SR 05-08-2018 3A
City Council
Report
City Council Meeting: June 13, 2017
Agenda Item: 3.D
1 of 4
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 year, 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.
Executive Summary
Staff recommends the award of Bid #4266 to ACCO Engineered Systems for the
maintenance and repair of BBB’s heating, ventilation, air conditioning (HVAC), and air
movement systems located at its administration, fuel and wash, and maintenance
facilities 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 would enable the City to maintain the Big Blue Bus HVAC and air movement
systems to a State of Good Repair and ensure compliance with federal, state and city
codes and regulations.
Background
Big Blue Bus is a 24 hours a day, seven days per week operation with facilities
consisting of three major buildings: the BBB Operations Building, 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 dryers, fans
and other components. Repairs and regular maintenance are necessary to keep these
systems operating within manufacturer recommended specifications.
2 of 4
The award of this bid would enable BBB to perform Preventative Maintenance
Inspections (PMI’s), repairs, 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, including the furnishing of materials/parts, labor, and
equipment, are essential in maintaining the 24-hour operation of BBB’s facilities. 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 this 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 annual expenditure of $115,475. Based on the
expenditures to bring this service 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 Engineered
Systems
Richardson
Technologies
Monthly Preventive Maintenance $18,864 $27,180
Estimated Annual Repair $33,500 $32,100
3 of 4
Estimated Over-Time $4,680 $4,815
Truck Charge $2,750 $3,750
Estimated Annual Parts $20,000 $20,000
Total Annual Costs $79,794 $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 the 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: unable 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 recommends a new CSA with ACCO 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 Impacts 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. The agreement will be charged to the following
accounts:
416574.555015 - Outside Repairs Building Maintenance $24,000
4 of 4
C410826.589000 - Facility Upgrades and Renovations $56,000
Total $80,000
Future year funding is contingent on Council budget approval.
Prepared By: Mark McCullough, Transit 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
1
MONTHLY ROUTINE PREVENTATIVE
MAINTENANCE MONTHLY 1 $ 1,572.00 $ 2,265.00 This is a our lump sum maintenance price
2 REGULAR JOURNEYMAN HOUR PER HOUR 1 $ 115.00 $ 107.00 This is what we charge for service calls
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
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
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
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,
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
REFERENCE:
Agreement No. 10669
(CCS)