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APPROVE A PROFESSIONAL SERVICES CONTRACT FOR ENGINEERING DESIGN SERVICES WITH TURLEY AND ASSOCIATES MECHANICAL ENGINEERING GROUP, INC. FOR THE MUNICIPAL UTILITIES DEPARTMENT HVAC UPGRADES AND RE-ROOFING (PROJECT NOS. M15006, M15007, M15008, M15013, AND M15014)
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to execute a Professional Services Contract with Turley and Associates Mechanical Engineering Group, Inc., in the amount of $124,160, for the Municipal Utilities Department (MUD) Heating, Ventilation, and Air Conditioning (HVAC) Upgrades and Re-Roofing (Project Nos. M15006, M15007, M15008, M15013, and M15014).
It is further recommended that the motion authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
This project entails replacing aged, ineffective, and inoperative HVAC equipment, and installing new roofing on five buildings at the MUD facility on Navy Drive. The first phase of this project, the engineering design services phase, will include preparation of plans and specifications needed to advertise and construct the project, and provision of support services during the bidding and construction of the project.
Professional services for studies, testing, and engineering are awarded on the basis of technical merit or qualifications, rather than the lowest price. A Request for Proposal (RFP) process is used to solicit detailed proposals for specific projects, based on a general scope of work. These proposals are then evaluated and ranked.
The City emailed the RFP for professional services for this project to seven firms identified as qualified to undertake the task required for this project. Three firms submitted a proposal. A Selection Committee comprised of Public Works and MUD staff reviewed the three proposals and ranked the firms. It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract with Turley and Associates Mechanical Engineering Group, Inc., in the amount of $124,160, for the MUD HVAC Upgrades and Re-Roofing project. Design services are anticipated to be complete by March 2016, with construction starting in the third quarter of 2016.
In 2011, a Capital Improvement and Energy Management Plan (CIEMP) was completed for the RWCF. The purpose of the CIEMP was to identify and prioritize necessary improvements needed at the RWCF through 2035. The proposed work to re-roof and upgrade HVAC systems at the RWCF does not conflict with the CIEMP recommendations.
DISCUSSION
Background
MUD, located at 2500 Navy Drive (Vicinity Map - Attachment A), operates the Regional Wastewater Control Facility (RWCF) serving the Stockton and outlying County areas. The RWCF is comprised of nine separate buildings and structures. Many of the roofs and/or the HVAC equipment on buildings located within the RWCF are original to the construction of the facility, and have either passed their useful life or are inoperative. The fumes, odors, and heat generated in some of the buildings require that the HVAC equipment be functional in order to provide adequate ventilation and temperature conditioning of the space.
The MUD HVAC Upgrades and Re-Roofing project proposes the following:
Building Project No. Scope of Work
Co-generation M15006 Re-roof and upgrade the HVAC system
Maintenance M15007 Replace an evaporative cooler
Belt Press M15008 Re-roof and upgrade the HVAC system
Old Digester M15013 Re-roof
Operations M15014 Evaluation of the current HVAC system
In 2011, a Capital Improvement and Energy Management Plan (CIEMP) was completed for the RWCF. The purpose of the CIEMP was to identify and prioritize necessary improvements needed at the RWCF through 2035. In addition, the CIEMP also addresses energy efficiency and renewable energy improvements and/or alternatives. The work to re-roof and upgrade HVAC systems on the three buildings noted above are not part of the CIEMP recommendations and work on other buildings is maintenance in nature. As such, the described work above can move forward before the implementation of CIEMP. Each building location is assigned its own project number for budget funding and tracking purposes.
A Professional Services Contract for engineering design services is required for preparation of plans, specifications, and an engineer’s estimate in order to advertise and construct the project. The contract will also include support services during bidding and construction of the project.
Present Situation
The City emailed the RFP for professional services for this project to seven firms identified as qualified to undertake the task required for this project. In May 2015, proposals were received from three qualified firms as follows:
|
COMPANY NAME |
BID AMOUNT |
ADJUSTED BID AMOUNT (local preference applied) |
|
Turley and Associates Mechanical Engineering Group, Inc., Sacramento, CA |
$124,160 |
$124,160 |
|
Alexander Scheflo and Associates, Stockton, CA |
$245,350 |
$233,082.50 |
|
Stantec Consulting Services, Inc., San Francisco, CA |
$401,928 |
$401,928 |
The Local Business Preference Ordinance (Stockton Municipal Code Section 3.68.090) applies to this contract. Alexander Scheflo and Associates is located within the City limits, and a five percent bidder preference has been applied to their original bid amount. This adjustment does not change the bid order. The Local Employment Ordinance (Stockton Municipal Code Section 3.68.095) does not apply to this contract.
A Selection Committee comprised of Public Works and MUD staff reviewed and ranked the three submitted proposals based on a number of weighted factors, including relevant project experience, project approach, technical expertise, and cost. Turley and Associates Mechanical Engineering Group, Inc. was the highest ranked firm and was recommended for award to provide the needed professional services.
Staff considers Turley and Associates Mechanical Engineering Group, Inc.’s proposed fee of $124,160 to be reasonable. Of the three submissions, it is the lowest cost proposal even if a local preference was applied for the local vendor. It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract, in the amount of $124,160 (Attachment B), for the MUD HVAC Upgrades and Re-Roofing (Project Nos. M15006, M15007, M15008, M15013, and M15014). Design services are anticipated to be complete by March 2016, with construction starting in the third quarter of 2016.
Financial Summary
Funding is allocated annually for HVAC and roof repair work on pump stations. For Fiscal Year 2015-2016, sufficient funds are available in account 431-4331-575 (Wastewater Treatment Plant Maintenance) for this professional services contract with Turley and Associates Mechanical Engineering Group, Inc. in the amount of $124,160.
The City Manager is authorized to award the Professional Services Contract and to record any financial transactions necessary to accomplish the purpose and intent of the motion.
There is no impact to the City’s General Fund or to any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract with Turley and Associates Mechanical Engineering Group, Inc.