title
CC - CONSENT ITEM: Award of a Construction Contract to AC Pros, Inc.in the Amount of $326,385 for the Fire Station Number One HVAC Replacement Project, PF-013 as the Lowest Responsive and Responsible Bidder; (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $81,596.
body
Meeting Date: September 8, 2025
Contact/Dept.: Sammy Romo/Public Works Dept
Phone Number: (310) 253-5619
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/04/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (07/24/2025)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) award a construction contract to AC Pros, Inc. in the amount of $326,385 for the Fire Station Number 1 HVAC Replacement Project, PF-013 as the lowest responsive and responsible bidder; and (2) authorize the Public Works Director to approve change orders (25% of total bid) in an amount not-to-exceed $81,596.
BACKGROUND/DISCUSSION
Fire Station #1, located at 9600 Culver Boulevard, was constructed in 1994. The building has the original heating, ventilation, and air conditioning (HVAC) system, which has required increasing maintenance in recent years by the Public Works Department Maintenance Operations Division. The HVAC has recently experienced significant performance issues and has reached the end of its product life.
Scope of work for the project includes:
* Remove seven existing HVAC units on the rooftop and indoors of Fire Station #1 and replace them with six energy-efficient HVAC systems in the main building.
* Adjust associated ductwork on the 2nd floor.
* Clean all interior mechanical unit condensate pans and piping connections in the main & auxiliary buildings.
On January 13, 2025, City Council approved plans and specifications for the project and authorized a Notice Inviting Bids.
On July 10, 2025, staff received eight bids in the following amounts:
Contractor Total Base Bid
Pacific West Industries, Inc. dba Pacific West Air Conditioning $293,350
AC Pros, Inc. $326,385
Simco Mechanical, Inc. $343,000
MEP Fusion $399,840
Allison Mechanical, Inc. $497,100
RAN Enterprises, Inc. $650,000
ACCO Engineered Systems, Inc. $731,208
United Mechanical Contractors $890,995
Staff reviewed the contractor bid documents and determined that AC Pros, Inc., submitted the lowest responsive total base bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. Staff also contacted the references listed in the bid documents and determined that AC Pros, Inc. is a well-established contractor that has completed numerous similar projects in cities throughout Southern California, consistently delivering satisfactory performance.
Although Pacific West Air Conditioning (Pacific) submitted the lowest bid, it contained an exclusion related to the amounts of the required insurance. Pacific subsequently indicated it would comply with the City's insurance requirements at the same price as reflected in its bid. In addition, the City received a bid protest from AC Pros, Inc. related to the exclusion in Pacific's bid. Public Works staff consulted with the Finance Department and the City Attorney's Office and it was determined that an attempt to remove the exclusion after bid opening does not fix the initial nonresponsive submission, as it would prejudice other bidders. Therefore, Pacific's bid was deemed nonresponsive and staff is recommending award of the contract to AC Pros as the lowest responsive and responsible bidder. After notification to AC Pros regarding staff's recommendation, AC Pros formally withdrew their bid protest.
Staff recommends that the City Council award a construction contract to AC Pros, Inc., based on their total base bid amount of $326,385.
Construction is expected to begin in November 2025 and is slated to be completed by February 2026.
FISCAL ANALYSIS
Anticipated construction cost
Construction $326,385
Contingency $ 81,596
Total Construction Costs $407,981
Funding Source
42080000.730100.PF013 $407,981
The Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding for this contract in CIP Project PF013 (Fire Station Renovations) which can be found in the Capital Improvements section of the budget book under General Fund Facility Planning Reserve (Fund 420F).
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Award a construction contract to AC Pros, Inc., in the amount of $326,385 for the Fire Station Number 1 HVAC Replacement Project PF-013 as the lowest responsive and responsible bidder; and,
2. Authorize the Public Works Director to approve change orders in an amount not to exceed $81,596; and,
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.