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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: April 17, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Lynn Merrill, Director of Public Works, Operations, and Maintenance
Department: Public Works
Subject: Award of Construction Agreement for Police
Department HVAC Control System and Valve
Replacement (Ward 1)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-074:
1. Approve the award of an Agreement with Western Allied Corporation in the amount of $325,550 for Police Department HVAC Control System and Valve Replacement (Project);
2. Authorize the project construction and construction contingencies costs in the total amount of $ $358,105 for construction of the Project;
3. Authorize the City Manager or designee to execute all documents with Western Allied Corporation;
4. Authorize the Director of Finance and Management Services to amend the FY 2023/24 CIP budget with an additional $15,000 from the Law Enforcement Facilities Fund balance to bring the total project budget to $365,000; and
5. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Executive Summary:
Approving the Construction Agreement for the Police HVAC Control System and Valve Replace would permit the replacement of the obsolete HVAC components, allowing for efficient and effective use of the HVAC system for the Police 1 9
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Department Headquarters. The agreement will include the construction fee of $325,550. Additional funds are recommended for contingencies in the amount of $32,555. Additional funds are being recommended in the amount of $6,895. for staff administration and project management costs. The total cost for construction and contingencies is $365,000. The total amount of available funding is $350,000.
Approving an additional $15,000 from the Law Enforcement Facilities Fund will fully fund the project construction, contingencies, and the City’s staff administration and project management costs.
Background
The existing HVAC control system for the Police Department Headquarters is obsolete and in need of replacement. The control system does not allow for efficient and effective use of the HVAC system due to limited functionality. Additionally, zone heating hot water valves need to be replaced.
City staff requested quotes from 3 HVAC companies including Davidson’s Air Conditioning, WCM Associates, and Western Allied Corporation. Davidson’s Air stated that they are not familiar with the type of system at the Police Department Headquarters and declined the opportunity to provide a quote. WCM did not provide a response after multiple requests. Western Allied Corporation responded to the request with a total cost of $325,550.
Company City Cost
Davidson’s Air Conditioning San Bernardino, CA Declined WCM Associates San Bernardino, CA Unresponsive
Western Allied Corporation Santa Fe Springs, CA $325,550 A sole source justification form was completed to allow Western Allied Corporation to complete the work without a formal bid process per City policy. This company is already familiar with the existing HVAC system and can complete the work without further assessment. Other companies would need to spend time getting familiar with the system, which would increase the cost to complete the project and extend the timeline for completion. The cost of the project is comparable to the recently upgraded HVAC system project completed for the City of Ontario.
Discussion
The scope of work for the project includes installing an HVAC control system (server and communication hardware), and control upgrades for the AC units, hot water system, variable air volume boxes and exhaust fans. The control upgrades for the various HVAC components will allow integration with the HVAC control system. Up to 80 zone heating and hot water valves will also be replaced.
The cost to complete the work by Western Allied Corporation is $325,550. Staff recommends the inclusion of an additional $32,555 for construction contingencies. An additional amount of $6,895. is recommended to be added to the project budget to fund staff administration and project management. The total cost of construction and contingencies is $365,000.
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$15,000 is requested from the Law Enforcement Facilities Fund to fully fund the project construction, contingencies, and City staff administration and project management costs. This would increase the total project budget from $350,000 to $365,000. 2021-2025 Strategic Targets and Goals
Authorizing the execution of this amendment aligns with Key Target No. 3 Improved Quality of Life by providing a more comfortable space for the Police Department to operate, which will improve the quality of service.
Fiscal Impact
There is no General Fund impact associated with this action. Funding for this project is provided through the Law Enforcement Facilities Fund.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-074:
1. Approve the award of an Agreement with Western Allied Corporation in the amount of $325,550 for Police Department HVAC Control System and Valve Replacement (Project);
2. Authorize the project construction and construction contingencies costs in the total amount of $ $358,105 for construction of the Project;
3. Authorize the City Manager or designee to execute all documents with Western Allied Corporation;
4. Authorize the Director of Finance and Management Services to amend the FY 2023/24 CIP budget with an additional $15,000 from the Law Enforcement Facilities Fund balance to bring the total project budget to $365,000; and
5. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 Resolution No. 2024-074
Attachment 2 Agreement with Western Allied Corporation
Attachment 3 Scope of Work
Attachment 4 Sole Source Justification Form
Attachment 5 Project Location Map
Ward:
Ward 1
Synopsis of Previous Council Actions:
June 1, 2022 Resolution No. 2022-102 of the Mayor and City Council of the City of San Bernardino Approving and Adopting the City’s 1 9
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annual operating budgets and Capital Improvement Plan (CIP) for FY2024 and establishing the City’s appropriation limit.