SR 05-22-2018 3I
City Council
Report
City Council Meeting: May 22, 2018
Agenda Item: 3.I
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: Award of Construction Contract for Public Safety Facility HVAC Replacement
Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP24311 to BMD Technologies, Inc., a California-based company,
for the Public Safety Facility (PSF) Heating, Ventilation, Air Conditioning (HVAC)
Replacement Project;
2. Authorize the City Manager to negotiate and execute a contract with BMD
Technologies, Inc., in an amount not to exceed $664,883 (including a 10%
contingency); and
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The two air-cooled chiller units servicing the Public Safety Facility (PSF) have reached
the end of their useful lifespan and need to be replaced. Staff recommends awarding a
contract to BMD Technologies, Inc. in an amount not to exceed $664,883 (including a
10% contingency) for the PSF Heating, Ventilation, Air Conditioning (HVAC)
Replacement Project.
Discussion
The two air-cooled chiller units serving the PSF were installed with the construction of
the new building and put into service in 2003. The units each provide a cooling capacity
of approximately 125 tons and are designed to run in parallel, meaning the building is
fully served by one unit while the other acts as a ready backup for resiliency purposes.
The expected lifespan of this equipment is generally anticipated to be 15 to 20 years.
Despite regular maintenance, time, the harsh marine environment and consistent use
have taken their toll on the equipment. An evaluation of the units by staff and outside
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vendors concluded that the units have reached the end of their useful lifespan and must
be replaced.
Vendor Selection
On March 19, 2018, the City published Notices Inviting Bids for construction services to
replace the chiller units at the PSF in accordance with City specifications. The bid was
posted on the City's on-line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with the City Charter and Municipal Code Section
2.24.071(a). Thirty-five vendors downloaded the bid. Two bids were received and
publicly opened on April 11, 2018. The bid results are as follows:
Vendor Bid Amount
BMD Technologies, Inc. $ 604,438.50
ACCO Engineering Services $ 739,000.00
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. Staff contacted references for BMD Technologies to review work
experience and obtained positive reviews. All respondents reported that the work by
BMD Technologies, Inc. was completed in a timely and cost-efficient manner while
maintaining consistent quality. BMD Technologies, Inc. also demonstrated similar
previous work experience at local hospital sites and with the City of Santa Monica. Staff
also verified with the Contractors State License Board that BMD Technologies has a
license that is current, active, and in good standing. Based on these criteria, BMD
Technologies, Inc., the lowest bidder, is recommended as the best bidder.
Financial Impacts and Budget Actions
The contract to be awarded to BMD Technologies, Inc. is for an amount not to exceed
$664,883 (including 10% contingency). Funds are available in the FY 2017-18 Capital
Improvement Program budget in the General Fund at account M010085.589000,
Citywide Facilities Maintenance Program.
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Prepared By: Sebastian Felbeck, Senior Construction Manager
Approved
Forwarded to Council
Attachments:
A. BMD Technologies Oaks Initiative Form
REFERENCE:
Contract No.10683
(CCS)