Fremont City Council Meeting: 07/16/24 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5212) DOC ID: 5212
Updated: 7/11/2024 2:00 AM by Dina Lewis Page 1
POLICE BUILDING AIR CONDITIONING SYSTEM REPLACEMENT PROJECT - Approval of Plans and Specifications; Award of Contract to Environmental Systems, Inc. (ESI) in the Amount of $1,752,600 (Including 15% Contingency) for the Police Department Chillers Replacement Project (PWC9097); Make Findings of CEQA Exemption
Contact Persons:
Name: Adrian Simoes Hans Larsen
Title: Facilities Design & Constr. Project
Supervisor
Public Works Director
Div/Dept: Public Works Public Works
Phone: 510-494-4769 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate replacing the electrical air conditioning system at the Police Administration Building. The existing system consists of two “chiller” units, is nearly 30 years old, and is due for replacement. Funding in the City’s Capital Improvement Program in the amount of $8 million has been allocated to replace aging Heating, Ventilation and Air Conditioning (HVAC) systems at various City buildings.
BACKGROUND: The Police Administration Building, located at 2000 Stevenson Blvd, is an approximately 71,000 square-feet, three-story building constructed in 1995. The building is used by police officers, dispatchers, support staff, and management staff. The existing air conditioning system has reached the end of its life cycle and needs to be replaced. The proposed new system will be more energy efficient and is estimated to provide a 7% reduction in electrical energy use compared to the current system. The proposed schedule for construction includes a long lead time to procure new chiller units, with the project completion expected by May 2025.
DISCUSSION/ANALYSIS: The Police Department Chillers Replacement project was recently advertised for construction bids, and two bids were received on June 18, 2024. The bidders with their respective bid amounts are shown below. The Engineer’s Estimate is $1,275,000.
Bidder Bid Amount
Environmental Systems, Inc. $ 1,524,000
Mesa Energy Systems, Inc. $ 1,665,849
The low bidder, Environment Systems, Inc., is a responsive bidder and all documents are in order. The contractor is experienced in this type of work and has satisfactorily completed contracts of a similar nature with other nearby agencies.
Project Cost and Funding
Estimated Project Costs:
Design Consultant and Project Administration $ 59,040
Council Staff Report (ID # 5212) Meeting of July 16, 2024 Updated: 7/11/2024 2:00 AM by Dina Lewis Page 2
Construction Contract - Low Bid 1,524,000
Construction Contingency (15%) 228,600
Project Contingency (10%) 152,400
Total Estimated Project Costs: $ 1,964,040
Source of Funding
PWC9097-501 - Capital Projects - General Fund (HVAC Systems Replacement)
$ 1,964,040
Total Funds Available: $ 1,964,040
Based on the contract amount and the project cost estimates, there are sufficient funds budgeted for this project.
FISCAL IMPACT: The estimated project cost of $1,964,040 will be funded from sources in the adopted Capital Improvement Program. The appropriation for the HVAC Systems Replacement project (PWC9097) has a total appropriation of $6 million, and $2 million planned in the Capital Improvement Program in FY 2025/26.
ENVIRONMENTAL REVIEW: This project is Categorically Exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA guidelines section 15301(d) as restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety, unless it is determined that the damage was substantial and resulted from an environmental hazard such as earthquake, landslide, or flood.
ATTACHMENTS: None.
RECOMMENDATION: Approval of the following actions related to the Fremont Police Department Chillers Replacement Project (PWC9097):
1. Approve Plans and Specifications for the project.
2. Accept the Bid and award the construction contract to the lowest responsive and responsible bidder, Environmental Systems, Inc., in the amount of $1,524,000 and allocate a 15% contingency in the amount of $228,600 for a total construction contract amount of $1,752,600 and authorize the City Manager or designee to execute the contract.
3. Find the project is exempt from environmental review pursuant to CEQA Guidelines Section 15301(d) (restoration of deteriorated mechanical equipment).