A2439.SR.MG
CITY OF SIMI VALLEY
MEMORANDUM
May 6, 2024
TO: City Council/ Board of Directors, Ventura County Waterworks District No. 8
FROM: Department of Public Works
SUBJECT: AWARD OF FOURTH CONTRACT AMENDMENT FOR HVAC
MAINTENANCE AND REPAIR SERVICES FOR ALL CITY BUILDINGS, INCLUDING THE POLICE FACILITY, SPECIFICATION NO. SV 19 -18
AND APPROVAL OF A SUPPLEMENTAL BUDGET REQUEST
RECOMMENDATION
It is recommended that the City Council/Board of Directors:
1. Award the fourth contract amendment for ACCO Engineered Systems, Inc., (ACCO) for an amount not to exceed $156,919, for a total not to exceed amount of $1,590,598.50 to perform the purchase and installation of two A/C Units for the City Hall Computer Room, CP65500018;
2. Approve a Supplemental Budget Request to appropriate $56,919 from the General Fund (Fund 100), authorize an interfund transfer for the same amount into the Municipal Buildings (Fund 655), and a supplemental budget request of $56,919 to the A/C Unit for City Hall Computer Room, CP65500018.
BACKGROUND AND OVERVIEW
On October 14, 2019, the City Council/Board of Directors awarded ACCO a two-year contract for HVAC Maintenance and Repair Services for all City Buildings, including the Police facility, Specification No. SV 19-18 for an amount not to exceed $411,226.50, and authorized the City/District Manager to approve subsequent contract amendments to incorporate future budgeted funds into the contract amount and to extend the contracts for up to two a dditional two-year terms. On May 10, 2021, the City approved the First Contract Amendment extending the contract for one (1) additional two (2) year term for an amount not to exceed $411,226.50. On May 12, 2023, the City /District approved the Second Contra ct Amendment extending the contract for one (1) additional two (2) year term through June 20, 2025, for an amount not to exceed $411,226.50 to for a total not-to-exceed contract amount of $1,233,679.50. On November 27, 2023, the City /District approved the Third Contract Amendment for an amount of $200,000 for the HVAC Control Upgrade Phase Two, CP65500015, for a total not -to-exceed contract amount of $1,433,679.50.
AGENDA ITEM NO.
Consent (4)
The Ci
ty/District now desires to enter into the Fourth Contract Amendme nt to perform the purchase and installation of two A/C Units for the City Hall Computer Room, CP65500018, in the amount of $156,919. The A/C units are over 10 years old and have had several breakdowns. Providing a constant cool temperature for the computers is vital to ensure that the computer systems remain stable. Staff recommends the City Council approve the contract amendment an d the supplemental budget request to ensure sufficient funding for the project.
FINDINGS AND ALTERNATIVES
On F
ebruary 21, 2024, the City received a quote from ACCO in the amount of $156,919 for the replacement of the Air Conditioning Units that provide c ooling for the main computer room at City Hall. The A/C units are over 10 years old and have had several breakdowns. Providing a constant cool temperature for the computers is vital to ensure that the computer systems remain stable.
Fundi
ng of $100,000 is available in CP65500018, A/C Unit for City Hall Computer Room, project and staff is requesting a supplemental budget request of $56,919 to fund the project funding shortfall.
Th
e following alternatives are available to the City Council of Directors:
1. Award the fourth contract amendment for ACCO Engineered Systems, Inc., (ACCO) for an amount not to exceed $156,919, for a total not to exceed amount of $1,590,598.50 to perform the purchase and ins tallation of two A/C Units for the City Hall Computer Room, CP65500018;
2. Approve a Su pplemental Budget Request to appropriate $56,919 from the General Fund (Fund 100), authorize an interfund transfer for the same amount into the into Municipal Buildings (Fund 655), and a supplemental budget request of $56,919 to the A/C Unit for City Hall Computer Room, CP65500018.
3. Provide other direction to staff.
Staff recommends Alternative Nos. 1, and 2.
SUGGESTED CITY COUNCIL MOTION
I m ove to approve the fourth contract amendment with ACCO Engineered Systems, Inc. for an amount not to exceed $156,919, for a total not to exceed amount of $1,590,598.50 to perform the purchas e and installation of two A/C Units for City Hall Computer Room, CP65500018; and approve Supplemental Budget Request to appropriate $56,919 from the General Fund (Fund 100), authorize an interfund transfer for the same am ount into the Municipal Buildings (F und 655), and a Supplemental Budget Request of $56,919 to purchase and install two A/C Units for the City Hall Computer Room, CP65500018.
A2439.SR.MG
2 A2439.SR.MG
SUMMARY
O
n October 14, 2019, the City Council/Board of Directors awarded ACCO a two- year contract for HVAC Maintenance and Repair Services for all City Buildings, including the Police facility, Specification No. SV 19-18 for an amount not to exceed $411,226.50, and authorized the City/District Manager to approve subsequent contract amendments to incorporate future budgeted funds into the contract amount and to extend the contracts for up to two (2) additional (2) two-year terms. On May 10, 2021, the City approved the First Contract Amendment extending the contract for one (1) additional two (2) year term for an amount not to exceed $411,226.50. On May 12, 2023, the City/District approved the Second Contract Amendment extending the contract for one (1) additional two (2) year term through June 20, 2025, for an amount not to exceed $411,226.50 to for a total not-to-exceed contract amount of $1,233,679.50. On November 27, 2023, the City/District approved the Third Contract Amendment for an amount not to exceed $200,000 for the HVAC Control Upgrade Phase Two, CP65500015, for a total not to exceed contract amount of $1,433,679.50.
T
he City/District now desires to enter into the fourth contract amendment to perform the purchase and installation of two A/C Units f or the City Hall Computer Room, CP65500018, in the amount of $156,919. The A/C units are over 10 years old and have had several minor breakdowns. Providing a constant cool temperature for the computers is vital to ensure that the computer systems remain stable. ___
________________________________
Ronald K. Fuchiwaki
Public Works Director
P
repared by: Dylan Gunning, Senior Management Analyst
INDEX Page
C
ontract ................................................................................ 4 3
FOURTH AMENDMENT TO
AGREEMENT NO. 3200042 BETWEEN
THE CITY OF SIMI VALLEY AND
ACCO ENGINEERED SYSTEMS
THIS FOURTH AMENDMENT (“Amendment”) is made and entered into this 6 th day of
May 2024, by and between the CITY OF SIMI VALLEY, a general law city and municipal corporation (“CITY”), and ACCO Engineered Systems, a State of California corporation (“CONTRACTOR”).
1. Pursuant to Section 9 of Agreement No. 3200042 (“Agreement”), this Fourth Amendment amends the Agreement as follows:
Section 5 is amended to add a subsection “D,” which reads as follows:
D. “In no event shall the total amount paid, for this Fourth Amendment to the CONTRACT exceed the amount of $156,919 for A/C Units for City Hall Computer Room, CP65500018, contained in Exhibit “A-2”, Scope of Work attached hereto and incorporated herein, unless otherwise agreed to by the Parties in writing, for a total not-to-exceed CONTRACT amount of $1, 590,598.50. The CONTRACTOR shall keep a tally of the cost. The CONTRACTOR shall not accept work orders from the CITY if the cost for the work will exceed the amount indicated above unless otherwise agreed to by the parties in writing.
Section 6 A is amended to read as follows:
A. CONTRACTOR shall perform as required by this CONTRACT. CO NTRACTOR agrees to perform the services more specifically set forth in the “Scope of Work” attached hereto and incorporated herein as Exhibit ”A” and Exhibit “A-2” as well as those described in the incorporated documents. CONTRACTOR also warrants on behalf of itself and all subcontractors engaged for the performance of this CONTRACT that only persons authorized to work in the United States, pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws, shall be employed in the performance of the work hereunder.
2. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one Agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Agreement, Agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature. 4 City of Simi Valley
Fourth Amendment to Agreement No. 3200042
ACCO Engineered Systems
A2439.CON.MG SPCIFICATION NO. SV 19-18
3. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.
4. Except as modified by this Amendment, all other terms and conditions of Agreement No. 3200042 remain the same.
[SIGNATURES ON NEXT PAGE]
5 City of Simi Valley
Fourth Amendment to Agreement No. 3200042
ACCO Engineered Systems
A2439.CON.MG SPCIFICATION NO. SV 19-18
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: ACCO Engineered Systems
By:
Algeria R. Ford, City Attorney
Print Name: Tom Reynolds
Approved as to Content: Title: Senior VP
By:
Brian Paul Gabler, City Manager
Print Name: Dan Grumbles
Title: Sales Manager
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
6 City of Simi Valley
Fourth Amendment to Agreement No. 3200042
ACCO Engineered Systems
A2439.CON.MG SPCIFICATION NO. SV 19-18
Exhibit A-2
Additional Scope of Work
7 Mechanical Services
323 / 201-0931Voice
800 / 998-2226 Service
323 / 201-3674 Fax
6446 E. Washington Blvd.
Commerce, CA 90040
February 21, 2024
Mr. John Willouby
Department of Public Works
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
Reference: City Hall Building
3855 ‘A’ Alamo Street
Simi Valley, CA 93065
Subject: Retrofit Mechanical Equipment, Control Commissioning and Air Balance Dear John:
Confirming our recent job site meetings and discussions, ACCO Engineered Systems is pleased to provide pricing to upgrade the existing mechanical equipment with new energy efficient equipment.
Currently there are concerns with the structural and mechanical requirements for the new proposed air conditioning units. Our pricing includes mechanical engineering for unit selection to be completed as part of this project.
This proposal includes re-commissioning the existing control system, providing minimal air distribution ductwork modifications to accommodate the existing architectural layout and a Certified Building Air Balance.
To maximize the energy savings, provide the most cost effective solution and minimize mechanical failures along with the associated costs for repairs it is ACCO Engineered Systems recommendation to replace the rooftop mechanical equipment. The new equipment will be CompuAire.
Included in ACCO Engineered Systems scope of work is the following for City Hall Building:
Refrigerant recovery and refrigerant disposal for two (2) CompuAire rooftop package units. All necessary electrical connections and wire for two (2) rooftop package units. Removal and disposal of two (2) existing package air conditioning units including disconnection of existing controls, electrical and rigging. Furnish and install two (2) new High Efficiency type rooftop package air conditioning units. All necessary Rigging including crane lift and installation for two (2) new rooftop package air conditioning units and including the fabrication and installation of necessary ductwork, sheet metal fittings, controls and electrical components.
EXHIBIT A-2
8 Ref: City Hall – Mechanical Equipment Replacements
February 21, 2024
Disconnection and reconnection of condensate piping for two (2) new rooftop package air conditioning units.
Provide minor sheet metal roof revisions only for completion of this project. Provide mechanical engineering and warranty for unit selection. Mechanical engineering will include unit selection and verification of the existing supply and return air openings. System check, test and start-up for proper operation. Fabrication and installation of all associated ductwork and sheet metal fittings in the occupied space where necessary.
Re-commission all existing mechanical controls and replace as necessary for the new units. Provide ACCO Engineered Systems Air Balance.
Our proposal is based upon an agreeable working schedule with all work occurring during normal, overtime premium labor and double time hours.
Materials supplied shall be guaranteed per terms and conditions of the standard manufacturer’s limited warranty provision but in no instance shall such assurances extend for a period of less than one (1) year from date of completion.
Included in AC-6 & 7 (Qty. 2) ALC Controls Scope:
• Furnish and install BMS Controls for the following items:
• Furnish and install BacNet communication to each unit. • Integrate each unit to ALC system. Manufacturer to provide integration card and points list. • Provide control programming and graphics for each unit. • Perform functional testing to ensure the system is operational. • Utilize existing conduit for installation of replacement controls. • Utilize existing control power.
Network Infrastructure
• Utilize existing ALC WebCTRL software and server for management of system. Utilize existing City of Simi Valley IT to provide IP addresses and support to establish connectivity. This is the Owners responsibility to provide remote access to the network.
Other Services Provided
• Engineering and O & M Documentation
• Installation of the above control system including: cable/wire, mounting, and termination where required.
• Programming, testing, Trending, Reports and Graphics for each piece of equipment. • 1-year warranty on all parts and labor
Unit Specifications:
EQUIPMENT TAG: AC-6&7
MKA-834
Maxi-Kool : Outdoor Roof Top Air Cooled Packaged System Rated @ 95° F Ambient @ Sea Level.
460V/3Ph/60Hz.
Weatherized Cabinet (Primer & Painted) With Rain Hoods. Side By Side Evaporator Return and Supply Air And Condenser Air Inlet And Discharge Duct Configuration.
9 Ref: City Hall – Mechanical Equipment Replacements
February 21, 2024
Bolted Access Panel Construction.
1”;1.5Lb Cabinet Insulation -Evap. Section Only.
“Slab” Coil (AL Fin; CU Tube) Configuration on Evap. and Cond Stainless Steel Drain Pan With Overflow Sensor-Evap. Section Only.
Designed For R-410A Refrigerant (Factory Charged).
Scroll Compressors (Dual Circuit)(4 Ton Each)
Crankcase Heaters.
Hot Gas Bypass (Dual Circuit).
High/Low Pressure Switches.
Electric Reheat (15 kW; 2 Stages).
Steam Generating Modulating Humidifier-Canister Type (3.4 kW; 10 Lbs./Hr.).
Smoke Detector (Mounted in Return Air).
Discharge Air Sensor.
Backward Inclined Plug Fan/Direct Drive EC Motor Assembly Evaporator Section & Condenser Sections.
Variable Fan Speed Control For Low Ambient Control To 0°F. Filter Rack With 2” 30% Filters (MERV-8) With Alarm.
Supply And Return Air Duct Openings.
Total price for installation including permitting, engineering, equipment transportation/storage, rigging, sheetmetal, service, Controls, air Balance at units, and start- up..……..$156,919.00
Please note:
1) Our pricing is based on the installation two (2) air conditioning units, Mechanical Control commissioning and CompuAire unit Air Balance.
2) An area in the Development Services and City Hall Building parking lots will have to be designated for the Crane lifts. To accommodate Crane regulations pertaining to the building occupancy the rigging has been scheduled to be performed on a selected weekend.
Excluded from ACCO’s Engineered Systems above described scope of work:
General Contracting work: all structural and roof reinforcing, including structural engineering and revisions, painting, concrete cutting, patching, concrete and other housekeeping pads, framing, ceiling work, drywall enclosures and rated access doors. Handling of hazardous materials.
All fire/life safety related devices and controls including smoke evacuation controls and systems.
John, thanks for this opportunity to be of service. If you have any questions or require further information, please feel free to contact me.
10 Ref: City Hall – Mechanical Equipment Replacements
February 21, 2024
Sincerely,
ACCO Engineered Systems
Robert Alanis
Robert Alanis
Senor Project Manager
ACCO Engineered Systems
11