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Title:
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Approval of a Contract with Total Refrigeration & Air Conditioning, Inc. for The Traffic Control System Server Room Renovation Component of the Fox Hills Area Traffic Signal Synchronization Project, P-852.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council award a construction contract to Total
Refrigeration & Air Conditioning, Inc. to install two ductless cooling systems and
associated work in the traffic control system server room (located adjacent to the
City’s existing Information Technology server room on parking level P-1 of City Hall).
BACKGROUND:
Staff submitted the Fox Hills Area Traffic Signal Synchronization Project to the Los
Angeles County Metropolitan Authority (Metro) 2001 Call for Projects program for
funding. The application proposed multiple components of work comprised of
upgrading 12 traffic signals within the Fox Hills area, switching existing traffic signal
data transmission from copper wire interconnection to the City’s existing fiber optic
network, providing mutual video CCTV camera surveillance capability between
Culver City and the Los Angeles Department of Transportation (LADOT), certifying
the City’s existing traffic signal communication infrastructure and acquiring a citywide
Traffic Control System (TCS). The project has a total $1,851,000 in funds plus an
additional $185,100 of supplemental funds received in 2007, bringing the total
project fund to $2,036,100. The local match is $414,275 out of the total project cost
of $2,036,100.
DISCUSSION:
The TCS server room was constructed in a parking space adjacent to the City’s
existing server room (housing telephone, data, copper wires and fiber optic lines).
The existing server room is located behind the public elevators on parking level P-1.
Meeting Date: 03/16/2009 Item Number: C-2
AGENDA ITEM: Approval of a Contract with Total Refrigeration & Air
Conditioning, Inc. for The Traffic Control System Server Room Renovation
Component of the Fox Hills Area Traffic Signal Synchronization Project, P-852
Contact Person/Dept.: Elaine Jeng/PW Phone Number: 310-253-5621
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [ ] Action Item: [] Attachments: []
Public Notification: ; Master E-Mail Notification List (03/11/09) and Total Refrigeration
& Air Conditioning, Inc. by e-mail on March 9, 2009
Department Approval:
Charles D. Herbertson (03/09/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/11/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (03/11/09)
City Manager Approval:
Jerry B. Fulwood (03/11/09) City of Culver City, California
City Council Agenda Item Report
The TCS server room was created in anticipation of the Fox Hills Area Traffic
Synchronization Project to house TCS computers. Currently, the TCS server room
is an empty room void of proper lighting, electrical outlets and the mechanical
cooling system necessary to appropriately house electrical components. The
electrical components of the room renovation will be provided by EBC Electrics
through an administratively approved contract (as the amount of that contract is less
than $10,000).
Per the provisions of the City’s Charter, public works projects involving an
expenditure of $25,000 or less are not required to be formally bid. As such, four
contractors were contacted to provide an informal bid and two contractors
responded. The first contractor, Aerodynamix USA indicated that the scope of work
would cost $23,000 for complete installation. The second contractor, Total
Refrigeration & Air Conditioning, indicated the scope of work would cost $15,550 for
complete installation
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Two weeks of installation time is required for the new mechanical cooling systems.
FISCAL ANALYSIS:
The overall Fox Hills Area Traffic Signal Synchronization Project (P-852) has a total
budget of $2,036,100, including a local match of $414,275. To date, approximately
$1.1 million has been spent and/or encumbered. Consequently, there are sufficient
funds in the adopted 2008/09 Capital Improvement Budget to pay for the proposed
work.
The server room will add to the City Hall electrical cost mostly due to the air
conditioning cooling systems.
MOTIONS:
That the City Council:
1) Approve a contract with Total Refrigeration & Air Conditioning for the installation of
Cooling Systems in an amount not-to-exceed $15,550;
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; and,
City of Culver City, California
City Council Agenda Item Report
4) Authorize the Public Works Director/City Engineer to approve change
orders/additional work in an amount not to exceed $1,000.