HomeMy WebLinkAbout07-15-2014 C10 PD HVAC Replacement AwardCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Michael J. McGuire, Engineer III
SUBJECT: POLICE DEPARTMENT HVAC REPLACEMENT, SPECIFICATION No. 91251
RECOMMENDATIONS
1. Award a contract to Smith Electric Service in the amount of $148,953 for the Police
Department HVAC Replacement, Specification No. 91251.
2. Approve a transfer of $5,178 from the CIP Completed Projects account to the project
account.
DISCUSSION
On May 6, 2014, the City Council authorized inviting bids for the Police Department HVAC
Replacement, Specification No. 91251. In addition, the Council authorized the City Manager to
award the contract if the lowest responsible bidder is within the Engineer’s Estimate of $140,000
(Attachment 1). Four bids were opened on June 17, 2014 and Smith Electric Service of Santa Maria
was the lowest bidder with a proposal of $148,953. This low bid is higher than the Engineer’s
Estimate by approximately $9,000 or 6% (Attachment 2). The bids were evaluated and no unusual
findings noted. Staff is recommending proceeding with the award to the lowest responsible and
responsive bidder.
CONCURRENCES
This project has the concurrence of the Police Department. It also has environmental clearance
from the Community Development Department.
FISCAL IMPACT
The 2013-15 Financial Plan, Appendix B, pages 3-19 to 3-21, identifies $141,500 to replace and
install the new HVAC unit in 2014-15, along with $18,500 for construction management. A
transfer of the $18,500 from construction management into the construction account phase
provides a total construction budget of $160,000 (see copy of original report authorizing
advertising, Attachment 1).
Financial Plan Reference:2013-15 Construction:148,953$
Budget Amount:160,000$ Construction Contingencies:15,000$
Bid Estimate:140,000$ Total for Construction:163,953$
Bid Amount (lowest bidder):148,953$
Printing:225$
Welding Inspection:1,000$
Total for other costs:1,225$
Total Cost of Project 165,178$
Funding Needed:5,178$
July 15, 2014
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PD HVAC Replacement (91251) Page 2
The $5,178 funding needed for the project will be transferred from the Capital Outlay CIP
Completed Projects account into the project construction account. The Capital Outlay CIP
Completed Projects account currently has sufficient funding to fully fund the project construction
account.
ALTERNATIVE
Deny approval of award. The City Manager could choose to deny or defer the approval of
award for this project. Staff does not recommend this option. Should this be denied or deferred,
HVAC replacement to the Police Department will be delayed. The existing unit will continue to
deteriorate with the possibility of sudden irreparable failure, require substantial staff time for
maintenance and repair, and likely increase the cost for construction.
ATTACHMENTS
1. Copy of original report authorizing advertising
2. Bid Summary
3. Contract
t:\council agenda reports\2014\2014-07-15\award pd hvac replacement (grigsby-mcguire)\91251 car award.docx
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City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Michael J. McGuire, Engineer III
SUBJECT: POLICE DEPARTMENT HVAC REPLACEMENT,
SPECIFICATION NO. 91251
RECOMMENDATIONS
1. Approve plans and specifications for "Police Department HVAC Replacement, Specification
No. 91251.”
2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if
the lowest responsible bidder is within the Engineer’s Estimate of $140,000.
3. Approve the transfer of $18,500 from the project’s construction management account to the
construction account at the time of bid award.
DISCUSSION
The existing 50-ton Heating Ventilation Air Conditioning (HVAC) unit, the main air handler and
cooling unit for the Police Department Station, has been in place for over 20 years. The typical
lifespan for commercial HVAC equipment is 12 to 15 years. The existing unit is rusted and this
corrosion cannot be repaired in a cost effective manner. The HVAC unit experienced numerous
breakdowns and requires repairs that consume a great deal of time by building maintenance staff
or contractors. Also, the roof underneath the unit is deteriorating to the point that if repairs are
not made to the roofing, water intrusion will occur into the Station.
This project will replace the existing HVAC unit with a unit of the same capacity and a 15 year
lifespan but will be more energy efficient, resulting in energy use savings and carbon footprint
reductions. In a recent energy audit, PG&E identified replacement of the HVAC unit as being
eligible for incentive rebates. The roof area under the HVAC unit will be repaired as part of this
new unit installation.
CONCURRENCES
This project has the concurrence of the Police Department. It also has environmental clearance
from the Community Development Department with building permits pending approval.
FISCAL IMPACT
The 2013-15 Financial Plan, Appendix B, pages 3-19 to 3-21, identifies $141,500 to replace and
install the new HVAC unit in 2014-15, along with $18,500 for construction management. The
current construction schedule allows for staff inspection and negates the need for consultant
services for construction management. A transfer of the $18,500 from construction management
into the construction account phase will make these funds available to support higher than
May 6, 2014
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Attachment 1
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PD HVAC Replacement (91251) Page 2
anticipated construction costs or unforeseen conditions during construction. This will provide a
total construction budget of $160,000.
ALTERNATIVE
Deny approval of award. The Council could choose to deny or defer the approval for advertising of
this project. Staff does not recommend this option. Should this be denied or deferred, HVAC
replacement to the Police Department Station will be delayed. The existing unit will continue to
deteriorate with the possibility of sudden irreparable failure, require substantial staff time for
maintenance and repair, and energy cost savings will not be realized.
ATTACHMENT
2013-15 Financial Plan, Appendix B, pages 3-19 to 3-21
COUNCIL READING FILE
Plans and Special Provisions
t:\council agenda reports\2014\2014-05-06\advertisement of pd hvac replacement (grigsby-mcguire)\91251 car advertise.docx
Fiscal Impact Summary 2014-15
Approved Project Budget:160,000$
Engineer's Estimate Construction:140,000$
Construction Contingencies:15,000$
Total for Construction:155,000$
Printing & Advertising:500$
Total Cost of Project:155,500$
Attachment 1
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CITY OF SAN LUIS OBISPO: BID SUMMARY SHEET
Project:PD HVAC Replacement Spec.No.:91251 Bid Opening 17-Jun-14
Contact: Mike McGuire
Estimated followup dates:Award:7/15/2014 Request for bonds/ins:8/5/2014 Pre-job:8/7/2014
Engineer's Estimate Smith Electric Service American Inc.Effect Contractors
BID ITEM & DESCRIPTION
UNITTOTALUNITTOTALUNITTOTALUNITTOTAL
No.ITEM UNITQUANPRICEPRICE PRICEPRICE PRICEPRICE PRICEPRICE
(S)1 HVAC Replacement LS 1115000.00$115,000.00118308.00$118,308.00136700.00$136,700.00144449.00$144,449.00
(S)2 Fluid Applied Roofing LS 1 25000.00$25,000.0030645.00$30,645.0029500.00$29,500.0033000.00$33,000.00
$140,000.00 $148,953.00 $166,200.00 $177,449.00
Listed Subs Specialty Crane
Servi-Tech Servi-Tech Rice Htg. & A.C.
Wicks Roofing Wicks Roofing Wicks Roofing
Hartmanaire Systems Service Mechanical
Comments
EMCOR
BID ITEM & DESCRIPTION
UNITTOTALUNITTOTALUNITTOTALUNITTOTAL
No.ITEMUNITQUANPRICEPRICEPRICEPRICEPRICEPRICEPRICEPRICE
(S)1 HVAC ReplacementLS 1143858.00$143,858.00$0.00$0.00$0.00
(S)2 Fluid Applied Roofing LS 1 71722.00$71,722.00 $0.00 $0.00 $0.00
$215,580.00 $0.00 $0.00 $0.00
Specialty Crane None
Servi-Tech
Midstate Sheet Metal
Alpha Electrical Services
Comments
TOTAL
TOTAL
Attachment 2
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CITY OF SAN LUIS OBISPO
CALIFORNIA
AGREEMENT
THIS AGREEMENT, made on this ______ day of ___________, 2014, by and between the City of San Luis
Obispo, a municipal corporation and charter city, San Luis Obispo County, California (hereinafter called the
Owner) and BRANNON INC. DBA SMITH ELECTRIC SERVICE (hereinafter called the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be performed, shall
provide and furnish all of the labor, materials, necessary tools, expendable equipment, and all utility and
transportation services required to complete all the work of construction of
POLICE DEPARTMENT HVAC REPLACEMENT, SPECIFICATION NO. 91251
in strict compliance with the plans and specifications therefor, including any and all Addenda, adopted by
the Owner, in strict compliance with the Contract Documents hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and said work
performed and completed under the direction and supervision and subject to the approval of the Owner or its
authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithful
performance of this Contract, subject to any additions or deductions as provided in the Contract Documents,
the contract prices as follows:
Police Department HVAC Replacement
Specification No. 91251
Item Section Item Unit of Estimated Item Price Total
No. SP(1) SS(2) Measure Quantity (in figures) (in figures)
(S)1 4-3 -- HVAC Replacement LS 1 $118,308.00 $118,308.00
(S)2 4-3 -- Fluid Applied Roofing LS 1 $30.645.00 $30.645.00
BID TOTAL: $148,953.00
Payments are to be made to the Contractor in compliance with and subject to the provisions embodied in
the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work which the
Contractor may be required to do, or respecting the size of any payment to the Contractor, during the
performance of this Contract, said dispute shall be decided by the Owner and its decision shall be final, and
conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the following
documents, all of which are as fully a part thereof as if herein set out in full, and if not attached, as if hereto
attached:
1. Notice to Bidders and information for bidders.
2. Standard Specifications, Engineering Standards, Special Provisions, and any Addenda.
2. Accepted Bid.
4. Public Contract code Section 10285.1 Statement and 10162 Questionnaire.
Attachment 3
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5. Noncollusion Declaration.
6. Plans.
7. List of Subcontractors.
8. Agreement and Bonds.
9. Insurance Requirements and Forms.
ARTICLE IV. It is further expressly agreed by and between the parties hereto that should there be any
conflict between the terms of this instrument and the bid of said Contractor, then this instrument shall control
and nothing herein shall be considered as an acceptance of the said terms of said bid conflicting herewith.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year and date
first above written.
ATTEST: CITY OF SAN LUIS OBISPO
By:
City Clerk Jan Howell Marx, Mayor
APPROVED AS TO FORM: CONTRACTOR
____________________________________ By:
Christine Dietrick, City Attorney Brannon Inc. DBA Smith Electric Service
Michael Brannon, President
Attachment 3
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