: u nable to
attend the job walk, not enough time to prepare a bid, and workloa d too high.
Bids were evaluated based on the criteria in SMMC 2.24.072 including price, previous
experience, ability to deliver, quality of product, and compliance with City specifications.
ACCO Engineered Systems has a positive history of providing this service for Big Blue
Bus and is able to meet all City requirements in addition to being the lowest cost bid
received. Based on these criteria, ACCO Engineered Systems, the lowest bidder, is
recommended as the best bidder.
Staff recommend s a new CSA with A CCO Engineered Systems in an amount not to
exceed $80,000 for one year with four additional one -year renewal options for a total
amount not to exceed $424,731 over a five -year period, with future years contingent on
council budget approval.
Financial Impa cts and Budget Actions
The agreement to be awarded to ACCO Engineered Systems is for an amount not to
exceed $424,731. Funds of $80,000 are included in the FY 2017 -18 Proposed Budget
in the Big Blue Bus Department. T he agreement will be charged to the fo llowing
accounts:
416574.555015 - Outside Repairs Building Maintenance $24,000
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C410826.589000 - Facility Upgrades and Renovations $56,000
Total $80,000
Future year funding is contingent on Council budget approval.
Prepared By: Mark McCullough, Transi t Facilities Maintenance Officer
Approved
Forwarded to Council
Attachments:
A. 4266 -BBB HVAC MAINTENANCE BID RESULTS
B. Transit & Fire vehicle HVAC services bid specs 1 -10 -17
C. ACCO Oaks Form
D. ACCO Board list
Bid Results for Project BBB HVAC SERVICE (4266)
Issued on 03/21/2017
Bid Due on April 6, 2017 3:00 PM (Pacific)
Item
Num Description
Unit of
Measure Quantity ACCO - Unit Price ACCO - Comment
Richardson Technologies
Inc. - Unit Price Richardson Technologies Inc. - Comment Formula
ACCO Monthly
Basic Service
Total
Richardson
Monthly Basic
Service Total
1
MONTHLY ROUTINE PREVENTATIVE
MAINTENANCE MONTHLY 1 $ 1,572.00 $ 2,265.00 This is a our lump sum maintenance price 12 Times per year 18,864.00 $ 27,180.00 $
2 REGULAR JOURNEYMAN HOUR PER HOUR 1 $ 115.00 $ 107.00 This is what we charge for service calls Estimated Annual Repair Hours X 250 28,750.00 $ 26,750.00 $
3
INDICATE "REGULAR HOURS" ____________/AM
TO __________/PM 1 1 7am to 4pm 7:30am to 5:30pm
4 REGULAR APPRENTICE HOURLY RATE PER HOUR 1 $ 95.00 $ 107.00 This is what we charge for service calls Estimated Annual Repair Hours X 50 4,750.00 $ 5,350.00 $
5
INDICATE "REGULAR HOURS" ____________/AM
TO __________/PM 1 1 7am to 4pm 7:30 to 5:30
6 OVERTIME HOURLY RATE PER HOUR 1 $ 156.00 $ 160.50 This is time outside of our maintenance Estimated OT hours X 30 4,680.00 $ 4,815.00 $
7
INDICATE "OVERTIME HOURS"
____________/AM TO __________/PM 1 1
From 4pm to 7am M-F, all day
Saturday and Sunday, not
including holidays 5:30pm to 7:30am
Truck Charge estimated at 50 trips (Other fees
could not be estimated in this category, as
there is no predictions to when this type of
work would be completed. Acco does not
charge additional for these services.)$2,750.00 $3,750.00
Not estimated as unsure of CPI Increases. 0 0
Estimated Annual Parts Costs $20,000.00 $20,000.00
Total Estimated Annual Costs 80,000.00 $ 87,845.00 $
82,400.00 $ 87,845.00 $
84,872.00 $ 87,845.00 $
87,418.16 $ 87,845.00 $
90,040.70 $ 87,845.00 $
424,730.86 $ 439,225.00 $
PlanetBids
Vendors Notified: 901
Prospective Bidders: 40
Prevailing Wage Form Complete Complete
PLEASE DESCRIBE ANY ADDITIONAL FEES AND CHARGES NOT LISTED ABOVE Truck charge $55 / Truck/day
Fees not related to routine maintenance i.e. service calls: Truck charge $75,
Electronic Refrigerant Leak Check $25, Refrigerant Recovery $100, Vacuum
Pump $50, Welding $75
RENEWAL OPTIONS: PERIOD 5 CPI Increase Same price, terms, and conditions offered
Oaks Form
RENEWAL OPTIONS: PERIOD 2 CPI Increase Same price, terms, and conditions offered
RENEWAL OPTIONS: PERIOD 3 CPI Increase Same price, terms, and conditions offered
Same price, terms, and conditions offered
Living Wage Form Complete Complete
Complete Incomplete
RENEWAL OPTIONS: PERIOD 4 CPI Increase
Santa Monica Big Blue Bus (SMBBB)
PROVIDE REPAIR SERVICES AND MISC. PARTS FOR TRANSIT BUS AND FIRE DEPARTMENT VEHICLES AIR
CONDITIONING SYSTEMS AND OTHER RELATED SERVICES AS REQUIRED BY THE BIG BLUE BUS.
SCOPE OF WORK:
Repair and service transit bus and Fire department apparatus air conditioning (HVAC ) systems on an as needed basis
at the City of Santa Monica’s Big Blue bus yard located at 1620 6 th Street, Santa Monica Ca.
Service and repair of transit bus and Fire department apparatus air conditioning systems shall include but not be limited
to:
• Electrical system troubleshooting and repair.
• Evacuate and recharge HVAC systems . (Per Federal, State and Local laws, rules and regulations)
• Repair or replace hoses and lines.
• Repair or replace comp ressors, clutches, motors and belts.
• Repair or replace condensers, evaporators and dryers.
• Clean or replace HVAC filters.
• Repair heating systems including coolant system to air conditioning system.
• Troubleshoot and repair HVAC electronic controls and senso rs.
• Repair all air conditioning related problems, and all components of the air conditioning system.
• Repair or replace air conditioning compressor mounts, bushings, brackets and related hardware.
• Service and repair defroster system and driver’s heater, fan and drivers A/C system.
• Perform a minimum of one yearly Preventive Maintenance Inspection (PMI) service on each bus. (See PMI
service sheet). PMI sheet must be submitted upon completion of each task.
• Other bus related repairs and services as needed.
• Pr ovide misc. HVAC and other parts as needed.
• Vendor must use the City’s fleet management work order system and all its applicable guidelines.
Vendor shall provide onsite training to Big Blue Bus staff on the operation and service of transit bus air condit ioning
systems. Training shall take place at the Big Blue Bus training room and performed at the three different shift times.
Vendor shall have a minimum of five years’ experience on maintenance, troubleshooting and repair on the following
transit bus a ir conditioning systems. This is only a sampling ; other t ransit and Fire apparatus HVAC systems may
require maintenance and repair services. Proof of experience must be submitted with bid:
• Thermo King Intellig aire I Roof Unit
• Thermo King Intellig aire II R6 Series Roof Unit
• Thermo King Intellig aire II I AT10 -M21 Series Roof Unit
• Thermo King Intellig aire II T11 -M60 Series Rear Unit
• Thermo King Intellig aire II I T14 -M99 Series Roof Unit
• Thermo King TE Series All Electric HVAC Rear Unit
• Carrier under Floor Unit
MINIMUM REQUIREMENTS:
1. Vendor shall have a minimum of 5 years’ experience working on the above transit bus and Fire apparatus air
conditioning systems. (vendor shall submit proof that they have 5 years’ experience in working with each air
conditioning system noted above and must submit a list of current transit customers they currently serviced these
units on )
2. Technicians working on Big Blue Bus transit and Fire department vehicle air conditioning systems must be
journeyman level technicians, able to analyze and service the systems utilizing computer programs built for these
units. (proof of technician journeyman level status must be submitted with bid response)
3. Vendor shall provide all tools necessary for trouble shooting and repairing of the air conditioning systems.
4. Technicians shall be licensed and knowledgeable on all state and federal requirements and laws concerning the
environment. (proof of license shall be submitted with bid response)
5. Technician must hav e proper knowledge of how the air conditioning system functions; this includes electrical and
mechanical systems of the following bus manufacturers: (proof of knowledge must be submitted with bid
response)
6. Vendor technicians must have a current Federal Typ e I and Type II certificate. (vendor must submit a copy of the
certificate)
7. Vendor shall provide written proof that they meet all minimum qualifications. Failure to provide proof will disqualify
the bid response.
Pricing:
Vehicle type Number of hours to perform
an annual PMI Cost of annual A/C PMI
2004/5 New Flyer 40’ LNG $ Per Service
2010 El Dorado 32’ $ Per Service
2011 NABI 60’ articulating $ Per Service
2011 NABI 40’ $ Per Service
2013/14 Gillig 40’ $ Per Service
2015 New Flyer 60’ articulating $ Per Service
2015/16 Gillig 30’ & 40’ $ Per Service
2017 Gillig 40’ $ Per Service
Other transit buses as purchased $ Per Service
KME pump trucks $ Per Service
KME ladder trucks $ Per Service
Pierce pump trucks $ Per Service
Other Fire Department vehicles $ Per Service
Other pricing
Hourly Labor Rate $ Per hour
Overtime Hourly Rate $ Per hour
Travel Time $ Per hour
HVAC Training $ Per hour
Discounts Offered
Mark -up on Parts %
PREVENTIVE MAINTENANCE INSPECTION SERVICE SHEET
REFRIGERATION / HEATING / VENTILATION
Check liquid line sight glass for refrigerant and moisture content. Clear and free of bubbles.
Check receiver tank sight glass for refrigerant charge. (1/2 level after 15 -20 minutes
operation)
Check for refrigerant/oil leaks.
Check operating pressures.
Check condition of blower motors and fan motors.
Check thermostats & valves -operation.
Check function of high & low pressure switches on lines.
Check freon for contamination. Renew if necessary.
Check superheat setting (ideal 10°-12°)
Check water pump operation.
Check water valve operation.
Check engine coola nt & connections to heaters.
Replace filter -drier. (Anytime system has been exposed to atmosphere)
Check for loose, deteriorating, or chafing refrigerant tubing & hoses.
COMPRESSOR
Check compressor oil level. (1/2 level in sight glass after 15 -20 minutes operation)
Check compressor oil color.
Check compressor oil for acidity.
Check belts for wear and tension.
Check cut -out of high and low pressure switches.
Check compressor efficiency.
Check compressor oil pump pressure.
Check Capacity Regulator for operation.
Tighten compressor mounting bolts.
Steam clean compressor and clutch. Avoid direct contact with bearing.
PREVENTIVE MAINTENANCE INSPECTION SERVICE SHEET
CLUTCH / PULLEY
Inspect clutch rotor for wear or overheating (i.e. slippage)
Check operation of clutch -coil amps, resistance and voltage while clutch is engaged.
(12V= 5 amps; 2.8 ohms; +/- 10%)
(24V= 2.6 amps; 9.8 ohms; +/- 10%)
Check clutch air gap (.018 -.023)
Check wires fo r damage.
Check pulley/belt alignment using a straight edge.
Check compressor clutch bearings. Replace if necessary.
Remove clutch rotor and check mating surfaces for flatness or wear. Torque clutch
retaining
bolt (M12) to 110 ft. lbs. (150NM)
SYSTEM CONTROLS AND ELECTRICAL
Check basic operation of all systems.
Check all functions of thermostatic control (Sytronic Box , thermostats, sensors, valves,
etc.)
Check condition of wires and terminals.
Check and tighten electrical connections.
Check condition of blower motors.
Check blower motor speed and voltage.
Check condenser fan motors.
Check condenser fan motor speed and voltage.
Clean panel and sensor with compressed air.
AIRSIDE SYSTEMS AND STRUCTURAL
Check or replace return air filters.
Check and clean evaporator drains.
Check and clean evaporator, heater and condenser coils.
Check air dampers (operation and sealing) *if applicable.
Check visually outer areas of unit for loose, damaged or broken parts.
Lubrica te evaporator blower shaft bearings (rear mount).
COMPRESSOR DRIVE SYSTEM
Check belt tension from compressor drive system.
Recommended 130(hot) - 150(cold) ft. lbs.
Check and tighten compressor mounting bolts.
REFERENCE:
Agreement No. 10466
(CCS)