To: Board of Supervisors
From: Public Works
Agenda Section: Consent
SUBJECT:
title
Bid Award for Network Operations Center HVAC Replacement Project, Project Number 162830
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Receive and file the bids for the Information Technology (IT) Network Operations Center HVAC Replacement Project;
2. Award the project to the lowest responsible and responsive bidder, BESC, Inc. dba California Heating, Arcata, California, in the amount of $310,000 for the base bid plus additive alternate; and
3. Authorize the Board Chair to execute the agreement with BESC, Inc. dba California Heating, after staff approves the bonds and insurance.
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SOURCE OF FUNDING:
American Rescue Plan Act (ARPA) 3232-120200
DISCUSSION:
The Information Technology Building at 839 4th Street is in need of replacement of the rooftop chillers and an interior air handling unit serving the county’s network infrastructure. The existing system is degrading quickly and is backed up with a modular cooling unit which is not a long-term solution for cooling the space. Loss of these cooling systems could be catastrophic to the county’s information technology infrastructure.
Public Works, through its mechanical engineering consultants, have produced plans and specifications to replace the rooftop chiller units, piping and the non-functional interior air-handling unit with a new system to serve the facility. The engineer’s estimate for this project including an additive alternate was $305,000, with the entire project budget including hard and soft costs being $350,000.
The lowest responsible responsive bidder’s bid included a $250,000 Base Bid and $60,000 for the Additive Alternate. Removal of the additive alternate from the awarded scope of work is not recommended. The additive alternate includes replacement of one (1) of the two (2) existing rooftop chillers that is currently functional but is very close to being unrepairable. Given the current procurement times of chiller units, the unit may become inoperable in the time it takes to perform the base-bid work. The unit will need to be replaced in the near future in any case and replacing it now will save both time and escalation costs. Both Maintenance Staff and outside technicians have recommended replacement of both chillers at this time. Award of both the Base Bid and Additive Alternate for a total of $310,000 along with existing and anticipated soft costs appear to keep the project within the currently identified budget. Therefore, staff recommends awarding both the Base Bid and Additive Alternate for a total of $310,000.
FINANCIAL IMPACT:
Currently, the project budget is estimated at $350,000. The lowest responsible responsive bidder’s bid included a $250,000 Base Bid and $60,000 for the Additive Alternate for a total of $310,000. Sufficient funds are available in the approved fiscal year 2022-23 ARPA budget 3232-1202001.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing for and maintaining infrastructure .
OTHER AGENCY INVOLVEMENT:
None
ALTERNATIVES TO STAFF RECOMMENDATIONS:
Not to proceed with awarding the IT Network Operations Center HVAC replacement project or award the project on only the Base Bid cost. Neither of these alternatives are recommended, as the current state of the equipment will continue to deteriorate, and necessary cooling of the county’s IT Network Operations Center infrastructure will fail requiring system-wide shut down or require repair of the Additive Alternate work at a later date for what will likely be a greater cost and extended time period.
ATTACHMENTS:
1. Bid results dated Nov. 1, 2022
2. Section 005200 - Agreement Form
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-15
Meeting of: 10/4/2022
File No.: 22-1297