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Home My WebLink About22C - SPEC - HVAC CONDENSERAM I 10 M I -IN o CITY COUNCIL MEETING DATE: OCTOBER 4, 2016 TITLE CONTRACT AWARD TO MARINE AIR, INC. TO REPLACE HVAC CONDENSER (SPEC. NO. 16 -081) {STRATEGIC PLAN NO. 6, 1G, 2A) (SURPLUS FUNDS) _. Z�' Z _.( CI M NAGR RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: F,AJ%i%iCAJVJ:4 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For FILE NUMBER Authorize a one -time purchase and payment of purchase order to Marine Air, Inc. to provide and install a heating ventilation and air conditioning (HVAC) condenser at Newhope Library in an amount not to exceed $38,500, which includes a 5% contingency, subject to non - substantive changes approved by the City Manager and City Attorney. Project is in accordance with Council approved Surplus Allocation Plan as of October 20, 2015. Department: Project: Category Total Funding: Finance and Newhope Library HVAC Facilities and FY 15 -16 $20,000 Management Condenser Replacement Assets FY 16 -17 $20,000 Service DISCUSSION As part of the City's ongoing efforts to identify potential cost - saving energy projects across City facilities, the Finance and Management Services Building Maintenance Division commissioned an energy audit of the Newhope Library. The energy audit was completed at no cost to the City by The Energy Network (TEN), a non - profit program funded by California utility ratepayers through the California Public Utilities Commission. The audit resulted in recommendations that consists of three components: replace fluorescent lights with new energy- efficient LED lights, install occupancy sensors that monitor and control room lighting and temperature based on the number of occupants; and replace the library HVAC system with a new high- efficiency condenser. 22C -1 Contract Award to Marine Air, Inc. to Replace HVAC Condenser October 4, 2016 Page 2 The first two components on LED lights and control systems will be funded by a Southern California Edison (SCE) On -Bill Financing (OBF) loan and cash incentives. The third component on the HVAC condenser is recommended for Budget Surplus funding because SCE does not provide incentives or loans for HVAC - related projects at this time. The condenser is the HVAC component that receives hot high pressure gas refrigerant such as Freon from the air conditioning compressor. The job of the condenser is to turn this hot gas into a cooler liquid through the process of condensation. The new high efficiency condenser will reduce operating costs by using less energy and extend asset life by reducing wear and tear on HVAC system components. The Notice soliciting bids was advertised on August 08, 2016 on the City's online bid management and publication system. A summary of the bids received is as follows: 64 Vendors were notified 5 Santa Ana vendors notified 21 Vendors downloaded the solicitation 6 Bids received 0 Bids received from Santa Ana vendors Bids were opened on September 6, 2016, and evaluated (Exhibit 2). The bid received from Marine Air, Inc. is responsive to the specifications and meets the City's requirements. STRATEGIC PLAN ALIGNMENT Approval of this item supports City efforts to meet Strategic Plan Goal #6 — Community Facilities & Infrastructure, Objective 1 (establish and maintain a Community Investment Plan for all City assets), Strategy G (develop and implement City's Capital Improvement Program in coordination with the Community Investment and Deferred Maintenance Plans) and Objective 2 (address deferred maintenance on City buildings and equipment), Strategy A (prepare a Deferred Maintenance Plan that assesses safety, adequacy, and liability implications, and estimates repair costs to be programmed in the responsible agency's future budget). ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. A Notice of Exemption will be filed for this project. FISCAL IMPACT Funds in the amount of $38,500 are available in FY 2016 -17 Finance Building Maintenance Surplus Allocation account (05010021- 66200), the approval amount includes a 5% contingency. 22Ci -2 Contract Award to Marine Air, Inc. to Replace HVAC Condenser October 4, 2016 Page 3 APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance and Management Services Agency JA /WN /ds /sp Exhibit: 1. Abstract of Bids 22C -3 22C -4 ABSTRACT OF BIDS HVAC ONDENSER REPLACEMENT (16 -081) GM Climate Pacific West Bidder Control, Inc. Marine Air, Inc. Industries, Inc. Rancho Santa Location Saugus Margarita Anaheim Total $50,210.00 $36,382.78 $61,579.96 Western Air Bidder Pardes Air Inc. Contitioning Co., Inc. Location Los Angeles Rancho Cucamonga Total $48,800.00 $82,280.00 EXHIBIT 1 22C -5 22C -6