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CC - CONSENT ITEM: Approval of a General Services Agreement with Pacific West Industries Inc for Heater Replacements at the Transportation Facility in an Amount Not-To-Exceed $162,500 ($130,000 Base Plus $32,500 Contingency).
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Meeting Date: January 27, 2025
Contact Person/Dept: Dalynna Moser/Transportation
Phone Number: (310) 253-6541
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/22/2025)
Department Approval: Diana Chang, Chief Transportation Officer (12/30/2024)
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RECOMMENDATION
Staff recommends the City Council approve a general services agreement with Pacific West Industries Inc for heater replacements at the Transportation Facility in an amount not-to-exceed $162,500.
BACKGROUND/DISCUSSION
The Transportation Department’s Fleet Services Division conducts maintenance of all City vehicles in the Transportation Facility’s maintenance building, which is composed of eight bays, a weld shop, a mezzanine level with a parts storage shop, and the City’s Central Receiving Offices. The building’s heaters were installed when the Transportation Facility was originally constructed in 1997 and have reached the ends of their useful lives.
A Request for Proposals (RFP) was released on November 7, 2024 and closed on December 12, 2024. (Culver City Municipal Code § 3.07.065) A mandatory job walk was held on November 19, 2024, and it was attended by ten (10) prospective proposers. Proposals were later received from three (3) contractors:
1) ABM
2) Pacific West Industries
3) New Power Contracting For Building Mechanicals
Each proposal was carefully reviewed to ensure project compliance with City and Federal Transit Administration (FTA) requirements. Proposals were then reviewed for their responsiveness to the scope of work identified in the RFP and evaluated based on several factors including qualifications, experience, responsiveness to the scope of work, fees, and proposed schedule. After carefully reviewing and scoring each proposal, the evaluation team’s rankings were compiled, and Pacific West Industries Inc. was found to be the highest-ranking proposer. Staff found the proposal submitted by Pacific West Industries Inc. to be responsive and complete, and determined that the outlined products and services best meet the operational requirements of the Division. The total proposal cost for the project is $130,000 and a contingency amount of $32,500 is recommended to ensure that any unforeseen issues during the construction process are covered.
Pacific West Industries Inc. has been in business since their establishment in 2005. They are a full mechanical contractor with a reputation as a leading provider of commercial HVAC services. They are one of two contractors in the local region to have the Carrier Controls Expert certification program which ensures a high level of expertise and quality in their work. Past and present customers include the Palm Springs Aerial Tramway, Westminster Mall, Marshall Elementary School in the Chino Valley Unified School District, and the College of the Desert in the Desert Community College District. Staff is confident that they will provide the City with the impeccable service and move this project forward efficiently and effectively.
FISCAL ANALYSIS
Funding for this project has been allocated from several grant sources, including Federal Transportation Administration (FTA) Section 5307 transit capital funds and local Prop C Discretionary funds. The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding in CIP Project No. 20380000.730100.PB008 (Transportation Facility Improvements) which can be found in the Capital Improvements section of the budget book under Municipal Bus Fund (Fund 203) on page 477.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve an agreement with Pacific West Industries Inc. for the replacement of heaters at the Transportation Facility in an amount not to exceed $132,500 ($130,000 Base and $32,500 Contingency); and
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.