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Title:
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Award of a Contract for a Turn-key Construction Project to ACCO Engineered Systems for the Replacement of the Existing Air Conditioning and Heating Equipment for the West Wing of the Veterans Memorial Building.
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City of Culver City, California
Agenda Item Report
Meeting Date: 02/27/2012 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Award of a Contract for a Turn-key Construction
Project to ACCO Engineered Systems for the Replacement of the Existing Air
Conditioning and Heating Equipment for the West Wing of the Veterans Memorial
Building
Contact Person/Dept.: Bellur Devaraj/PW Phone Number:(310) 253-5621
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [] Date: _______________
Public Notification (E-Mail) Agenda and Meetings-City Council (02/22/12) and (E-Mail)
ACCO Engineered Systems (02/22/12)
Department Approval:
Charles D. Herbertson 02/16/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/21/12)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (02/22/12)
City Manager Approval:
John M. Nachbar (02/22/12)
RECOMMENDATION:
Staff recommends the City Council award a contract for a turn-key construction
project to ACCO Engineered Systems for the replacement of the existing air
conditioning and heating equipment system for the west wing of the Veterans
Memorial Building in the amount of $122,780.53.
BACKGROUND:
The west wing of the Veterans Memorial Building houses the Historical Society
Museum, multi-purpose meeting room, and staff and registration offices for the
Parks, Recreation and Community Services Department. Currently this area is
served by a single multi-zone roof top air conditioning and heating unit installed in
1968.
DISCUSSION:
The existing single unit is not fully functioning, beyond its serviceable life, and has
on-going maintenance issues. This single unit serves several individual zones and
needs to be fully in operation even when only one zone, the office area, is occupied.
Staff is recommending replacing this single unit system with five separate units to
control five individual zones. In addition to reducing energy consumption, the
proposed system will enable staff to control these zones separately based on the
usage and needs of a particular zone.
City of Culver City, California
Agenda Item Report
Staff requested proposals from the following firms that can provide the proposed
turnkey project:
ACCO Engineered Systems: $115,575
EMCOR Services: $308,200
Trane/Climate Solutions: Declined to submit a
Proposal
In addition to the above three firms staff had contacted Honeywell which did not
indicate interest in participating in the proposed project.
The proposed project is intended to maintain City owned real property and buildings
by replacing outdated heating and air-conditioning equipment. Authority to award
this contract is provided in Culver City Municipal Code Section 3.07.085 Professional
And Personal Services which states “Except as otherwise provided in this
Subchapter, the City may award purchase orders and contracts in any amount for
professional or personal services without complying with provisions of this
Subchapter; provided, the purchase order or contract shall be based upon
competitive quotations, whenever practical, as determined by the City Manager.”
ACCO recently completed a project in the Veterans Memorial Building to replace the
old chiller and boiler equipment within budget and on time. Staff is satisfied with
ACCO’s work and recommends awarding the contract to ACCO for the replacement
of the existing air conditioning and heating equipment for the west wing of the
Veterans Memorial Building. Additionally, staff recommends adding the upgrading of
the exhaust system for the main building’s restrooms at a cost of $7,205.53.
Including this additional amount, the total proposed contract amount to ACCO is
$122,780.53. This proposed contract will be managed by Public Works Department
staff.
FISCAL ANALYSIS:
Sufficient funds are budgeted in the Fiscal Year 2011/2012 Capital Improvement
Program Project P-132 Building Repairs and P-876, Veteran’s Memorial Building
Renovation Project
Project Budget
Funding Source Amount
P-132 Building Repairs General Fund $130,575.00
P-876 Veteran’s Memorial Building
Renovation Project, General Fund
$7,205.53
Total = $137,780.53
Estimated Project Expenses
ACCO $122,780.53
Contingency $15,000.00
Total $137,780.53 City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
1. Award a contract to ACCO Engineered Systems for the replacement of the
existing Air Conditioning and Heating equipment for the west wing of the
Veterans Memorial Building in an amount of $ 122,780.53; and;
2. Authorize the Public Works Director/City Engineer to expend an additional
$15,000 for unforeseen contingencies or additional project enhancements.
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such document on behalf of the City.