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Home My WebLink About2017-07-25; City Council; ; Adopt a Resolution approving plans and specifications, accepting bids and awarding a contract to Seaside Heating & Air Conditioning, Inc. for an amount not to exceed $241,744 for the Dove Library HVAC Controls, Project No. 4030CA Review __fil_ (i CITY COUNCIL Staff Report Meeting Date: To: From: Staff Contact: Subject: July 25, 2017 Mayor and City Council Kevin Crawford, City Manager Steve Didier, Municipal Projects Manager steven.didier@carlsbadca.gov or 760-602-7539 Adopt a Resolution approving plans and specifications, accepting bids and awarding a contract to Seaside Heating & Air Conditioning, Inc. for an amount not to exceed $241,744 for the Dove Library HVAC Controls, Project No. 4030. Recommended Action Adopt a Resolution approving plans and specifications, accepting bids and awarding a contract to Seaside Heating & Air Conditioning, Inc. for an amount not to exceed $241,744 for the Dove Library HVAC Controls, Project No. 4030 (Project). Executive Summary On May 3, 2017, staff posted plans and specifications on the city's website using a formal 30- day bidding process. Staff held a pre-bid conference at the Dove Library on May 23, 2017. The city received one bid on June 6, 2017, from Seaside Heating & Air Conditioning for $241,744. Staff found the bid to be responsive and responsible and recommends award of the construction contract to Seaside Heating & Air Conditioning, Inc. Discussion The city constructed the Dove Library in 1999. The building's heating, ventilation and air conditioning (HVAC) control system is nearly 18 years old and beyond its useful life. The Dove Library regularly experiences problems with hot and cold areas and rooms, generating many patron complaints. This summer the Dove Library did not participate in the countywide Cool Zone Program due to concerns about the reliability of the HVAC system. The Cool Zone Program identifies public facilities the community can rely upon to get relief on high temperature summer days. This is the first time in over a decade the Dove Library has not participated in the Cool Zone Program. Problems at the Dove Library occur when legacy equipment fails or does not communicate with the new controller software used throughout the city, which means any problems require onsite analysis and adjustment. The proposed upgrades will replace sensors and other control equipment and allow remote monitoring and adjustments throughout the building, thus improving response times from hours, days or weeks to perhaps minutes. #3 Page 74 Staff also recommends HVAC replacement to upgrade and standardize energy management and control systems to be consistent with other city facilities, and to minimize energy consumption. The sole bid received exceeds both the engineer's estimate of $165,500 and the Public Contracts Code threshold of $175,000, therefore requiring City Council approval of the plans and specifications and contract award. Staff evaluated the bid received from Seaside Heating & Air Conditioning, Inc. to ensure completeness and compliance with the bidding requirements and found it to be responsive and responsible. CONTRACTOR TOTAL BID 1. Seaside Heating & Air Conditioning, Inc. $241,744 Given that contractor availability is limited due to a very competitive building environment, and the warmer summer months are upon us, staff recommends accepting the bid and awarding a contract to Seaside Heating & Air Conditioning, Inc. Staff used a formal 30-day bidding process for this procurement and posted plans and specifications on the city's website. There are sufficient funds in the project budget to support staff's recommendation. Climate Action Plan Consistency This Project helps meet City Council Policy 71 Energy Conservation and Management and the Climate Action Plan measures. Specifically, these applicable measures include: • City Council Policy 71, A.2.a Construction of Civic Facilities: Whenever practicable and within a reasonable cost/benefit ratio, design and construct mechanical and electrical systems to achieve the maximum energy efficiency achievable with current technology. • City Council Policy 71, A.3 Building Operations and Maintenance: All buildings will be maintained and operated to minimize energy use. Standardized energy management and control systems shall be utilized in all Civic Facilities to minimize energy consumption. • Climate Action Plan, Measure G, Promote Commercial and City Facility Commissioning, Action G-2: Commission city facilities to improve building operations and reduce energy costs. Fiscal Analysis The following table shows the available funds and estimated construction costs for the Dove Library HVAC Controls contract. This Project is funded from the General Capital Construction Fund. Page 75 DOVE LIBRARY HVAC CONTROLS, CIP PROJECT NO. 4030 TOTAL AVAILABLE FUNDING IN CIP PROJECT NO. 4030 $374,000 Construction Contract Budget (Seaside Heating & Air Conditioning, Inc.) $241,744 Construction Contingency (Approximately 6%) $15,000 TOTAL ESTIMATED CONSTRUCTION COSTS $256,744 REMAINING BALANCE AFTER PROJECT NO. 4030 $117,256 ADDITIONAL APPROPRIATION REQUIRED $0 Next Steps Staff will initiate a contract with Seaside Heating & Air Conditioning, Inc. and schedule a start date and pre-construction meeting after full execution of the contract documents and purchase · order issuance. Environmental Evaluation (CEQA) The Project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(d) -restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety, involving negligible or no expansion of use. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Exhibits 1. Resolution approving plans and specifications, accepting bids and awarding a contract to Seaside Heating & Air Conditioning, Inc. for an amount not to exceed $241,744 for the Dove Library HVAC Controls, Project No. 4030. 2. Project plans, specifications and contract documents are on file at the city's Public Works Department. Page 76 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING PLANS AND SPECIFICATIONS, ACCEPTING BIDS AND AWARDING A CONTRACT TO SEASIDE HEATING & AIR CONDITIONING, INC., FOR AN AMOUNT NOT TO EXCEED $241,744 FOR THE DOVE LIBRARY HVAC CONTROLS, PROJECT NO. 4030 Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California has determined that there has been a public solicitation for the Dove Library HVAC Controls work; and WHEREAS, the city received one bid on June 6, 2017, and the responsive and responsible bidder was Seaside Heating & Air Conditioning, Inc. with a bid of $241,744; and WHEREAS, the bid was higher than the engineer's estimate of $165,500 and the Public Contracts Code threshold of $175,000, requiring City Council approval of the plans and specifications and contract award; and WHEREAS, the plans, specifications, and contract documents for said project are on file in the Public Works Department of the City of Carlsbad and are incorporated by reference herein; and WHEREAS, there is adequate funding available in the project budget. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the bid for $241,744 submitted by Seaside Heating & Air Conditioning, Inc. for construction of the Dove Library HVAC Controls, Project No. 4030 is accepted and the mayor is hereby authorized to execute a contract for this project. 3. That the plans, specifications and contract documents for the Dove Library HVAC Controls, Project No . 4030 are hereby approved. 4. That the city manager or designee is hereby authorized to execute change orders up to $15,000 for this project. 5. That the award of this contract is contingent upon Seaside Heating & Air Conditioning, Inc. executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 working days of adoption of this Resolution. The city manager may grant reasonable extensions of time. Page 77 Exhibit 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the_ day of ___ ~ 2017, by the following vote, to wit: AYES: NOES: ABSENT: MATI HALL, Mayor BARBARA ENGLESON, City Clerk {SEAL) Page 78 THIS PAGE WAS INTENTIONALLY LEFT BLANK