HomeMy WebLinkAbout05.CB- Public Works RESOLUTION (ID #3269) DOC ID: 3269 D
CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION
Purchase Order
From: Tony Frossard M/CC Meeting Date: 06/16/2014
Prepared by: John VanHavermaat, (909) 384-
5143
Dept: Public Works Ward(s): 1
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing and
Directing the Director of Administrative Services to Increase Purchase Order 2014-00000259 by
$20,000 to a Total Amount Not to Exceed $148,906 for the Repair of an Air-Conditioner Unit
for the City Hall Building Located at 300 North"D" Street. (#3269)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $0
Account No. 001-400-0037-5704
Account Description: Miscellaneoous Equipment
Balance as of: 5-21-2014 $23,967
Balance after approval of this item: $3,967
Please note this balance does not indicate available funding. It does not include non-encumbered
reccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
The Public Works Department, Facilities Maintenance Division, is responsible for the repair and
maintenance of City-owned buildings. In May of 2014, one of the two air conditioning units in
the City Hall Building has failed and needs to be repaired. The part that failed is the
compressors motor starter, which needs to be repaired. This will leave us with only one
remaining unit to cool City Hall.
05/20/14 Tony Frossard submitted a memo to the City Manager for an Emergency Purchase
Order to repair the City Hall Air Conditioner.
City Manager's Approval of Process - Purchases made pursuant to Section
3.04.010(B) (3) and Section 3.04.075 of the City's Municipal Code (Purchases
approved by the Mayor and Common Council and Emergency purchases approved by
the City Manager). DDL No. 82.
Western Allied Corporation was selected for the repair because they competed and was the low-
Updated: 6/9/2014 by Linda Sutherland D I Packet Pg. 972
5.CB
3269
bidder for the replacement and installation of the first air conditioner replacement at the Police
Department building. This installation progressed efficiently without any interruption to
operations within the building.
Public Works has worked with Western Allied Corporation. They have done service to the City
Hall air conditioner system for many years. They have the staff trained on the technology and
ready to work on this 20-year old machine.
Staff recommends that the Mayor and Common Council authorize the execution of a Vendor
Purchase Agreement and increase to Annual Purchase Order No. 2014-00000259 by $20,000 for
an amount not to exceed $148,906 for FY 2013/14 to Western Allied Corporation for the repairs
to the air conditioner at City Hall.
City Attorney Review:
SupportinE Documents:
reso 3269 (PDF)
western allied (PDF)
San Bernardino City Hall chiller starter repair may 2014 (DOC)
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Updated: 6/9/2014 by Linda Sutherland D Packet Pg. 973
RESOLUTION NO.
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AND DIRECTING THE DIRECTOR OF
3 ADMINISTRATIVE SERVICES TO INCREASE PURCHASE ORDER 2014-00000259
4 BY$20,000 TO A TOTAL AMOUNT NOT TO EXCEED $148,906 FOR THE REPAIR
OF AN AIR-CONDITIONER UNIT FOR THE CITY HALL BUILDING LOCATED j
5
AT 300 NORTH "D" STREET.
6 BE IT RESOLVED BY THE MAYOR AND THE COMMON COUNCIL OF
7 THE CITY OF SAN BERNARDINO AS FOLLOWS:
8 SECTION 1. The Mayor and Common Council hereby authorize and direct the
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Director of Administrative Services to increase purchase order 2014-00000259 by $20,000 to 0
10
11 a total amount not to exceed $148,906 for the repair of an air conditioning unit located at the
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12 City Hall Building located at 300 North "D" Street. d
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
1
OF SAN BERNARDINO AUTHORIZING AND DIRECTING THE DIRECTOR OF
2 ADMINISTRATIVE SERVICES TO INCREASE PURCHASE ORDER 2014-00000259
BY $20,000 TO A TOTAL AMOUNT NOT TO EXCEED $148,906 FOR THE REPAIR
3 OF AN AIR-CONDITIONER UNIT FOR THE CITY HALL BUILDING LOCATED
4 AT 300 NORTH"D" STREET.
5
6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a meeting
7 thereof,held on the day of , 2014,by the following vote:
g Council Members: AYES NAYS ABSTAIN ABSENT o
2
9 MARQUEZ
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10 BARRIOS
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VALDIVIA L
12 N
SHORETT
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14 NICKEL
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15 JOHNSON
16 MULVIHILL
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Georgeann Hanna, City Clerk
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The foregoing resolution is hereby approved this day of , 2014.
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22 R. CAREY DAVIS,Mayor
City of San Bernardino
23 Approved as to form:
24 GARY D. SAENZ, City Attorney
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26 By:
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Packet Pg.975
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CITY OF SAN BERNARDINO Tony Frossard,Director
PUBLIC WORKS DEPARTMENT 300 North `D"Street
San Bernardino,CA 92418-0001
909.384.5140
Su Berner A ino
To: Allen Parker, City Manager
From: Tony Frossard, Director of Public Works
Subject: City Manager's Approval of Process — Purchases made pursuant to 2
Section 3.04.010(B) (3) and Section 3.04.075 of the City's Municipal M
Code (Purchases approved by the Mayor and Common Council and °
emergency purchases approved by the City Manager). DDL Number 82. 0
Date: May 20, 2014
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Copy: File a,
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The selection of Western Allied Corporation for service of one of the air conditioning N
compressor in the City Hall building is based upon the following: d
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1. Western Allied Corporation competed for and was the low-bidder for the
replacement and installation of first air conditioner at the Police building. This to
installation progressed efficiently without any interruption to operations within the
building.
I 2. This firm has been prompt and very responsive to the City when the City Hall air
conditioner compressor starter failed. They responded within hours to begin the
assessment and then began the search for parts. u
3. Public Works has work with of Western Allied Corporation for service to the City
Hall air conditioner system for many years. They have the staff trained on the 3
technology and ready to work on this 20 year old machine.
E
A Request for Council Action entitled, "Request of the Mayor and Common Council of
I the City of San Bernardino authorizing the execution of an Agreement and issuance of a
jPurchase Order in the amount of $20,000 to Western Allied Corporation for the repairs a
to the air conditioner at City Hall." is scheduled for Council's evaluation and approval on
June 2, 2014.
If you should have any questions, please contact Tony Frossard, Director of Public
Works at extension 5140.
0 Approved By
Allen Parker, City Manager
Packet Pg.976
WESTERN ALLIED CORPORA TIDN
The Building Relationship People
At the same address since 1961
12046 E. Florence Avenue Santa Fe Springs, CA 90670
5621944-6341 Fax 5621944-7092
Contractors License No. 198821
Air Conditioning Service, Maintenance, & System Correction
May 16, 2014 Report&Proposal#4279 2
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City of San Bernardino a
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300 N. "D" Street
San Bernardino, CA 92418-0001
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Re: City Hall Chiller Starter
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Attn: Mr. Rick Moreno
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Dear Rick:
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This letter is to follow up on our service call to look at your inoperative water chiller
at the City Hall, which will be invoiced separately. We found that there was o
considerable damage to the main motor starter. As you know, the starter is a wye-delta
closed transition type, which means that the starter reduces the motor's inrush current at
the initial start up by putting reduced voltage to the motor when it first starts (in a wye
circuit), then transitions to the delta circuit and full voltage after the motor has started L
to run. It is sort of like a car with a two speed transmission; you would start the car in y
low speed, then shift to higher speed once the car is moving. And the heater coils and
mechanical interlock assemblies in the starter have some similarity to the clutch in a car.
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In this case, the mechanical interlock broke. That permitted both the wye and delta
circuits to be engaged at the same time, which overloaded and ruined the heater coils, a
starter solenoids and starter electrical contacts. They need to be replaced. We checked for
continuity in the motor windings and did not find a short circuit in the motor, so the
odds are good that the motor is OK, but we won't be sure until we put power to it. I
want to emphasize that we cannot guarantee that there has been no motor damage,
although none is apparent. At this point, the starter needs to be repaired in order to
move any farther. We learned that some of these specific starter components are no
longer used in this type of starter, so rounding up replacements has been an adventure.
We have located factory OEM components. The longest lead time components are quoted
at 2 weeks after factory receipt of the order, plus shipping time. We have included
expedited freight in this proposal.
Packet Pg. 977
Our price to replace the damaged starter contacts, solenoids,heater coils and mechanical
interlock using Cutler Hammer factory authorized parts, then check the chiller for proper
operation with all work taking place during regular working hours is $19,871.00,
including sales taxes.
Please let me know if you have any questions. If you wish to proceed, please have an
appropriate purchase order issued.
Sincerely,
Mike Gallagher
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WESTERN ALLIED CORPORA T ON
The Building Relationship People
At the same address since 1961
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12046 E. Florence Avenue Santa Fe Springs, CA 90670
5621944-6341 Fax 5621944-7092 C.
Contractors License No. 198821 0
Air Conditioning Service, Maintenance, & System Correction
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May 16, 2014 Report&Proposal#4279 2
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City of San Bernardino
300 N. "D" Street a
San Bernardino, CA 92418-0001
Re: City Hall Chiller Starter
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Attn: Mr. Rick Moreno
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Dear Rick: a
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This letter is to follow up on our service call to look at your inoperative water chiller Q
at the City Hall, which will be invoiced separately. We found that there was v
considerable damage to the main motor starter. As you know, the starter is a wye-delta
closed transition type, which means that the starter reduces the motor's inrush current at
the initial start up by putting reduced voltage to the motor when it first starts (in a wye N
L
circuit), then transitions to the delta circuit and full voltage after the motor has started
to run. It is sort of like a car with a two speed transmission; you would start the car in E
low speed, then shift to higher speed once the car is moving. And the heater coils and
mechanical interlock assemblies in the starter have some similarity to the clutch in a car. _
w
In this case, the mechanical interlock broke. That permitted both the wye and delta 0
circuits to be engaged at the same time, which overloaded and ruined the heater coils,
starter solenoids and starter electrical contacts. They need to be replaced. We checked for
continuity in the motor windings and did not find a short circuit in the motor, so the m
odds are good that the motor is OK, but we won't be sure until we put power to it. I C
want to emphasize that we cannot guarantee that there has been no motor damage,
although none is apparent. At this point, the starter needs to be repaired in order to
move any farther. We learned that some of these specific starter components are no E
longer used in this type of starter, so rounding up replacements has been an adventure.
We have located factory OEM components. The longest lead time components are quoted Q
at 2 weeks after factory receipt of the order, plus shipping time. We have included
expedited freight in this proposal.
Packet Pg. 979
Our price to replace the damaged starter contacts, solenoids,heater coils and mechanical
interlock using Cutler Hammer factory authorized parts, then check the chiller for proper
:a. operation with all work taking place during regular working hours is $19,871.00,
including sales taxes.
Please let me know if you have any questions. If you wish to proceed, please have an o
appropriate purchase order issued. 2
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Sincerely, o
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Mike Gallagher
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