HomeMy WebLinkAbout1G OCRCity Council Staff Re{Jorl
DATE: February 11, 2021 CONSENT CALENDAR
SUBJECT: ACCEPTANCE OF CITY YARD CHILLER REPLACEMENT, CITY PROJECT
NO. 19-21.
FROM:
BY:
SUMMARY
David H. Ready, City Manager
Development Services Department
Formal City Council acceptance of City Yard Chiller Replacement, City Project No. 19-21 is
required to document the completion of the public works improvements, and to allow the
City's filing of a Notice of Completion with the Riverside County Recorder in accordance
with Section 9200 of the California Civil Code.
RECOMMENDATION:
1. Accept the public works improvement identified as City Yard Chiller Replacement, City
Project No. 19-21, as completed in accordance with the plans and specifications; and,
2. Authorize the City Engineer to execute and file for recordation with the Riverside
County Recorder a Notice of Completion for City Yard Chiller Replacement, City
Project No. 19-21.
BACKGROUND:
On December 19, 2019 City Council approved the specifications and estimate for City
Project 19-21, City Yard Chiller Replacement, and provided authorization to proceed with
bidding of the project. A copy of the staff report is included as Attachment 1.
On March 19, 2020, City Council Awarded a Construction Contract in the amount of
$244,811 to Limbach Co., LP, for the construction of City Project 19-21, City Yard Chiller
Replacement. A copy of the staff report is included as Attachment 2.
STAFF ANALYSIS:
Following award, the contract for this project was delayed due to an extended budget
review in the wake of the emerging Covid 19 Pandemic. The contract was then executed
in early June 2020 and equipment orders were released for manufacturing.
2City Council Staff Report February 11, 2021 -Page 2 Approve Notice of Completion for City Yard Chiller Replacement, City Project No. 19-21 The new Chiller equipment arrived in October 2020 and construction of the project began on October 30, 2020. The installation of the new equipment and all appurtenant improvements were determined to be substantially complete and accepted on December 11, 2020. The project was completed at the original contract amount and no change orders for additional work were issued. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Therefore, in accordance with Section 15301 (c), staff has determined that the City Yard Chiller Replacement, City Project No. 19-21, is considered categorically exempt from CEQA and a Notice of Exemption was filed with the Riverside County Clerk. FISCAL IMPACT: The Project budget, incurred expenditures, and other associated costs are identified in Table 1. Table 1 Projected Project Costs Amount FY 2016/2017 Measure J Capital Funds 260-4500-59491 $195,000 Measure J Unscheduled Capital Projects 260-4500-50000 $75,000 Project Development, Administration and Inspection ($11,235) Construction Contract ($244,811 ) Balance Remaining: $13,954 Retention funds of $12,240.55 are being held for Limbach Co., LP, pending acceptance of improvements and filing the Notice of Completion with the County Recorder's Office. A copy of the proposed Notice of Completion is included as Attachment 3.
3City Council Staff Report February 11, 2021 -Page 3 Approve Notice of Completion for Ctty Yard Chiller Replacement, City Project No. 19-21 SUBMITTED: Director of Development Services ~-David H. Ready, Ph.D. City Manager Attachments: Marcus L. Fuller, MPA, PLS, PE Assistant City Manager 1. Authorization of RFB Staff Report -December 29, 2019 2. Project Award Staff Report -March 19, 2020 3. Notice of Completion
4Attachment 1
5City Council Staff Re{Jort DATE: January 9, 2020 CONSENT CALENDAR SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E) AND AUTHORIZATION TO BID THE CITY YARD CHILLER REPLACEMENT, CITY PROJECT NO. 19-21 FROM: David H. Ready, City Manager BY: Marcus L. Fuller, Assistant City Manager/City Engineer SUMMARY The construction documents (specifications and estimates) have been completed, and in accordance with Section 7.03.040 of the Procurement and Contracting Code the City Council is required to approve and adopt plans, specifications and working details, and authorize the bid request for all public projects in excess of $200,000. Approval of this action will allow staff to proceed with bidding of this capital project, with an estimated construction cost between $225,000 and $245,000. RECOMMENDATION: Approve the specifications & estimates and authorize staff to advertise and solicit bids for the City Yard Chiller Replacement, City Project No. 19-21 (Project). BACKGROUND The chilled water (air conditioning) system at the Facilities Maintenance building at the City Yard (which is approximately 25 years old), has become functionally obsolete and is no longer able to provide for dependable, efficient, environmental regulation of the facility. This item will approve the specifications and estimates for a proposed project that will replace the existing system with a new, stand-alone unit. This item will allow staff to request bids from qualified contractors to remove and replace the chilled water system. STAFF ANALYSIS: The Facilities Maintenance building at the Palm Springs Corporate Yard is located at 425 N Civic Dr. This facility provides space for Facilities Maintenance, Street Maintenance, Parks Maintenance and Vacation Rental employees. The building also provides meeting space that is utilized by the City and Community organizations. In order to regulate the interior environmental conditions the building, the air conditioning system requires a
6City Council Staff Report January 9, 2020 --Page 2 Authorize Bid -City Yard Chiller Replacement supply of chilled water which is provided by mechanical equipment typically referred to as a chiller. To create chilled water, the Facilities Maintenance building utilizes a system comprised of a chiller, a water cooling tower, and a series of hydronic pumps. This existing equipment was installed approximately 25 years ago and is no longer capable of operating dependably and efficiently. Location Map City Project No. 19-21 proposes to remove this existing system from the building and replace it with a new 'stand-alone' chiller, which is an all in one unit that would be mounted on the exterior of the building. The new unit will be more efficient than the existing system and will provide for electronic controls and communications that allow for precise operation. A detailed scope of work and specifications have been developed and will be utilized to request bids from qualified contractors. The scope of work is generally comprised of: -Preparation of Mechanical/Architectural drawings and securing permits. -Installation of a temporary chiller that will operate during construction. -Performing selective demolition of existing systems and structures. -Installation of a 460 volt, 3 Phase Electrical Circuit -Procuring and installing a new 80 ton, air cooled, scroll chiller -Providing a 5 year parts and labor warranty from the chiller manufacturer. ENVIRONMENTAL IMPACT:
7City Council Staff Report January 9, 2020 --Page 3 Authorize Bid -City Yard Chiller Replacement Section 21084 . of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act (11CEQA11). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Therefore, in accordance with Section 15301 (c), staff has determined that the City Yard Chiller Replacement, City Project No. 19-21, is considered categorically exempt from CEQA and Notices of Exemption will be prepared and filed with the Riverside County Clerk. FISCAL IMPACT: The FY 2019/20 budget includes $265,000 in Measure J (Fund 260) for City Yard HVAC Chiller. The estimated expenditures are identified in Table 1. The final amount will be amended once bids are opened and the lowest responsible bidder is determined. Table 1 Table of Project Costs Amount FY 19/20 Measure J Fund (260) $265,000 Design Costs ($4,000) Project Administration (Estimated) ($2,000) Project Inspection ($7,000) Construction Contract Estimate ($240,000) Contingency (5%) ($12,000) Total $0
8City Council Staff Report January 9, 2020 --Page 4 Authorize Bid -City Yard Chiller Replacement SUBMITTED , ~ .. :>--2 ,.:::,'~.,A David H. Ready, Esq~ City Manager
9Attachment 2
10\ City Council Staff Re12ort DATE: April 2, 2020 CONSENT CALENDAR SUBJECT: AWARD OF A CONSTRUCTION CONTRACT TO LIMBACH CO., LP, A DELAWARE LIMITED LIABILITY COMPANY, IN THE AMOUNT OF $244,811 FOR THE CITY YARD CHILLER REPLACEMENT, CITY PROJECT NO 19-21. FROM: BY: SUMMARY David H. Ready, City Manager Engineering Services Department Award of this construction contract will allow the City to proceed with the construction of the City Yard Chiller Replacement, City Project No. 19-21. This project includes the procurement and installation of an air cooled, 80 ton, chiller at the Facilities and Maintenance building to replace one that is original to the building and has reached the end of its service life. RECOMMENDATION: 1. Award a construction contract (Agreement No. __ ) to Limbach Co., a Delaware limited liability company, in the amount of $244,811 for the City Yard Chiller Replacement, City Project No. 19-21; 2. Authorize the City Manager to execute all necessary documents. BUSINESS PRINCIPAL DISCLOSURE: Limbach Co., LP, is a Delaware limited liability company whose officers are: Charles BaGon, Michael Mccann, and Robert Morgan. Limbach Co., LP, is owned by Limbach Holdings, Inc., a Delaware corporation, and is a publicly traded corporation, traded as LMB on the Nasdaq stock exchange with over 7.7 million shares held mainly by institutional shareholders. No one person has a 5% or more financial interest in this business entity. A copy of the Public Integrity Disclosure form for Limbach Inc. is included as Attachment 1.
11City Council Staff Report April 2, 2020 --Page 2 Award Construction Contract for CP 19-21 BACKGROUND: On January 9, 2020, the City Council authorized staff to bid City Yard Chiller Replacement, City Project No. 19-21, which generally consists of the procurement and installation of a new 80 ton, air cooled, scroll chiller at the Facility and Maintenance Building located at 425 N. Civic Drive. The staff report authorizing bidding of the project is included as Attachment 2. STAFF ANALYSIS On February 20, 2020, at 3:00 p.m., the Procurement and Contracting Division received five construction bids from the following contractors listed in Table 1: Table 1 Company Location Bid Amount Limbach Co. Seal Beach, CA $244,811 Mesa Energy Systems, Inc. Irvine, CA $283,990 SCFS Anaheim, CA $285,000 F.M. Thomas, Inc. Brea, CA $286,000 Trane U.S. Inc. Brea, CA $304,167 Limbach Co. submitted the lowest bid in the amount of $244,811 which was within the engineer's estimate range of $225,000 to $245,000. Bid Analysis Staff reviewed all bid documents submitted by the apparent low bidder and determined that Limbach Co., complies with the Instructions to Bidders and has submitted the lowest responsive and responsible bid. Staff recommends that City Council approve the bid submitted by Limbach Co. A construction agreement is included as Attachment 3. Public Works Contractor Registration Law (SB 854) Under California Labor Code Section 1771 .1, as amended by Senate Bill (SB) 854 (2014), unless registered with the State of California Department of Industrial Relations (DIR), a contractor may not bid, nor be listed as a subcontractor, for any bid proposal submitted for public works projects on or after March 1, 2015. Similarly, a public entity cannot award a public works contract to a non-registered contractor, effective April 1, 2015. Staff has reviewed the DIR's contractor registration database, and has confirmed that Limbach Co., and their listed subcontractors are registered with the DIR, and are appropriately licensed.
12City Council Staff Report April 2, 2020 --Page 3 Award Construction Contract for CP 19-21 Local Business Preference Compliance Section 7.09.030 of the Palm Springs Municipal Code, "Local Business Preference Program," requires prime contractors to use good faith efforts to sub-contract the supply of materials and equipment to local business enterprises and to sub-contract services to businesses whose work force resides within the Coachella Valley. Limbach Co., is not considered a local business; however, they have demonstrated sufficient evidence of good faith efforts to sub-contract the supply of materials and equipment to local businesses. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Therefore, in accordance with Section 15301 (c), staff has determined that the City Yard Chiller Replacement, City Project No. 19-21, is considered categorically exempt from CEQA and a Notice of Exemption was filed with the Riverside County Clerk included as Attachment 4. FISCAL IMPACT: In 2015, one of the two central plant chillers located at the Airport failed, requiring the use of a rented chiller for a 10-month period. Staff requested proposals from four qualified chiller providers and received bids ranging from $11,049.33 to 15,000 a month, for an overall cost of $115, 893.30. As these figures represent costs from nearly five years ago, an adjustment factor of 3% would most likely reflect the current market. An estimated cost of $70,000 could be expected if the City were to defer replacement of the chiller and rent for the next 6-month. Due to the additional expense and the comparative cost for the replacement chiller staff recommends proceeding with the project. The FY 2016/2017 budget appropriated $210,000 for the city yard chiller replacement of which approximately $195,000 remains. This budget item was comprised of Measure J Capital Funds. In order to fully fund this project additional appropriation of funding is required. Staff recommends an appropriation of $75,000 from Measure J excess and carry over funds. The current available balance in the Measure J, unscheduled capital project account (260-4500-50000}, is approximately $3.7 million. The estimated expenditures for this project are identified in Table 2.
13City Council Staff Report April 2, 2020 --Page 4 Award Construction Contract for CP 19-21 Projected Project Costs Table 2 FY 2016/2017 Measure J Capital Funds 260-4500-59491 Measure J Unscheduled Capital Projects 260-4500-50000 Project Administration and Inspection (Estimated) Construction Engineering and Inspection (Estimated) Construction Contract Continaency 5% Balance Remaining: Amount $195,000 $75,000 ($2,500) ($7,500) ($244,811 ) ($12,000) $3,189 s~ ... ~ ~---"""::::~~----~ ~ ~ _;2 ~ ~ ___, llllarcus L. Fuller, MPA, PLS, PE David H. Ready, Esq~ Assistant City Manager/City Engineer City Manager Attachments: 1 . Public Integrity Disclosure Forms 2. Staff Report-Authorization to Bid -November 6, 2019 3. Construction Agreement 4. Notice of Exemption
14Attachment 3
15Recording Requested By: City of Palm Springs When Recorded Mail To: Name Anthony J. Mejia, City Clerk Street Address 3200 E. Tahquitz Canyon Way City& State Palm Springs, CA 92262 SPACE ABOVE THIS LINE FOR RECORDERS USE NOTICE OF COMPLETION (CA Civil Code§§ 8180-8190, 8100-8118, 9200-9208) NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is an owner of an interest of estate in the hereinafter described real property, the nature of which interest or estate is: _F_ee _____________________________ (e.g. fee, leasehold, joint tenancy, etc.) 2. The full name and address of the undersigned owner or reputed owner and of all co-owners or reputed co-owners are: Name Street and No. City State City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs CA 92262 3. The name and address of the direct contractor for the work of improvement as a whole is: Limbach CO, 1709 Apollo Court, Seal Beach, CA 90740 4. This notice is given for (check one): 121 Completion of the work of improvement as a whole. • Completion of a contract for a particular portion of the work of improvement (per CA Civ. Code § 8186). 5. If this notice is given only of completion of a contract for a particular portion of the work of improvement (as provided in CA Civ. Code § 8186), the name and address of the direct contractor under that contract is: Not Applicable 6. The name and address of the construction lender, if any, is: Not Applicable 7. On the 11th day of December , 20~. there was completed upon the herein described property a work of improvement as a whole (or a particular portion of the work of improvement as provided in CA Civ. Code § 8186) a general description of the work provided: City Project No. 19-21, City Yard Chiller Replacement 8. The real property herein referred to is situated in the City of _P_al_m_S_pr_in_gs ______ , County of _R_iv_er_sid_e _____ _ State of California, and is described as follows: Removal and Replacement of HVAC Equipment 9. The street address of said property is: City of Palm Springs Corporate Yard, 425 N. Civic Drive, Palm Springs, CA,·92262 10. If this Notice of Completion is signed by the owner's successor in interest, the name and address of the successor's transferor is: Not applicable I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: _____________ _ By: ________________ _ Signature of Owner or Owner's Authorized Agent Joel Montalvo/City Engineer City of Palm Springs Page 1 of 2
16VERIFICATION I, Joel Montalvo · , state: I am the City Engineer ~ ("Owner", "President", "Authorized Agent'', "Partner", etc.) of the Owner identified in the foregoing Notice of Completion. I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed on ________ , ___ (date), at _P_a_lm_S~p~r_in-g_s _______________ (City),~ (State). Signature of Owner or Owner's Authorized Agent Joel Montalvo, City Engineer City of Palm Springs PROOF OF SERVICE DECLARATION STATE OF CALIFORNIA COUNTY OF ___________ _ On ______________ , ___ (date), before me, ________________ , Notary Public (name and title of officer) personally appeared _______________ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENAL TY OF PURJURY under the laws of the State of California that the foregoing paragraph is true and correct. Witness my hand and official seal. Page 2 of2 Signature