Joint Special Council/BFPD
05/6/25 06:00 PM
Engineering
Fidel Martinez
Grant
Doc ID: 5896
AGENDA ITEM
AGENDA MATTER:
AWARD OF CONTRACT FOR PUBLIC FACILITY VENTILATION UPGRADES AT THE CORA HARPER COMMUNITY CENTER PROJECT TO ALLISON MECHANICAL INC. PROJECT #2024-1000 EXECUTIVE SUMMARY:
After conducting the competitive bid process for the ventilation upgrades at the Cora Harper Community Center (“the Project”), three bids were received. The lowest bid from California Energy Builders was incomplete and non-responsive. The second-lowest bid, and lowest qualifying bid, was supplied by Allison Mechanical Inc. in the amount of $1,696,200. Staff recommends awarding the bid to Allison Mechanical Inc in the amount of $1,781,010, inclusive of a 5% contingency.
The City of Barstow received $316,344 in CDBG funds for COVID-19-related public facility ventilation upgrades. Staff is requesting approval to use these funds for HVAC improvements at the Cora Harper Community Center (“Cora Harper”).
Additionally, the City was awarded $213,809 on July 1, 2024, for improvements to the Cora Harper. Staff is now requesting:
$140,281 in unallocated CDBG funds to support the project, and Reallocation of $222,739 from a separate ADA curb ramps and infrastructure project to the Cora Harper.
DISCUSSION:
The Cora Harper requires critical HVAC upgrades to improve ventilation, air quality, and overall facility efficiency. With summer around the corner and temperatures that regularly reach over 100 degrees, it is strongly recommended the City replaces the HVAC system at Cora Harper.
Staff solicited bid proposals and specifications for the Project. The City first advertised the Project for bids on November 5, 2024, but received only one non-qualifying bid by the December 4, 2024 deadline.
As a result, the City was required to re-advertise the Project, which it did on February 18, 2025.
The Project consists of demolition of: existing Air Handlers Units, and Ductwork, Existing Chillers, Chiller Pumps and Piping, MCC & Wiring. The Project consists of construction of: Air Handler Units, Energy Recovery Ventilators, HVAC Ductwork, Refrigerant piping, Heat Pumps, HVAC Controls, FB HEPA Filters Boxes, Gravity Intake and Exhaust Vents, Plumbing Condensate Drains, Electrical-Panel H1, H2, Joint Special Council/BFPD
05/6/25 06:00 PM
Engineering
Fidel Martinez
Grant
Doc ID: 5896
AGENDA ITEM
L1, L2 Conduit & Wiring.
There were 6 qualified bidders that attended the mandatory bid meeting and site walk. The City received 3 Bid Proposals for the Project. Two addenda were issued. The Bid Proposals for the Project included the following:
ATELIER 21 INTERNATIONAL: $1,857,500
CALIFORNIA ENERGY BUILDERS: $1,160,000
ALLISON MECHANICAL INC.: $1,696,200
California Energy Builders (“C.E.B.”) provided the lowest Bid amount of $1,600,000, however, they did not include a bid bond or provide any subcontractors in the subcontractor’s list, nor do they exhibit the experience in the past five years to qualify for this project. The omissions in C.E.B.’s Bid Proposal are material and substantial such that the City cannot waive them, so C.E.B. was rendered a nonresponsive bidder.
Allison Mechanical Inc. (“Allison”) provided the second-lowest bid price of $1,696,200 and included the required documentation. Allison demonstrated they are a responsible and responsive low bidder for this project. Therefore, out of the 3 Bid Proposals received, Allison is the lowest qualified bidder.
The City’s consultant, Merrell Johnson Companies, reviewed the bids and recommended the City proceed forward with Allison Mechanical Inc. as the contractor for the project for the reasons outlined above. City staff agrees with this recommendation to award the contract to Allison.
FUNDING ALLOCATION FOR PROJECT
The City allocated $316,344 in CDBG-CV funding for public facility ventilation improvements. City staff proposes directing these funds toward the Cora Harper HVAC project. Additionally, to fully fund the project, staff proposes using:
$213,809 from an existing CDBG allocation for Cora Harper improvements $140,281 from unprogrammed CDBG funds
$222,739 reallocated from a previously approved ADA/infrastructure CDBG project Joint Special Council/BFPD
05/6/25 06:00 PM
Engineering
Fidel Martinez
Grant
Doc ID: 5896
AGENDA ITEM
This provides a total of $893,173 in available CDBG funding. Project cost from Allison Mechanical Inc.’s bid totals $1,781,010 (a bid pf $1,696,200 with a recommended 5% contingency of 84,810).
This leaves a funding gap of $887,837, for which an additional funding source will need to be identified.
Staff will continue to explore other funding options to close this gap.
Summary of funding available and needed:
Total available CDBG funding: $893,173
Total project cost (including 5% contingency): $1,781,010 Remaining balance to be funded: $887,837
Attachment 1 - Notice of Intent to Award
Attachment 2 - Allison Mechanical Inc. Bid Proposal
FISCAL IMPACT:
At this time, the fiscal impact to the City is unknown, as staff continues to explore additional funding options to close the remaining gap of $887,837. Currently, $893,173 in CDBG funding has been identified toward the project.
RECOMMENDED ACTION:
1. City staff recommends that the City Council award the contract to Allison Mechanical, Inc. for the ventilation upgrades at the Cora Harper Community Center Project (“Project’).
2. Approve an overall budget of $1,781,010, inclusive of a 5% contingency.
3. Approve the allocation of $316,344 in CDBG-CV (COVID-19) funds, $140,281 in unprogrammed CDBG funds, and the reallocation of $222,739 in CDBG funds originally designated for the ADA Curb Ramps and Infrastructure Improvements Project to the Cora Harper HVAC Improvement Project.
4. Acknowledge the existing CDBG award of $213,809 for the Project.
Joint Special Council/BFPD
05/6/25 06:00 PM
Engineering
Fidel Martinez
Grant
Doc ID: 5896
AGENDA ITEM
5. Authorize City staff to pursue additional funding sources to cover the remaining project cost balance, including a 5% contingency.
6. Request the City Council authorize an additional appropriation of $887,837 from Measure Q to cover the unfunded project balance