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CC - (1) Approval of an Agreement with RF MacDonald Co. for the Installation of a New Boiler at the Police Department Facility in an Amount Not-to-Exceed $72,840.00; and (2) Authorize the Public Works Director/City Engineer to Approve Amendments to Such Agreement Not-to-Exceed $7,284.00
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Meeting Date: September 11, 2017
Contact Person/Dept: Eric Mirzaian/PW
Phone Number: 310-253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/07/2017);
Department Approval: Charles D. Herbertson -Public Works Director/City Engineer (08/25/17)
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RECOMMENDATION
Staff recommends the City Council (1) approve an agreement with RF MacDonald Co. for the installation of a new boiler at the Police Department facility in an amount not-to-exceed $72,840.00; and (2) authorize $7,284.00 in change order authority for the Public Works Director/City Engineer.
BACKGROUND/DISCUSSION
The current Police Department facility has two boilers. One unit was replaced back in January 2014 that was part of the original facility. Staff is now recommending replacing the other unit that is part of the renovated portion of the facility. The unit is approximately 20 years old and has reached the end of its useful life, which is generally 15-20 years. The scope of work will include the removal of the existing boiler and the subsequent installation of the new unit.
Public Works staff received three quotes for the proposed work:
• RF MacDonald Co………………$72,840.00
• ACCO Engineered Systems……$88,698.51
• Setpoint Systems Corporation…$88,845.00
Culver City Municipal Code (CCMC) Section 3.07.085 provides an exemption from the formal bidding process for supplies and personal and professional services respectively, and only requires the award of the contract be based upon competitive quotations whenever practical. Per CCMC Section 3.07.085.B.5, this project falls under the category of personal services, which includes the repair and maintenance of City-owned personal property.
Staff is also working with the City’s energy consultants, The Energy Network, to determine if the proposed new boiler unit is eligible for any rebates and incentives.
Staff recommends the award of an agreement to RF MacDonald Co. as their proposal represents the best value to the City for this project.
FISCAL ANALYSIS
There is sufficient funding available in the following Capital Improvement Project funding source to cover the cost of this project: PZ-132 (Building Repairs).
ATTACHMENTS
1. Quote by RF MacDonald Co.
MOTION
That the City Council:
1. Approve an agreement with RF MacDonald for the installation of a new boiler at the Police Department facility in the amount of $72,840.00; and,
2. Authorize the Public Works Director/City Engineer to approve amendments to such agreement not-to-exceed $7,2840.00; 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.