HomeMy WebLinkAbout05 - Central Library Air Conditioning RehabCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
March 10, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Tom Sandefur, Associate Civil Engineer
949 - 644 -3312 or tandefur @city.newport - beach.ca.us
SUBJECT: CENTRAL LIBRARY AIR CONDITIONING REHABILITATION- AWARD
OF CONTRACT NO. 4138
Recommendations:
1. Approve the project plans and specifications.
2. Approve a budget amendment transferring $75,000 from project savings in
Account 7015- C5100909 (Mariners Park Restroom), $72,000 from project
savings in Account 7015- C5100817 (Mariners Park Improvements) and $13,000
from project savings in Account 7011- C5100809 (Newport Theatre Arts Center
Entry) to Account No. 7019- C100202 for the capital purchase and repair of a new
air conditioning unit for the Central Library.
3. Award Contract No. 4138 to BK Air Conditioning and Heating for the Total Bid Price
of $135,391.00 and authorize the Mayor and the City Clerk to execute the contract.
4. Establish an amount of $20,300 (15% of Total Bid) to cover the cost of unforeseen
work.
Discussion:
At 10:00 a.m. on February 26, 2009, the City Clerk opened and read the following bids
for this project:
BIDDER TOTAL BID AMOUNT
Low BK Air Conditioning and Heating $135,391.00
2 Pardess Air, Inc. $140,000.00
3 F.M. Thomas Air Conditioning, Inc. $145,978.00
4 Western Allied Corporation $148,741.00
5 Magicool, Inc. $162,000.00
6 Dependable Graham Air Conditioning; Inc. $170,775.00
The low total bid amount is twenty -three percent below the Engineer's Estimate of
$175,000.00. The difference between the engineer's estimate and the low bid amount may
be related to the current down turn in the economy and the number of contractors looking
for work. The low bidder, BK Air Conditioning and Heating, possesses a California State
Contractor's License Classification "C -20" as required by the project specifications. A
check of the contractor's references indicates that this Contractor has satisfactorily
completed similar projects in the past.
Central Library Air Conditioning Rehabilitation — Award of Contract No. 4138
March 10, 2009
Page: 2
The existing air conditioning chiller for the Central Library was installed in about 1992.
Exposure to the elements has led to the deterioration of various components of the
chiller. In particular, the chiller has developed a leak in the evaporator section rendering
at least half the unit inoperable. In addition the condenser coils have deteriorated as
well. The unit needs constant maintenance and service calls. A new chiller will not only
negate the need for continuous repairs, but also the new compressors are up to 20%
more energy efficient than the current compressors. In addition, the new unit uses a
more environmentally friendly refrigerant.
Pursuant to the Contract Specifications, the Contractor will have sixty -five consecutive
working days to complete the construction. Liquidated damages in the amount of $200
per calendar day will be assessed if the Contractor fails to complete the construction
within the allotted time.
Environmental Review:
The project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15301 (Restoration or Rehabilitation) of the CEQA
Implementation Guidelines. This Exemption covers the restoration or rehabilitation of
deteriorated or damaged structures, facilities or mechanical equipment to meet current
standards of public health and safety.
Public Notice:
The Notice Inviting Bids was advertised in the City's official publication.
Funding Availability:
Upon approval of the budget amendment, there will be sufficient funds available in the
following account for this project: .
Account Description
Capital Purchase and Repair
Proposed uses are as follows:
Vendor
BK Air Conditioning and Heating
BK Air Conditioning and Heating
Various
Prepared by:
. � ✓dam �%
Tom Sandefur
Associate Civil Engineer
Account Number Amount
7019- C1002021 $ 160,000
Purpose Amount
Construction Contract $135,391
Construction Contingency $ 20,300
Incidentals $ 4,309
Total: $ 160,000
geng. Badum
lic Works Director
City of Newport Beach NO. BA- 09BA -042
BUDGET AMENDMENT
2008 -09 AMOUNT: $1so,000.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
Iq Increase Expenditure Appropriations AND �X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To transfer project savings from the Mariners Park Restroom, Mariners Park Improvements, and Newport Theatre Arts
Center Entry accounts to the Central Library HVAC account for the capital purchase and repair of a new air conditioning
unit for the Central Library.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
Description
Amount
Debit Credit
Signed:
City Council Approval: City Clerk Date
Description
Division
Number 7015
Parks
Account
Number C5100909.
Mariners Park Restroom /Storage Bldg
$75,000.00
Division
Number 7015
Parks
Account
Number C5100817
Mariners Park Improvements
$72,000.00
Division
Number 7011
Facilities
Account
Number C5100809
Newport Theatre Arts Center Entry
$13,000.00
Division
Number 7019
Capital Purchase & Repair
Account
Number C1002021
Central Library HVAC
$160,000.00
Automatic System Entry .
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2
Signed:
Financial Approval: Administ
tive Services Director
Date
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Signed:
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Administrative App val:
ity Manager
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Signed:
City Council Approval: City Clerk Date