SR 08-24-2021 3B
City Council Report
City Council Meeting: August 24, 2021
Agenda Item: 3.B
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance
Subject: Award Bid to ACCO Engineered Systems, Inc. for Department of
Transportation HVAC Maintenance and Repair Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4407 to ACCO Engineered Systems, Inc. for maintenance and repair
of heating, ventilation and air conditioning systems for the Department of
Transportation Big Blue Bus (BBB) Division;
2. Authorize the City Manager to negotiate and execute an agreement with ACCO
Engineered Systems, Inc., in an amount not to exceed $514,800, including a
$46,800 contingency, for a five-year period with future year funding contingent on
Council budget approval.
Executive Summary
The Big Blue Bus (BBB) Division of the Santa Monica Department of Transportation
(DOT) operates 24 hours a day, seven days per week with campus facilities that include
the operations/administrative building, maintenance buildings (maintenance shop,
offices and training facility) and the bus fuel/wash facility. Each of these buildings
include heating, ventilation, and air conditioning (HVAC) systems that require regular
maintenance and repair to ensure they can reliably provide their temperature control
functions. Staff recommends the award of Bid #4407 to ACCO Engineered Systems and
to negotiate and execute an agreement with ACCO for the maintenance and repair of
the Department of Transportation’s HVAC assets for a five-year period in an amount not
to exceed $88,150 for the first year with the total five-year contract amount not to
exceed $514,800 which includes a 10% contingency and a 3% cost escalator.
Discussion
The Department of Transportation’s HVAC systems at the BBB facility play an essential
role in maintaining BBB’s 24-hour operation. Operating the HVAC system includes
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furnishing materials, parts, new equipment, and labor. These systems maintain stable,
comfortable working conditions in DOT’s buildings and are part of BBB’s life safety
systems by extracting air from its maintenance building in the event of lead or natural
gas fuel emission. HVAC systems experience normal wear and tear through operation
and need periodic repairs or replacements to keep performing their functions effectively.
This contract would ensure that the DOT has prompt repair services for its HVAC and
Air Movement systems. The vendor would be 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 laws and regulations.
BBB has historically contracted the maintenance and repair of its HVAC systems due to
the specialized technical expertise needed to perform the work. As an enterprise fund,
BBB has not traditionally been served by the City’s Public Works department and its
HVAC maintenance needs are not included in Public Works’ staffing levels. Additionally,
Public Works received Council authority on May 8th 2018, to execute an agreement with
ACCO to augment their staff to maintain the City’s intricate HVAC systems and perform
large scale repairs. The “Contract and As-Needed Staffing Review Policy, Practice,
Recommendations” report submitted to Council on January 13th, 2015 recommends that
HVAC repair and maintenance be contracted out due to the specialized, technical
nature of the work which is outside of the core service mission of the Transportation
Department.
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 with
an anticipated annual expenditure of $115,632 in addition to the purchase of additional
equipment needed to perform repairs. Additionally, contracted services would still be
needed to perform equipment replacements and other large projects that require
specialized licensing and equipment. Based on the added cost to bring this service in-
house, staff recommend award of bid #4407 to ACCO Engineered Systems.
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Vendor/Consultant Selection
Bidder Recommendation
Best Bidder ACCO Engineered Systems, Inc.
Evaluation Criteria
Price, quality of services offered; ability to perform
all services in accordance with City specifications;
bidder experience and history providing these
services to the Department of Transportation
Municipal Code SMMC 2.24.180
Submittals Received
ACCO Engineered Systems $514,800
A/C Control Inc. $521,915
A/C Pros $1,773,915
Bid Data
Date
Posted Posted On Advertised in
(City Charter & SMMC)
Vendors
Downloaded
Date
Publicly
Opened
3/1/2021 City’s online vendor
portal
Santa Monica Daily
Press 20 3/19/2021
Best Bidder Justification
Bids were evaluated based on the criteria in SMMC 2.24.180 including price, ability to
provide the services according to City specifications included in the bid. ACCO Engineered
Systems Inc. was the lowest cost bidder in addition to having a positive history providing
HVAC maintenance and repair services to the Department of Transportation. Based on price
and ability to provide services that meet the City’s specifications, ACCO Engineered Systems
Inc. is recommended as the lowest and best bidder.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Big Blue Bus fund to award a contract
with ACCO Engineered Systems to provide maintenance and repair services to HVAC
systems at the Department of Transportation’s Big Blue Bus facilities. Funds in the
amount of $63,150 are available in the Department of Transportation capital fund, and
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$25,000 are available in the Department of Transportation operating fund with future
year funding contingent on Council budget approval.
Contract/Agreement/Purchase Order Request
FY 2021-22 Budget Department/CIP Account # Total Contract
Amount Request Amount
$63,150 C6004830.689000 $119,137
$25,000 60600011.550016 $395,663
Total $514,800
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. ACCO Oaks 2021
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3.B.aPacket Pg. 35Attachment: ACCO Oaks 2021 (4567 : Award HVAC Bid)
3.B.aPacket Pg. 36Attachment: ACCO Oaks 2021 (4567 : Award HVAC Bid)