SR 06-08-2021 3D
City Council Report
City Council Meeting: June 8, 2021
Agenda Item: 3.D
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To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Architecture Services
Subject: Approval of First Modification to Contract 10669 with ACCO Engineered
Systems for Heating, Ventilation, and Air Conditioning Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #10669 in the amount of $450,000 with ACCO
Engineered Systems for maintenance of City heating, ventilation and air conditioning
(HVAC) systems and large-scale repairs. This will result in a five-year agreement with a
new total amount not to exceed $1,949,064, with future year funding contingent on
Council budget approval.
Summary
The Facilities Maintenance Division contracts out heating, ventilation, and air
conditioning (HVAC) work for various City facilities including City Hall, the Public Safety
Facility, libraries, and fire stations. This contracted work augments the City’s in-house
HVAC staff and generally focuses on large scale repairs and maintenance of intricate
HVAC systems. During the past year, significant HVAC system replacements occurred
at the Ocean Park Library and at the Public Safety Facility. In order to accommodate
these unplanned replacements, while ensuring adequate remaining funds for the
remainder of the contract term, staff recommends amending the contract to ACCO
Engineered Systems for an additional $450,000, for a new total amount not to exceed
$1,949,064 over a five-year period.
Discussion
The City employs four permanent in-house staff to provide various HVAC services at
City facilities. Typical services provided by City staff include adjusting air controls,
changing fan belts, and providing basic preventive maintenance. Due to the large size
and complexity of some City HVAC systems, in-house staff cannot meet all citywide
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HVAC needs. To ensure efficient operation and safe temperature-controlled
environments for the public and staff, additional services are contracted out for:
• Larger and more complex HVAC systems located at facilities such as the Santa
Monica Airport, Santa Monica Main Library, and the City’s five fire stations;
• Large-scale projects that are often long-term and require specialized licensing
and equipment; and
• Addressing equipment failures and emergency repair work in a timely manner to
prevent shutdowns.
In the past year, three HVAC package units at Ocean Park Library and two boilers at
the Public Safety Facility required replacement. In order to keep the Public Safety
Facility in operation and prepare Ocean Park Library for its upcoming reopening, the
work was performed under the existing ACCO contract.
On June 23, 2018, the City executed contractual services agreement Contract No.
10669 (CCS) for an amount not to exceed $1,499,064 with ACCO with extensions
through September 2023. To ensure adequate funding remains available for ongoing
maintenance, as well as future urgent repair work, a modification for additional funding
authority is recommended. The proposed modification would bring the total
authorization to $1,949,064.
Past Council Actions
05/8/18
(Attachment A)
Contractual Services Agreement for Citywide HVAC
Maintenance and Repair
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase
the amount of the agreement with ACCO Engineered Systems, Inc. for HVAC services.
Future year funding is contingent on Council budget approval.
Contract/Agreement Modification Request
Agreement # Current
Authorized
FY 2021-22
Modified Request
Account # Total Revised
Contract Amount
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Amount Amount
10669 $1,499,064 $450,000 01800004.529480 $1,949,064
Prepared By: Christopher Dishlip, Interim City Architect
Approved
Forwarded to Council
Attachments:
A. May 8, 2018 Staff Report (Web Link)
B. ACCO Oaks Form
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3.D.bPacket Pg. 103Attachment: ACCO Oaks Form (4529 : Contract Modification for ACCO Engineered Systems)
3.D.bPacket Pg. 104Attachment: ACCO Oaks Form (4529 : Contract Modification for ACCO Engineered Systems)