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CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
From: James Shazer, Director Subject: Resolution authorizing execution of
a contract with and issuance of a purchase
Dept: Facilities Management order to Western Allied Services Company
for energy efficient installation of a pony
Date: February 14, 2002 chiller at City Hall.
1 1 f In 11 Y /"~ ~ Meeting Date: March 18, 2002
Synopsis of Previous Council Action
None
Recommended Motion:
Adopt resolution.
James W. Sharer
Contact person: James Shazer Phone: 384-5244
Supporting data attached: Staff Report Ward(s): 1
FUNDING REQUIREMENTS:
Amount: $109,971.00
Source: Acct. No. 631-331-5706
Finance
Council Notes:
Pr-~a~ao~2-~a
Agenda Item No.~.,_
3/l B~Da-
CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
I
SUBJECT
Resolution authorizing the execution of a contract with and issuance of a
purchase order to Western Allied Services Company for energy efficient
installation of a pony chiller at City Hall.
BACKGROUND
San Bemardino City Hall was built in 1972. The main air conditioning system
was completely mod~ed in 1996 to comply with federal refrigerant laws and to
increase the efficiency of this system. City Hall also has a small chiller located in
the basement to cool computer rooms in the building during night and weekend
hours. This system was not upgraded and is now over twenty years old. The
system failed in 1999, and a rebuilt chiller was purchased and installed as a
temporary measure.
This project will replace the small chiller used for night and weekend cooling of
the computer rooms. This system will also be sized to handle the entire building
during the fall, winter and spring on days when the larger system is not needed.
The main chillers are sized to handle the building during the peek days of
summer, and run very inefficiently when the cooling demand drops to less than
40°r6 of their size, or 80 tons of cooling. The nighttime load on the building is 20
to 40 tons of cooling. The new system will be comprised of two each 40 ton
chillers that will cool the building at night and during the day until the building
reaches a cooling load in excess of 80 tons. The project benefits the city in two
ways. First, the nighttime cooling system for City Hall Computer Rooms will be
replaced with a new and more reliable system. Second, the energy savings from
running an 80-ton chiller verses a 200 chiller on low demand days will save the
City money in electrical costs and in wear and tear on the 200 ton chillers. A
simple payback on this project is estimated at 7.3 years with annual savings of
$15,000.00.
Requests For Proposal # F-02-38 were mailed to eleven vendors, the San
Bemardino Chamber of Commerce, plus advertised in the newspaper and on
the City Website. Three bids for the project were received on January 30, 2002.
A panel consisting of Ken Mosteller, HVAC Supervisor, Rick Moreno, HVAC
Mechanic, and Jim Sharer, Director of Facilities Management, reviewed the
proposals and rated them based upon the following:
Company's experience with this type of project 15°k
Approach and methodology of solution 50°h
Price 25%
Quality and completeness of proposal 10%
The bids ranged from $109,971.00 to $149,665.00, with Western Allied Service
Company being the lowest bidder and the highest score on the ratings sheet.
The proposals contained the following prices for the project:
Vendor Location Total Bid
Western Allied Service Company Sante Fe Springs $109,971.00
Industrial Air Innovations San Bernardino $124,869.00
Cal Air, Inc. Ontario $149,665.00
The scoring on the Proposal Evaluations was as follows:
Vendor Location Total Score
Western Allied Service Company Sante Fe Springs 88
Industrial Air Innovations San Bernardino 85
Cal Air, Inc. Ontario 77
FINANCIAL. IMPACT
$100,000 was budgeted for this project during the FY 2001-02 Budget Process,
account number 631-331-5706. The additional 9,971 will be paid from the utility
budget using funds budgeted for the replacement of air conditioning equipment
at Fire Station 221. That project was budgeted at $30,000 and preliminary bids
came in at $64,000, thus eliminating the project for completion this year. That
project came in high because the equipment is no longer manufactured and
major modifications will have to be made to the building. That project will be put
on next year's list for capital improvements.
RECOMMENDATION
Adopt resolution.
~/ `/
• 1 Resolution No. ~
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF SAN
$ BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT' WITH AND
ISSUANCE OF A PURCHASE ORDER TO WESTERN ALLIED SERVICE
4 COMPANY, FOR THE ENERGY EFFICIENT INSTALLATION OF A PONY
5 CHILLER AT CITY HALL, 300 NORTH D STREET, IN SAN BERNARDINO.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
~ CITY OF SAN BERNARDINO AS FOLLOWS:
8
9 SECTION 1. ~G'ESTERN ALLIED SER~ZCE COMP.-1L\~' is the lowest responsible
10 bidder for the energy efficient installation of a pony chiller at Ciry Hall, 300 North D Street, San
11
Bernardino, per Request For Proposal specification F-02-38. A contract is awazded accordingly to
12
said vendor in a total amount of 5109,971.00. Such award shall be effective only upon being fully
13
• 14 executed by both parties. The Mayor is hereby authorized and directed to execute said contract on
15 behalf of the City-; a cop}' of the contract is on file in the City Clerk's Office and incorporated
16 herein b}' reference. The Purchasing Manager is hereby authorized and directed to rssue a purchase
1~ order to said vendor >n the amount of 5109,971.00.
18 SECTION 2. This contract and any amendment or modifications thereto shall not take
19 eftiect or become operative until fully signed and executed by the parties and no parry shall be
20
obligated hereunder until the time of such full execution. No oral agreements, amendments,
21
modifications or waiters are intended or authorized and shall not be implied from any act or
22
23 course of conduct of any party.
24 SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
~r within sv.-ty (60) days of the passage of this resolution.
26 /////
• 27 / / / / /
28
A ~
I
• 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF SAN
2 BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT WITH AND
ISSUANCE OF A PURCHASE ORDER TO WESTERN ALLIED SERVICE
3 COMPANY, FOR THE ENERGY EFFICIENT INSTALLATION OF A PONY
CHILLER AT CITY HALL, 300 NORTH D STREET, IN SAN BERNARDINO.
4
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted b}' the i\Iayor and
s Common Council of the City of San Bernardino at a meeting
7 thereof, held on the day of .2002, by the following cote, to wrt:
8
9 Council Members: Ares Na~v Abstain Absent
10 EST&~DA -
11
LIEN -
12
?~iCGINNIS -
13
• DERRY _
14
15 suAREz
17 Mcc.~~IMAC~ _ -
18
19 City Clerk
20
The foregoing resolution is hereby approved this day of
21 X002.
22
23 Judith t'alles, Mayor
24 City of San Bernardino
Approved as to form and
~ Legal content;
James F. Penman, City Attorney
26 n
BY: ~
27
28
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE: March 21, 2002
TO: James Sharer, Director of Facilities Management
FROM: Michelle Taylor, Senior Secretary
RE: Transmitting Documents for Signature -Resolution 2002-90
At the Mayor and Common Council meeting of Mazch 18, 2002, the City of San Bernazdino
adopted Resolution 2002-90 -Resolution authorizing execution of a contract with and issuance
of a purchase order to Western Allied Services Company for energy efficient installation of a
pony chiller at City Hall.
Attached 8 are two (2) original agreements. Please obtain signatures in the appropriate locations
and return one original agreement to the City Clerk's Office as soon as possible, to my attention.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by May 17, 2002.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby ac w g eceipt of the above mentioned documents.
Signed:
Please sign and return
Date: /
WESTERNALLIED SERVICE COMPANY
License No. 329904
TRANSMITTAL
To: City Of San Bernardino Date: Merenz9aooz
City Hall- 300 North "D" Street
San Bernardino, CA 92418 Via: Overnight
Attn.: Mr. James W. Sharer
Job No:
From: Steve Taheri
Western Allied
Subject: City Hall Pony Chiller @ 300 N. "D" Street, San Bernardino, CA
Project ContraM document
' WE are sending you herewith, via overnight delivery one copy of contract document.
0 Submitted for approval.
0 For your use
Submittals.
Please return one copy for our files.
Remarks:
If you have any questions, please do not hesitate to call 562-944-6341, ext. 229
Thank you
11046 E Florence Avenue/Sonto Fe Springs, Ca 90670 (562) 944-Qi47 /(714) 523-7990/ (562) 944-78138
,, . ~,
' FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT
RESOLUTION AGENDA ITEM TRACHING FORM
Meeting Date (Date Adopted): 3 -' ~~-~- Item # I g Resolution # c~ ["~
Vote: Ayes ~-rl Nays ,8- Abstain.}- Absent -~-'
Change to motion to amend original documents: --
Reso. # On Attachments: r Contract term: NulWoid After: ~O
~~yJ~-1~-~~-
Note on Resolution of Attachment stored sepazately:
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By: -
Dale Sent to Mayor: J` ~ ~ -ba Reso. Log Updated: l~
Date of Mayor's Signature: ~- ~O-~ ~ Seal Impressed: ?
Date of Clerk/CDC Signature: 3-v~1'C~~-
Date Memo/Letter Sent for Signature: 2~ ~ I'y 2- See Attached: Date Returned: ~ -~-69-
60 Day Reminder Letter Sent on 30th day: See Attached:
90 Day Reminder Letter Sent on 45th day: See Attached:
Request for Council Action & Staff Report Attached: Yes ~ No By
Updated Prior Resolutions (Other Than Below): Yes _ No ~ By
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes _ No ~ By
Updated CDC Personnel Folders (5557): Yes _ No ? By
Updated Traftic Folders (3985, 8234, 655, 92-389): Yes _ No ~ By
Copies Distributed to:
City Attorney ~ Code Compliance Dev. Services EDA Finance ? MIS
Parks & Rec. Police Pubtic Services Water Others: FY1CILl'riE"S
Notes:
BEFORE FILING REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGGICAL LOC FOR FUTURE REFERENCE (Contract Term, etc.)
Ready [o File: f~Y j Date: `1-~ "~` 2
Revised 01/12/Ol