HomeMy WebLinkAbout24- City Adminstrator CITY OF SAN BERN/ IDINO REQUEST K Z COUNCIL ACTION From: FRED WILSON Subject: Authorization to advertise for Assistant City Administrator bids for water treatment and Dept: filter replacement HVAC maintenance services at Date: January 28 , 1994 City buildings. Synopsis of Previous Council action: 09/07/93 -- Council authorized privatization pilot program involving contract for park maintenance services. 12/06/93 -- Council authorized privatization pilot program involving contract for tree trimming services. Recommended motion: 1 . That the Purchasing Agent be authorized to advertise for bids for water treatment and filter replacement HVAC maintenance services for the City buildings noted in the attached staff report. 2 . That the City Administrator be authorized to transfer funding in the amount equal to the recommended low bid for water treatment and filter replacement HVAC maintenance services from Facilities Maintenance Regular Sala e 001-325-52020) to Contractual Services (001-325-53150) . Signature Contact person: Fred Wilson Phone: 5 12 2 es Supporting data attached: ''- Ward: FUNDING REQUIREMENTS: Amount: proposed savings to General Fund $9 ,000 Source: (Acct. No.) 001-325-5"3150 Acct. Description) Professional/Contractual Services Finance: G �t :ouncil Notes: 75-0262 Agenda Item No. C2-q, CITY OF SAN BERNA "`DINO - REQUEST FC-' COUNCIL ACTION STAFF REPORT As part of the FY 93/94 budget review, a number of options were presented to the Mayor and Council relative to balancing the budget. One of those options involved exploring the issue of privatization of City services where competitive markets existed. This recommendation was made with the understanding that privatization would be accomplished through attrition and would not involve layoffs. In order to explore this issue in more detail, a committee was established consisting of the Assistant City Administrator, City Treasurer, Public Works Director, Assistant Director of Public Services, Park Maintenance Superintendent and Facilities Manager. In addition, representatives of the SBPEA representing the Middle Management Employees bargaining unit and representatives of the SBCEA representing the General Employees bargaining unit have attended the meetings with this committee. The purpose of the committee is not only to consider privatization opportunities but also to look at ways of becoming entrepreneurial in the delivery of City services. The following two pilot projects are currently underway: 1. Park Maintenance services were initially recommended to be evaluated on a pilot project basis for privatization. On September 7, 1993 , the Council authorized the Purchasing Agent to solicit bids for contract landscape maintenance services for five locations within the City totaling 17.49 acres. These five locations in the past required the services of two park maintenance workers on a full time basis at an annual cost of $61, 000. A contract was awarded to Excel Landscaping on December 16, 1993, in the amount of $23,800 for the first 6 months. This contract is currently underway and is being closely coordinated by the Parks and Recreation staff. 2. Tree trimming services were also evaluated as a pilot project for privatization. On December 6, 1993 , a contract amendment was awarded to West Coast Arborists to perform tree trimming services in residential areas. The contract amount was $70,700 and it represented funding from two vacant tree trimming positions. This contract is also ongoing but the progress and quality of work performed to date is positive. The third pilot project recommended for privatization at this time is water treatment and filter replacement maintenance services for the heating and air conditioning equipment at various City buildings. This activity was selected because of a number of factors including: (1) the existence of a competitive market; and (2) the City has successfully used contract maintenance services in this area in the past. 5.0264 In addition, there is currently one vacant Electrical and HVAC Mechanic position. The annual cost for this position including benefits is $41, 000. The attached bid specs have been prepared which detail the scope of services and locations for this project. The cooling towers which will be under contract for water treatment include: 1. City Hall 2 . Police Station 3 . Center for Individuals with Disabilities (8088 Palm Lane) 4 . Carousel Mall Air filter replacement services will be performed at thirty-nine (39) facilities as noted in the attached bid specs. The Facilities Manager indicated that this maintenance service in the past has required the services of one Electrical and HVAC Mechanic on a full time basis. Authorizing this contracted service would permit the existing HVAC maintenance staff to concentrate on other needed maintenance projects. It is estimated that this contract could be performed at an annual cost of approximately $32, 000. The actual costs, however, will not be known until the bids have been received. Since this contract is a pilot project, it will be closely monitored for contract compliance so that a complete evaluation can be made at the end of the contract period. Other programs are also being evaluated at this time as candidates for privatization. Again, this approach will only be used in those areas where vacant positions exist. The committee is also evaluating other programs to privatize. As these evaluations are completed, recommendations will be made to the Mayor and Council to consider other programs for pilot projects for privatizing. i L F1 JIM SHARER Assistant City Administrator �'�Facilities Manager SCOPE OF WORK - WATER TREATMENT Vendor to provide material and labor to treat cooling tower water at the following 4 locations on 5 cooling towers. Vendor will make any adjustments to controllers, prime chemical pumps, clean sump screens, and put new chemical drums on line as needed. Vendor is responsible for getting chemicals to each tower location, and provide proper storage equipment for control of chemical leakage. Vendor to warranty his work will keep heat exchangers free from mineral deposits, or vendor will clean at no charge. COOLING TOWER: Service calls will be performed at City Hall, Police Dept. , C.I.D. , and Carousel Mall. Upon completion of service calls a written report of conditions, adjustments, and needed repairs will be turned in to Facility Maintenance. A service call will include the following: 1. Clean TDS and PH probes. 2. Check tower sump screens and clean as needed. 3. Check tower sump fill valve for overflow condition. 4. Check tower bleed solenoid valves for proper operation. 5. Check chemical feed pumps for prime and proper operation. 6. Check chemical drum levels and replace as needed. 7. Check flow switches on controllers for proper operation and water flow. 8. Check calibration and operation of chemical controllers. 9. Test condensing water for: (a) PH (b) Alkalinity (c) Dissolved solids (d) Calcium content (e) Chemical level CLOSED LOOP: On a monthly schedule, vendor will also perform a microbiologic test, and will check closed loops. 1. PH 2. Alkalinity 3. Dissolved solids 4. Chemical level Scope of Work - Water Treatment Page - 2 SCHEDULE Carousel Mall: April - October. . . . . . . . . . . . . . . . . . . . . Twice Monthly November - March. . . . . . . . . . . . . . . . . . . No Service City Hall: March - October. . . . . . . . . . . . . . . . . . . . . Twice Monthly November - April. . . . . . . . . . . . . . . . . . . Monthly C.I.D.: May - October. . . . . . . . . . . . . . . . . . . . . . . Monthly November - April. . . . . . . . . . . . . . . . . . . . Monthly Police Dept.: May - October. . . . . . . . . . . . . . . . . . . . . . . Monthly November - April. . . . . . . . . . . . . . . . . . . . Monthly SCOPE OF WORK - FILTER REPLACEMENT Vendor to provide labor and material to replace the air filters at the following 39 locations. Filters are to be changed quarterly with G.F.I brand filters or equivalent. BUILDINGS: FILTER SIZE/QUANTITY Animal Control 20 X 20 X 1 2 ea. Cathouse 14 X 20 X 1 1 ea. 12 X 24 X 1 2 ea. (H.E. ) Boys Club 16 X 20 X 1 6 ea. Washable 7 ea. 20 X 25 X 2 6 ea. 16 X 20 X 2 6 ea. Pioneer Memorial 14 X 20 X 1 1 ea. Cemetery 20 X 20 X 1 1 ea. Central Stores 20 X 30 X 1 2 ea. C.I.D. 16 X 20 X 1 2 ea. 18 X 34 X 1 3 ea. 20 X 25 X 1 2 ea. 16 X 25 X 1 2 ea. 20 X 20 X 1 10 ea. Comm. Maint. Shop 20 X 25 X 2 1 ea. Cultural Center 20 X 20 X 1 4 ea. 16X20X1 tea. 20 X 25 X 1 1 ea. 20 X 25 X 2 2 ea. (H.E. ) Carousel Mall 20 X 25 X 2 163 ea. City Hall 24 X 24 X 8 80 ea. (H.E. ) 20 X 25 X 8 11 ea. 20 X 20 X 8 8 ea. 16X20X8 8ea. 20 X 20 X 2 4 ea. Senior Citizens 16 X 25 X 2 3 ea. 20X25X2 15 ea. Street Dept. 20 X 25 X 2 1 ea. ' Scope Of Work - Filter Replacement Page - 2 BUILDINGS: FILTER SIZE/QUANTITIES: Feldheym Library 14 X 25 X 1 1 ea. 20 X 25 X 1 2 ea. 16 X 20 X 2 20 ea. 16 X 25 X 2 16 ea. 20 X 20 X 2 8 ea. 20 X 25 X 2 14 ea. Parks Shop 16 X 25 X 2 1 ea. Parks Office 20 X 20 X 1 4 ea. 14 X 30 X 1 5 ea. Police Dept. 24 X 24 X 8 30 ea. Perris Hill Comm. Cntr. 16 X 20 X 1 3 ea. 10 X 20 X 1 2 ea. North Norton 22 X 22 X 1 5 ea. Sturges Auditorium 16 X 20 X 1 12 ea. 16 X 25 X 1 6 ea. 20 X 20 X 1 6 ea. 20 X 25 X 1 6 ea. 20 X 25 X 2 4 ea. Traffic Signal Shop 14 X 30 X 1 2 ea. 24X24X2 lea. Rowe Library 20 X 25 X 2 3 ea. 16 X 25 X 2 2 ea. Villasenor Library 16 X 25 X 2 4 ea. 20X20X2 6ea. 20X25X2 2ea. Mill Center 16 X 16 X 2 16 ea. 16 X 25 X 2 10 ea. 16 X 20 X 2 6 ea. 16 X 25 X 2 8 ea. Hernandez Comm. Center16 X 25 X 2 16 ea. 16 X 20 X 2 24 ea. 20X24X2 16 ea. Nicholson Center 24 X 24 X 1 1 ea. 20X25X1 2ea. 16X20X2 4ea. 16X25X2 8ea. Scope Of Work - Filter Replacement Page - 3 BUILDINGS: FILTER SIZE/QUANTITIES Nuez 20 X 25 X 1 4 ea. Delmann Heights 16 X 25 X 2 4 ea. Comm. Center 20 X 25 X 1 2 ea. 20 X 25 X 2 24 ea. Fire Station #1 20 X 25 X 2 24 ea. Fire Station #2 Washable 2 ea. Fire Station #3 20 X 20 X 1 1 ea. Fire Station #4 16 X 25 X 1 2 ea. Washable 2 ea. Fire Station #5 20 X 20 X 1 1 ea. Fire Station #6 20 X 20 X 1 1 ea. Fire Station #7 20 X 20 X 1 1 ea. Fire Station #8 14 X 30 X 1 2 ea. Fire Station #9 20 X 20 X 1 1 ea. Fire Station #10 16 X 25 X 1 1 ea. Fire Station #11 20 X 25 X 2 2 ea. 16 X 20 X 1 1 ea. Garage-City Yards 20 X 25 X 1 2 ea. 16 X 25 X 1 2 ea. Lytle Creek 14 X 25 X 1 2 ea. 14 X 20 X 1 2 ea.