TITLE
Recommendation to adopt Plans and Specifications No. 3005010080 and award a contract to Pardess Air, Inc., of Los Angeles, CA, for the Heating, Ventilation and Air Conditioning System upgrade at the Emergency Communications and Operations Center, in an amount of $517,000, authorize a 15 percent contingency in the amount of $77,550, for a total contract amount of $594,550, for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments. (District 4)
DISCUSSION
City Council approval is requested to enter into a contract with Pardess Air, Inc., to provide construction services for the upgrade of the Heating, Ventilation, and Air Condition (HVAC) System at the Emergency Communications and Operations Center (Project). The existing HVAC system serving this facility has been in operation 24/7 for approximately 19 years and has reached the end of its life. The system is now experiencing mechanical failures and needs replacement.
This Project involves the replacement of the existing rooftop HVAC units, upgrades to the HVAC control system, and cleaning and repairs to the existing mechanical ductwork. The new HVAC units will provide greenhouse gas reductions and energy savings benefits.
This bid was advertised in the Long Beach Press-Telegram on September 23, 2021, and 415 potential bidders specializing in construction services, materials, and supplies were notified of the bid opportunity. Of those bidders, 37 downloaded the bid via the City’s electronic bid system. The bid announcement was made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 39 local, minority, and women-owned business groups. Three bids were received on November 4, 2021. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprises (SBE), and none were Long Beach vendors (Local). The selection committee determined that Pardess Air Inc., of Los Angeles, CA (SBE), was the lowest responsible bidder.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the bid specifications. Through outreach, one Long Beach vendor was notified to a submit bid, of which one downloaded and none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on December 6, 2021, Purchasing Agent Michelle Wilson on December 7, 2021, and by Budget Operations and Development Officer Rhutu Amin Gharib on December 9, 2021.
TIMING CONSIDERATIONS
City Council action is requested on January 4, 2022, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract will not exceed $594,550, inclusive of a 15 percent contingency. The total Project cost is estimated at $1,130,000 and includes the contract award, and cost for design, construction, construction management, labor compliance, and project oversight. The total project cost is funded by $830,000 in Measure A funds and $300,000 of AB 32 funds. Sufficient appropriations are budgeted in the Capital Projects Fund Group in the Public Works Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. The number of additional local jobs created by this project will not be known until the contractors have completed their hiring and construction has commenced.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER