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<,FORN'P City Council Staff Report
March 22, 2022
Agenda Item No. 8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: Tom Sandefur, Assistant City Engineer,
[email protected]
PHONE: 949-644-3321
TITLE: Central Library Boiler and Civic Center Hot Water Heater Replacement Project — Award of Contract No. 8730-1 (20F02) ABSTRACT:
The City of Newport Beach (City) has received construction bids for the Central Library Boiler and Civic Center Hot Water Heater Replacement Project and recommends City Council award the construction contract to F.M. Thomas Air Conditioning, Inc. (F.M.
Thomas), of Brea, CA. This project will replace the existing boiler and hot water heater at the Central Library and Civic Center, respectively.
RECOMMENDATION:
a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Class 1 (maintenance of existing public mechanical equipment) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment;
b) Approve the project plans and specifications;
c) Award Contract No. 8730-1 to F.M. Thomas for the total bid price of $171,176, and authorize the Mayor and City Clerk to execute the contract; and d) Establish and encumber a contingency of $17,824 (approximately 10 percent of the total bid) to cover the cost of unforeseen work not included in the original contract.
DISCUSSION:
As part of the annual Facilities Maintenance assessment, staff identified the Central Library and the Civic Center as requiring maintenance on the facilities' boiler and hot water heater, respectively. Based on the frequency of repairs needed, staff determined replacement would be the more cost-effective option. Staff developed bidding documents and put the project out for public bid.
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Central Library Boiler and Civic Center Hot Water Heater Replacement Project — Award of Contract No. 8730-1 (20F02)
March 22, 2022
At 10 a.m. on February 23, 2022, the City Clerk opened and read the following bids for this project:
RinnFR RARF Rin
Low F.M. Thomas Air Conditioning, Inc. $ 171,176
On February 16, 2022, a mandatory pre-bid site walk was held at the Central Library and Civic Center, where potential bidders walked through the mechanical and electrical rooms. At the mandatory pre-bid site walk, potential bidders voiced concerns regarding construction access to the boiler unit location. This seems to be the main reason why the project only received one bid, even though the project was advertised for almost two months.
The bid package submitted by F.M. Thomas, the apparent low bidder, is 14 percent below the Engineer's Estimate of $200,000. Staff confirmed that F.M. Thomas is comfortable with its bid submittal and would like to proceed with contracting for this work. F.M. Thomas possesses a "C-4" (Boiler, Hot Water Heating and Steam Fitting) Contractor's License, as required by the project specifications, and has satisfactorily completed similar projects for other local agencies.
The work necessary for the completion of this contract consists of removing and replacing the existing Central Library (1000 Avocado Avenue) boiler and the existing Civic Center (100 Civic Center Drive) hot water heater with equipment that meets or exceeds the current 2019 California Title 24 Energy code requirements. Replacement equipment will include seismic equipment and anchorage and reuse of existing electrical circuits.
Due to the current supply chain delays, F.M. Thomas is being allotted 50 calendar days for procurement. Upon receipt of the materials and equipment, F.M. Thomas will be allotted 30 consecutive working days to complete the work.
To minimize the impact on the community and staff at these project locations, the contract documents limit the Central Library Heating, Ventilation, and Air Conditioning (HVAC) down time to a maximum of five consecutive days and require that domestic water supply remain on-line during normal business hours.
The project plans and specifications will be available to view at the City Council meeting or upon request.
FISCAL IMPACT:
Funding for this project is included in the approved Fiscal Year 2021-22 Capital Improvement Program budget. It will be expensed to the Facilities Maintenance Master Plan account in the Public Works Department, 57101-980000-20F02. Funded in the General Fund, the Facilities Maintenance Master Plan Program includes a comprehensive condition assessment of all City facilities and prioritizes capital repairs and/or major maintenance based on a variety of factors including current condition and age of facility. This program funds a variety of trade projects and capital repair and maintenance of City facilities.
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Central Library Boiler and Civic Center Hot Water Heater Replacement Project — Award of Contract No. 8730-1 (20F02)
March 22, 2022
The following funds will be expensed:
Funding Source Description Account Number Amount
Facilities Maintenance Master Plan 57101-980000-20F02 $ 190,000 Total: $ 190,000
Proposed fund uses are as follows:
Vendor
F.M. Thomas
F.M. Thomas
Various
ENVIRONMENTAL REVIEW:
Purpose Amount
Construction Contract $ 171,176
Construction Contingency $ 17,824
Printing & Incidentals $ 1,000
Total: $ 190,000
Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Class 1 (maintenance of existing public mechanical equipment) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Location Map
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Attachment A
JOHN WAYNE
AIRPORT
NOT TO SCALI
CENTRAL LIBRARY BOILER & CIVIC CITY OF NEWPORT BEACH
CENTER HOT WATER HEATER PUBLIC WORKS DEPARTMENT
REPLACEMENT PROJECT
LOCATION MAP I C-8730-1 1 03i22i22
IN