January 17, 2023
Public Works
DATE: January 17, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Yader A. Bermudez, Project Manager
Subject:
Emergency Justification Repair Purchase Order for
Heating, Ventilation, and Air Conditioning (HVAC) Duct
System Replacement at the Developing Personal
Resource Center (DPRC)
FINANCIAL IMPACT: The proposed expenditure of $60,259 will be funded from the approved fiscal year 2022-2023 Public Works
Department CIP Budget (20136031-400708-23013)
PREVIOUS COUNCIL
ACTION:
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STATEMENT OF THE
ISSUE:
City staff is requesting authorization to pay for an
Emergency Justification purchase order to replace the
existing Heating, Ventilation, and Air Conditioning
(HVAC) duct system for the Developing Personal
Resource Center (DPRC).
RECOMMENDED ACTION:
APPROVE an Emergency Justification purchase order in
an amount not to exceed $60,259, for Bay City
Mechanical Service, LLC. to install a new Heating,
Ventilation, and Air Conditioning (HVAC) duct system for the Developing Personal Resource Center (DPRC)
located at 1900 Barrett Avenue – Public Works (Daniel
Chavarria 510-620-5478/Yader A. Bermudez 510-774-
6300).
AGENDA
REPORT
January 17, 2023
DISCUSSION:
In October 2022, Public Works staff inspected the Heating, Ventilation, and Air Conditioning (HVAC) system at the Developing Personal Resource Center (DPRC) located at 1900 Barrett Avenue. Public Works staff found the system’s roof duct work damaged beyond repair and leaking water into the DPRC. Public Works staff determined that the HVAC duct system has exceeded its life expectancy and needs to be replaced. Furthermore, the deterioration of the HVAC duct system creates the protentional for mold and poses a serious health hazard for the users of the facility.
Three bids were solicited, and City staff received proposals from the following vendors:
VENDOR AMOUNT
Bay City Mechanical Service, LLC $60,259
Legacy Mechanical & Energy
Services, Inc.
$77,689
Andy’s Roofing Company $103,987
Bay City Mechanical, LLC. was the only local responding vendor and also provided the lowest bid for a total of $60,259 (Attachment 1). Due to the urgency of the repair and the health and safety risks posed, City staff members submitted an Emergency Justification form and obtained the necessary approvals to move forward with the repair (Attachment 2). On October 28, 2022, City staff members authorized Bay City Mechanical, LLC. to proceed with the replacement of the HVAC duct system at the DPRC. Per Municipal Code Section 2.52.334 – Emergency Procurement, City Council approval is needed for purchases in excess of $10,000.
Next Steps:
The HVAC ducting system is currently being manufactured and Public Works staff estimates the system will be completed and installed by the end of February 2023, weather permitting.
DOCUMENTS ATTACHED:
Attachment 1 – Low Bid
Attachment 2 – Emergency Justification