REPORT TO THE CITY COUNCIL October 29, 2015 FROM: SCOTT L. MOZIER, PE, Director Public Works Department BY: ROBERT N. ANDERSEN, PE, Assistant Director Public Works Department - Capital Management Division DEBBIE BERNARD, Project Manager Public Works Department - Facilities Management Division SUBJECT ..Title Actions pertaining to an award of a construction contract to Bedard Controls, Inc. of Fresno, CA in the amount of $498,901 including the base bid plus add alternates 1 and 2 for the Fresno City Hall Heating, Ventilating & Air Conditioning (HVAC) Controls Upgrade Phase II (Bid File No. 3379) (Council District 3) 1. Adopt finding of a Categorical Exemption per staff determination, pursuant to Section 15301 of the California Environmental Quality Act (CEQA) Guidelines 2. Award a construction contract with Bedard Controls, Inc. of Fresno, CA in the amount of $498,901 including the base bid plus add alternates 1 and 2 for the Fresno City Hall HVAC Controls Upgrade Phase II ..Body RECOMMENDATIONS Staff recommends that Council adopt a finding of Categorical Exemption and award a construction contract with Bedard Controls, Inc. of Fresno, CA in the amount of $498,901 including the base bid and add alternates 1 and 2 for the Fresno City Hall HVAC Controls Upgrade Phase II project. EXECUTIVE SUMMARY On May 2, 2013 Council approved a construction contract to replace the City Hall controls system to a Johnson Control System for ease of operation and maintenance since a majority of City facilities have a Johnson Control System. Due to budget constraints, the 2013 project was only able to install the Direct Digital Controls/Energy Management (DDC/EMS) system, replace the existing main air handler controls and the existing heating boiler controls for the entire building and replace the controls on the second floor while installing additional conduits for future expansion to the remaining floors. This phase of the project will replace controls on the existing Variable Air Volume (VAV) and fan terminal boxes and other fan coils controls on the first, third and fourth floors of City Hall. BACKGROUND On May 2, 2013 Council approved a construction contract to replace the City Hall controls system to a Johnson Control System for ease of operation and maintenance since a majority of City facilities have a Johnson Control System. Lawrence, Nye, Andersen Associates, Consulting Mechanical Engineer Inc. of Fresno, CA prepared construction contract documents for the construction of the Fresno City Hall H.AC Controls Upgrade Phase II. The base bid will replace controls on the existing VAV and fan terminal boxes and other fan coils controls on the fourth floor of City Hall. Add Alternates 1 and 2 will replace controls on the existing VAV and fan terminal boxes and other fan coils controls on the first and third floors respectively of City Hall. A Notice Inviting Bids was published in the Business Journal on July 15, 2015, and posted on the City's website and faxed to ten (10) building exchanges. The specifications were distributed to five (5) prospective bidders. Two (2) sealed bid proposals were received and opened in a public bid opening on August 4, 2015 with the bids ranging from $498,901 to $529,525 for the Base Bid and all Add Alternates. The lowest bid was determined to be $498,901 by the lowest responsive and responsible bid for the total amount of the Base Bid plus Add Alternates 1 and 2. Staff is recommending that Council adopt finding of a Categorical Exemption and award of a construction contract to Bedard Controls, Inc. of Fresno, CA in the amount of $498,901 for the Base Bid plus Add Alternates 1 and 2 and authorize the Public Works Director or designee to sign and execute the standardized contract on behalf of the City of Fresno. ENVIRONMENTAL FINDINGS Staff has determined that a Categorical Exemption is appropriate, based on Class 1 Section 15301 of the CEQA Guidelines, which exempts the minor alteration of existing public or private 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. Furthermore, Staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project. Staff recommends that the Council, based upon its own independent judgment, adopt finding of a Categorical Exemption per staff determination, pursuant to Section 15301, Class 1 of the CEQA guidelines for the Fresno City Hall HVAC Controls Upgrade Phase II project. LOCAL PREFERENCE Local preference was not implemented because the apparent lowest responsive and responsible bidder is a local business. FISCAL IMPACT This $498,901 project was included in the adopted FY2016 budget for the Public Works Department Facilities Management Division. Attachments: Bid Evaluation Fiscal Impact Statement