HomeMy WebLinkAbout22D - PD HVACREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 18, 2020
TITLE:
APPROVE AN INCREASE TO THE PURCHASE
ORDER AGGREGATE AMOUNT WITH ACCO
ENGINEERED SYSTEMS, INC. BY $114,239
FOR AN ANNUAL AMOUNT NOT TO EXCEED
$714,239 FOR POLICE ADMINISTRATION
BUILDING HVAC UNIT INSTALLATION AND
COOLING TOWER MEDIA REPLACEMENT
(SPECIFICATION NO. 20-049)
(GENERAL FUND)
/s/Kristine
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
G••C• E
❑
As Recommended
❑
As Amended
❑
Ordinance on 111 Reading
❑
Ordinance on 2ntl Reading
❑
Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Approve an increase to the purchase order aggregate amount for ACCO Engineered Systems, Inc. by
$104,239, with a contingency amount of $10,000, for an annual amount not to exceed $714,239, for a one-
time purchase order for Police Administration Building HVAC unit installation and cooling tower media
replacement, subject to non -substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On March 15, 2016, the City entered into an agreement with ACCO Engineered Systems, Inc. for
preventative maintenance and repairs of air conditioning and heating systems at various City buildings.
These facilities include the Police Administration Building. One of the HVAC units located at the Police
Department Communications Center has reached the end of its useful life. In addition, the cooling tower
needs to be retrofitted with new media to ensure proper coolina of the facilitv and to ensure the system is
operating efficiently.
The Notice Inviting Bids was advertised on March 16, 2020, on the City's online bid management and
publication system. A summary of the bid invitation and bids received is as follows:
122 Vendors were notified
8 Santa Ana vendors were notified
28 Vendors downloaded the bid packet
8 Bids received
1 Bid received from Santa Ana vendor
Eight bids were received and opened on April 17, 2020, and evaluated (Exhibit 1). The bid submitted from
ACCO Engineered Systems is the lowest, responsive to the specifications, and meets the City's
requirements. The City currently has a Council approved HVAC maintenance and repair contract that
includes ACCO Engineered Systems, Inc. in the amount of $600,000. Staff recommends adding $104,239
to the purchase order to make the needed repairs in the Police Administration Building.
22D-1
Increase Purchase Order Aggregate for HVAC Unit for PD
August 18, 2020
Page 2
Local Vendor Preference
For bid evaluation purposes, qualified bidders may receive either a 7% preference for a "small" registered
Santa Ana business, or a 4% preference for a "small" Orange County business, which is given respectively
on all qualifying bids for materials, supplies, labor, equipment or services pursuant to the Small Local
Business Preference Program under Ordinance NS-2828. Small Local Business Preference eligibility
requirements are available on the City's website at www.santa-
ana.org/finance/local preference program.asp. Vendors located within the City of Santa Ana limits that do
not qualify for the small local business preference program may receive a 1 % local vendor preference.
Even after taking into account the 4% local preference for the bid received from the small Orange County
vendor, Pacific West Industries, Inc, and taking into account the 1% preference given to Santa Ana vendor
American Cooling Tower, Inc., that did not qualify for the small local business preference program, the bid
submitted by ACCO Engineered Systems, Inc. is significantly lower. Accordingly, staff recommends
authorizing a one-time purchase and payment of purchase order to ACCO Engineered Systems, Inc. and
increasing the pre-existing purchase order aggregate amount by $104,239, with a contingency amount of
$10,000, for an annual amount not to exceed $714,239, for the purchase of the HVAC unit installation and
cooling tower media replacement.
Outreach Efforts
The Purchasing Division advertised this project on the City's online bid management and publication system,
which directly notified five Santa Ana vendors, of which one submitted a bid packet for consideration.
FISCAL IMPACT
Funding for the requested increase of $114,239 to the existing agreement with ACCO Engineered Systems
is available in the following Police Department Account:
Fiscal Year
Accounting Unit-
Fund Description
Accounting Unit,
Amount
Account #
Account Description
Police Building and
$114,239
FY 2020-21
01114403 62300
General Fund
Facility, Contract
Services Professional
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management Services
Agency
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
David Valentin, Police Chief— Police Department
Exhibit: 1. Abstract of Bids
22D-2
EXHIBIT 1
ABSTRACT OF BIDS
HVAC IMPROVEMENTS AT PD (20-049)
ACCO Engineered
Systems, Inc.
Pasadena, CA
I CJS Cooling Tower
Services
Norco, CA
Pacific West Industries,
Inc
Anaheim, CA
American Cooling Tower
Inc.
Santa Ana, CA
Descri ion
UOM
OTY
Line Total
Line Total
Line Total
Line Total
Cooling Tower Interior R
LS
1
$55,477.00
$55, 577,00
$73,900.00
$90,880,00
Packaged Rooftop Unit
LS
1
$48,762.00
$54,100.00
$48,900.00
$36,250,00
7 % Small Santa Ana
Vendor Preference
N/A
N/A
N/A
N/A
4 % Small Orange Cc
Vendor Preference
N/A
N/A
$4,912
N/A
1 % Santa Ana local
Vendor Preterence
N/A
N/A
N/A
$1,271.30
Bitl Base Total
$104,239.00
$109,677.00
$117,888.00
$125,858.70
Los Angeles Air
Conditioning
La Verne, CA
Silver State Commercial
Refr.
Las Vegas, NV
Allison Mechanical, Inc
Redlands, CA
Mesa Energy Systems,
Inc
Irvine, CA
Descri ion
UOM
OTY
Cooling Tower Interior R
LS
1
$83, 190.00
$84, 219.36
$88,250.00
$122,253,00
Packaged Rooftop Unit
LS
1
S65,910.00
$66,692.64
$69,250.00
$70,549,00
7 % Small Santa Ana
Vendor Preference
N/A
N/A
N/A
N/A
4 % Small Orange Cc
Vendor Preference
N/A
N/A
N/A
N/A
1 % Santa Ana local
Vendor Preference
N/A
N/A
N/A
N/A
Bid Base Total
$149,100.001
$157,500.001
$192,802.00
Abstract of Bids
22D-3