City of Culver City, California
Agenda Item Report
Meeting Date: 3/22/2010 Item Number: C-4
CITY COUNCIL AGENDA ITEM: 1) Waiver of the Formal Competitive Bidding
Procedures for the Purchase of Equipment; and 2) Approval of an Agreement with
L.E.C. Service, Inc. to Replace the A/C Units Located in the Information Technology
Department Data Center
Contact Person/Dept.: Eric Mirzaian/PW
John Richo/IT
Phone Number: (310) 253-6410
(310) 253-5950
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification (E-mail) Meetings and Agendas-City Council (03/17/10); L.E.C.
Service, Inc. (3/15/2010)
Department Approval:
Charles D. Herbertson (03/11/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/17/10)
Chief Financial Officer Approval:
Mark Scott (by M. Noller) (03/17/10)
City Manager Approval:
Mark Scott (03/17/10)
RECOMMENDATION:
Staff recommends that the City Council 1) waive the formal competitive bidding
procedures for the purchase of equipment; and 2) approve an agreement with L.E.C.
Service, Inc. in the amount of $85,125.00 to replace the two existing air conditioning
(A/C) units located in the Information Technology Department data center.
BACKGROUND:
The data center in the Information Technology Department has its own cooling
system that is independent from the rest of City Hall. The A/C units in the data room
provide climate control that is critical in preventing the temperature in the room from
rising due to the heat generated by all the various computer servers and network
equipment that are housed in the room. The equipment in the room requires a
certain temperature at which to operate. Excessive heat in the room can impact the
operating capability or otherwise damage the equipment housed in the room.
The existing A/C units are the original units from when City Hall was first
constructed. Over the years, the City’s Information Technology Department has
added more network servers in the room to allow for increased capacity and has
upgraded to newer generations of technology. As a result, the existing A/C units can
not provide adequate cooling to maintain the desired climate conditions in the room.
Additionally, the existing A/C units have had a recent history of failures. Just last
year, the condensers on both units malfunctioned. This malfunction required
emergency repair work by in-house Public Works Staff. Taking into consideration the City of Culver City, California
Agenda Item Report
recent malfunctions and added equipment in the room, it has become necessary to
replace the existing A/C units with more efficient and powerful units.
DISCUSSION:
Public Works Staff received the following three quotes for this project:
L.E.C. Service, Inc…………………….$85,125.00
Honeywell Building Solutions………...$86,373.00
ACCO Engineered Systems………….$105,640.00
The quote submitted by L.E.C. Service Inc. includes the cost of the two new A/C
units and all optional equipment that will be necessary for this work. One A/C unit
will be replaced at a time to ensure continuous data center operation.
Culver City Municipal Code Section 3.07.065.D authorizes the City Council to waive
the formal competitive bidding procedures for the purchase of equipment that is a
component for a system of equipment previously acquired by the City and necessary
to repair, maintain or improve the City’s utilization of the equipment. The A/C units
are part of an existing system and are necessary for the maintenance and
improvement of that system. Therefore, an informal bidding process was used in
which Staff requested three companies to supply a quote to perform the needed
repairs. Staff believes that L.E.C.’s bid represents the best value for the City and
therefore is recommending that the contract be awarded to L.E.C. Service, Inc.
FISCAL ANALYSIS:
There are sufficient funds available in the Computer Replacement Fund (30724100)
to cover the requested replacement.
ATTACHMENTS:
1. Quote from L.E.C. Service, Inc.
MOTION:
That the City Council:
1. Waive the formal competitive bidding procedures for the purchase of equipment;
and
2. Approve an agreement with L.E.C. Service, Inc. in the amount of $85,125.00 to
replace the existing A/C units in the Information Technology Department data
center; and, City of Culver City, California
Agenda Item Report
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 3/22/10
AGENDA ITEM:
Approval of an Agreement with L.E.0 Service, Inc. to
Replace the NC Units Located in the Information Technology
Department Data Center
ATTACHMENTS
Pages
Quote from 1... EC. Service, Inc . I
NMI
5rate Wense 36=19
Affi CONDITIONING FWHVG.E.RATION
SEKVICE, INC. •
Available Equipment Options:
Iffeiectol
4'04.
pri:ces arefor
two--(2 unity
1865 W. 222nct Street, atifre A • Tortcrwe, Califon-11a 90501 • (310) 328-8960 • W:4310) 328-8945
February 8; 2010
Culver City
?kik Works
9505 W. Jefferson Blvd
CUIver City, CA (10232
Attn: Mr. Jeff Wolf
L.E.C. Service, Inc. is pleased to submfor your approval our proposal to replace two (2) computer room .
split system type air conditioning SYtentis kbw serving the InfortnatiOn Teektology Data Room,
City aa Building, 9770,0tIvor Blyd. in Culver Oly.
scope of work:
Disconnect-the 0-Yoing systhmS frointheirpower-stitirces. -
2. Recover the refrigerant and dispose :9f itaing appropnate environmentally fxienclly method„
3. Disconnect the coipiiIett aotaihe exisfing refrigeratti
4 Remove the old equipment and instal the new equipment, utihznig the existing floor stand:5,
S. Cquiaeotth6 Ivniorant•piping, drain piping, and aktcriditi service.
6. Leak check, evacuate, and eliarge each system with nem R4V7C refrige*O.
1. Startup and teat system controls, connecting unit common alarm to edatingr_anunciator
lie new units wiii be Data Aire avlod61 .DTAD-1:334):air 000leUz zaterns. Otte t . 1) ;system will be rlan.pc1
at a time to ensure confinuous data room operation.
L_E,C. Service, inc. is pleased to submit a lump sum price of $12,645 .w for-this work.
A. 4-year compressor wmianty extension $1,440.00
II. Ktz fan type evaporator blower aiighor efficiency, direct drive, titiieta
operation)
.S4,500.00
- C. R410 refdgerantin lieu 0f1R.407C ' $3,4:4000
D. ECM type eonclenser motor (higherefficiency, quieter operation, more
reliability
$1,510.00
E._ Condensate ptaap with statics's steel pan (factory mounted) V,590.00
This tpmtatiort ts Vali4 for thirty 020
Exelithierist
• attire ,natebing, painting, roofing. floor die cutting oriel0„, or seismic base:
• Electrical con4uit ox Ang
• Overtime or 'weekend Mirk
• Permits, feta, drawings, or.criginecriia&
• Connection to a buildiag managernerrt sydtoit
Thank you for this opportunity to be of service. fyon have an,y questions 131ease-feel free tb
The above described work is authorized by:
Name
Sigiatge
Title
Project Manager
Date
11:11,kun
Very truly yours,
LE-
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