Administrative
Report
H.13., File # 23-7114 Meeting Date: 11/21/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN AGREEMENT WITH ACCO ENGINEERED SYSTEMS, INC. TO PROVIDE AND
INSTALL SIX REPLACEMENT HEATING, VENTILATION, AND AIR CONDITIONING UNITS AT CITY HALL FOR A TOTAL COST NOT TO EXCEED $153,706
APPROVE RESOLUTION NO. CC 2311-121, A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF REDONDO BEACH, CALIFORNIA, DECLARING THE REPLACEMENT OF SIX HEATING, VENTILATION, AND AIR CONDITIONING (“HVAC”) UNITS AT CITY HALL AS “REPAIR” AND EXEMPTING IT FROM BIDDING REQUIREMENTS PURSUANT TO SECTIONS 19 AND 19.1(A) OF
THE CITY CHARTER OF REDONDO BEACH
EXECUTIVE SUMMARY
Approval of this item would secure an agreement with ACCO Engineered Systems, Inc. to provide and install six replacement heating, ventilation, and air conditioning (HVAC) units at City Hall. The rooftop units, which serve the Community Development and the Admin Conference Room, have exceeded their useful lifespan and frequently break down. The not to exceed cost of the units, including engineering services and installation is $153,706. Funding for the maintenance/repair project is included in the Fiscal Year 2023-24 CIP Budget.
BACKGROUND
Five rooftop HVAC units serving the Community Development Department and the Admin Conference Room at City Hall are more than 20 years old, inefficient, and are at the end of their useful lifespan. The Public Works Department solicited a proposal from the City’s HVAC maintenance provider, ACCO Engineered Services, Inc. to provide and install suitable replacement units.
The not to exceed cost for acquisition and installation of the replacement units, engineering services for mechanical plans, seismic calculations, and structural review is:
Equipment and materials: $118,443
Engineering services: $21,290
10% Contingency: $13,973
Total: $153,706
The proposed cost reflects pricing available through the Omnia Partners cooperative purchasing program and satisfies the City’s competitive purchasing requirements. Staff believes the proposed
H.13., File # 23-7114 Meeting Date: 11/21/2023
program and satisfies the City’s competitive purchasing requirements. Staff believes the proposed pricing is reasonable and competitive in the marketplace.
Also attached for the Council’s approval is a resolution confirming that the HVAC replacements qualify as maintenance rather than public works construction. Projects deemed to be construction require a formal sealed bidding process.
COORDINATION
This item was coordinated by the Public Works Department. The City Attorney’s Office prepared the Agreement and Resolution.
FISCAL IMPACT
Funding to procure and replace the six outdated HVAC units at City Hall will not exceed $153,706 and is available in the Capital Improvement Program Budget - City Facility HVAC Replacement Project Account.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - ACCO Engineered Services, Inc
· Reso No. CC 2311-121- Declaring the Recommended Action as Repair, Exempting it from Bidding Requirements Pursuant to Sections 19 and 19.1(a) of the City Charter of Redondo Beach · Insurance - ACCO Engineered Services, Inc.