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Home My WebLink About17-Facilities ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Debra Kurita, Assistant City Subject: Manager/Acting Director of Resolution of the Mayor and Common Council of the City Facilities Management of San Bernardino authorizing the execution of an agreement and issuance of a purchase order to Riverside Dept: Facilities Management Construction Company, Inc. for the Replacement and Upgrade of the Cooling Tower at Feldheym Library. Date: May 27, 2010 M/CC Meeting Date: June 21, 2010 Synopsis of Previous Council Action: None Recommended Motion: 1. That the Director of Finance be authorized to amend the FY 2009/10 Budget by transferri• $49,100 from the Account No. 001-325-5111 to 001-325-5507. 2. Adopt Resolution 4 Debra Kurita, Assistant ty Manager/Acting Director of Facilities Management Concur ' •01 Deborah Clark, Interim Library Director Contact person: Tony Frossard Phone: 384-5244 Supporting data attached: Staff Report, Resolution Ward(s): 1 FUNDING REQUIREMENTS: Amount: $49,100 Source:: 001-325-5507-000 Barbara Pachon Director of Finance Council Notes: Agenda Item No. /7 &/ i//0 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of an agreement and issuance of a purchase order to Riverside Construction Company, Inc. for the Replacement and Upgrade of the Cooling Tower at Feldheym Library. BACKGROUND The Feldheym Library cooling tower, which services the entire 65,000 square feet of the facility, has exceeded its expected service life. The maintenance staff has made every effort to prolong the life of this equipment, resulting in several extra years of use; however, it is no longer reliable and replacement parts are not available. The new cooling tower will be increased in size by 58 percent, allowing the delivery of 80 degree water to the chiller as opposed to the current 90 degrees: as a result, the new chiller requires less energy. Staff is currently working with Southern California Edison to pursue energy efficiency incentive rebates for this new cooling tower. On April 20, 2010, a request for quotations (RFQ) for the Replacement and Upgrade of the Cooling Tower at Feldheym Library was advertised. This RFQ was published in the Sun newspaper, and placed on the City's website. Seven bids were received on May 20, 2010 from contractors. City staff has reviewed the bids and has determined Riverside Construction Company, Inc. is the lowest responsible bidder for the project. Staff has confirmed the contractor's license and references with positive results. Name of Bidder I City I Base Bid Riverside Construction Company, Inc. Riverside I $44,637.00 American Cooling Tower, Inc. Westminster $46,453.00 Allison Mechanical, Inc. Redlands $51,550.00 American Industrial Service Escondido $54,601.00 Emcor Services/Mesa Energy Systems Irvine $58,520.00 Los Angeles Air Conditioning, Inc. Riverside $61,400.00 Fischer, Inc. San Bernardino $106,619.00 Staff also contacted four additional local vendors to determine why they did not participate in this RFQ process. Of these contractors, two informed staff that they were busy with other projects, another had decided to decline to participate, and the fourth had not been aware of the process and requested to be placed on the bidders list for future opportunities. As staff acknowledges that various unforeseen conditions may arise in this project, a contingency budget of 10 percent is incorporated into the proposed project budget. Base bid amount $44,637 Contingency (10%) $ 4,463 Total Estimated Project Cost $49,100 FINANCIAL IMPACT The total estimated project cost for the Replacement and Upgrade of the Cooling Tower at Feldheym Library is $49,100. These funds are budgeted in the Facilities Management account no. 001-325-5111-000. Project Budgeted Amount: $55,000 Balance as of: June 3,2010: $95,044 Balance after approval of this item: $40,044 Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred but not yet processed. RECOMMENDATION 1. That the Director of Finance be authorized to amend the FY 2009/10 Budget by transferring $49,100 from the Account No. 001-325-5111 to 001-325-5507. 2. Adopt Resolution RESOLUTION NO. C a )r. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF :1 . 3 BERNARDINO AUTHORIZING THE EXEUCTION OF AN AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO RIVERSIDE CONSTRUCTION COMPANY, 4 INC. FOR THE REPLACEMENT AND UPGRADE OF THE COOLING TOWER AT THE FELDHEYM LIBRARY. 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF'nit: CITY OF SAN BERNARDINO AS FOLLOWS: 7 8 SECTION 1. Riverside Construction Company, Inc. is the lowest responsible and mos 1 9 responsive bidder for the Replacement and Upgrade of the Cooling Tower at Feldheym Librar to in the City of San Bernardino. An Agreement for Services is awarded accordingly to sail 11 12 Contractor in a total amount of$44,637.00 with a contingency amount of$4,463.00. Such away. 13 shall be effective only upon said agreement being fully executed by both parties. The Mayor an. 14 Common Council hereby authorize the City Manager to execute on behalf of the City . 15 Agreement for Services,on file in the City Clerk's Office and incorporated herein by reference. 16 17 The Finance Department is hereby authorized and directed to issue a Purchase Order whic 18 references this resolution to said Contractor in the amount of$49,100.00 19 SECTION 2. Any amendment or modification thereto shall not take effect or becom 20 operative until fully signed and executed by the parties and no party shall be obligated hereunde 21 until the time of such full execution. No oral agreements, amendments, modifications or waiver 22 23 are intended or authorized and shall not be implied from any act or course of conduct of an 24 party. The authorization to execute the Agreement is rescinded if the parties to the Agreemen 25 fail to execute it within sixty(60)days of the passage of this resolution. 26 /// 27 28 - 1 • 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 2 BERNARDINO AUTHORIZING THE EXEUCTION OF AN AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO RIVERSIDE CONSTRUCTION COMPANY, 3 INC. FOR THE REPLACEMENT AND UPGRADE OF THE COOLING TOWER AT THE FELDHEYM LIBRARY. 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Council of the City of San Bernardino at a meeting thereof, held on the 6 day of , 2010, by the following vote, to wit: 7 COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT 8 MARQUEZ 9 DESJARDINS 10 11 BRINKER 12 SHORETT 13 KELLEY 14 JOHNSON 15 16 MC CAMMACK 17 18 Rachel Clark, City Clerk 19 The foregoing Resolution is hereby approved this day of 20 2010. 21 22 PATRICK J. MORRIS, Mayor 23 City of San Bernardino 24 25 Approved as to form: 26 JAMES F. PENMAN City ttorney 27 28 .i.. ��'"►'w+�� -2