City Council
Report
City Council Meeting: June 14, 2022
Agenda Item: 3.F
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Approval of Sixth Modification to Agreement 10667(CCS) with Siemen's for the Smart Building Commissioning (SBCx) of the Building Automation System (BAS)
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a sixth modification to agreement #10667(CCS) in the amount of $290,000 (includes a 10% contingency) with Siemens Industry Inc. (Siemens) to perform building optimization services for the Public Safety Facility (PSF), City Hall, and Main Library.
This would result in a five-year contract with a new total amount not to exceed $1,505,847.
Summary
The City uses Siemens proprietary Building Automation Systems (BAS) in 11 City facilities to improve facility systems and equipment and manage system reliability and performance. A BAS is a computer-based control system installed in buildings that controls and monitors the building's mechanical and electrical equipment such as ventilation, lighting, power systems, fire systems, and security systems to ensure the reliable and efficient operation of the building and provide data on how to realize energy savings and other benefits. Staff recommends a modification to the Siemens agreement to implement Smart Building Commissioning (SBCx) services in facilities with a BAS.
Siemens would utilize the newly upgraded BAS to perform Smart Building Commissioning (SBCx) for the Main Library, Public Safety Facility, and City Hall East as a way to ensure the City’s largest facilities are running at optimal efficiency. 2 of 5
In 2018, the City Council awarded a five-year contractual services agreement to Siemens for a not-to-exceed contract of $1,215,847 for BAS equipment upgrades using a National Joint Powers Alliance (NJPA) proposal. SBCx works with a building’s BAS to monitor and manage facility systems and provides facility teams with information to operate building systems more efficiently and reliably, extending equipment lifespans, enabling staff to respond and repair equipment more quickly and, allowing for the most efficient operation of City buildings, which ultimately, reduces both operating costs and the City’s carbon emissions. Staff seeks authorization for the sixth modification with Siemens for these SBCx services in the amount of $290,000, for a new BAS amount not to exceed $1,505,847. All previous modifications to the contract were for extensions of time only, largely due to COVID-related impacts.
Discussion
In 2017, NJPA solicited and issued a request for proposals (RFP) #031517 for the procurement of facility security equipment, systems, and services with related equipment and supplies. Upon completion of the RFP process, a contract was established with Siemens which includes manufacturer volume discounts and rebates for NJPA members, a multi-year contract term, and price verification mechanisms to assure pricing compliance and accuracy. NJPA contracts are supported and widely used by government agencies throughout the United States. As a member, the City of Santa Monica can participate in NJPA contracts and subsequently entered into Agreement #10667 (CCS) with Siemens in 2018 for building automation system upgrades.
The City currently uses a proprietary Siemens Industry Inc. BAS to monitor and control the mechanical systems and energy usage at the Public Safety Facility, City Hall, City Hall East, Main Library, Pico Library, Ken Edwards Center, Parking Structure 6, Annenberg Beach House, Virginia Ave. Park, Fire Station 1, and the City Yards. The BAS uses computerized controls and real-time graphics to provide staff with status on the heating, ventilation, and air conditioning (HVAC) equipment in a building without requiring multiple trips to the site, helping to avert unexpected problems and extend equipment life expectancy.
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Over time, the efficiency of the building systems decreases and inefficiencies start to occur. This happens for a variety of reasons:
• Building system settings are changed;
• Mechanical systems require calibration; and
• Equipment becomes obsolete.
A building operating out of alignment will experience downtime, inefficient use of energy and shorter HVAC system life cycles, leading to increased operating and capital costs.
Siemens would utilize the newly upgraded BAS to perform SBCx for the Main Library (built in 2006), Public Safety Facility (built in 2004), and City Hall East (built in 2020) to ensure the City’s largest facilities are running at optimal efficiency. The process would ensure equipment is in peak operational order, identify issues, and verify that the original sequence of operation is appropriate for each building and current usage patterns. Siemens would also provide a corrective actions matrix so staff can review the systems holistically and correct any issues, allowing the equipment to work most efficiently. SBCx services would help align existing building assets with the current needs of the City by:
• Reducing unexpected critical system failures that result in costly downtime; • Extending the lifespan of equipment;
• Helping to reduce the impacts of unplanned capital expenditures; • Improving the performance of systems and spaces while minimizing hot/cold calls and other, similar comfort complaints; and
• Reducing operating costs and energy consumption.
Siemens would then review the changes and ensure optimal building performance is obtained at each of the three sites. Siemens conducted an assessment of the three 4 of 5
sites and estimates the City would save approximately $209,000 in energy and maintenance costs in the first twelve months and realize a full return on investment after approximately 20 months.
Past Council Actions
Meeting Date Description
4/24/2018
(Attachment A)
Council authorization for an agreement with Siemens
Industry, Inc., for facility security equipment, systems and services, including related equipment and supplies, and for building automation system upgrades and expansion.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of the agreement with Siemens Industry Inc. to perform a SBCx process on three existing buildings. Funds are available in the FY 2021-22 Adopted Budget in the Public Works Department.
Agreement Modification Request
Agreement #
Current Authorized
Amount
Modified Request
Amount
FY 2021-22 Budget
Dept/CIP Account #
Total Revised
Contract Amount
10667 $1,215,847 $0 C0104580.689000 $1,215,847
10667 $0 $290,000 01500020.529145 $ 290,000
Total $1,505,847
Prepared By: Amber Richane, Architectural Associate
Approved Forwarded to Council
Attachments:
A. Siemens_Staff Report 4-24-18
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B. CSA 10667 SIEMENS
C. Mod 1_Siemens
D. Mod 2_Siemens
E. Mod 3_Siemens
F. Mod 4_Siemens
G. Mod 5_Siemens
H. Siemens Oaks