Agenda Item AGENDA STAFF REPORT ASR Control 23-000866
MEETING DATE:	11/28/23
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	2
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	Joseph Seybold (714) 667-4921
	Erick Kollerbohm (714) 667-1649

Subject: Award Contract for County Operations Center Chiller Plant Replacement

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $97,700

Annual Cost: N/A

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: Fund 15D: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Find that the project is categorically exempt from CEQA, Class 1 (Existing Facilities) and Class 2 (Replacement or Reconstruction) pursuant to CEQA Guidelines, Sections 15301 and 15302.

Award a contract to West Coast Air Conditioning Company, Inc. to provide Pre-Construction Services for the County Operations Center Chiller Plant Replacement Project, in an amount not to exceed $97,700, effective upon execution of all necessary signatures.

Authorize the Director of OC Public Works or designee to execute contract with West Coast Air Conditioning Company, Inc.

SUMMARY:

Award of the contract to West Coast Air Conditioning Company, Inc. for Pre-Construction Services for the County Operations Center Chiller Plant Replacement Project will provide upgrades to the central plant and will increase energy efficiency to the buildings.

BACKGROUND INFORMATION:

The County Operations Center (COC) is located at 1300 S. Grand Avenue, Santa Ana, CA 92705. The scope of work for the COC Chiller Plant Replacement Project (Project) located in Building B proposes to demolish the existing two chillers, two chilled water pumps, two condenser water pumps and associated pneumatic controls in the first floor chiller room and the cooling tower and associated pneumatic controls on the roof. The Project will provide two new water-cooled centrifugal chillers that utilize non-depleting refrigerant that has a zero-ozone depletion factor and is compliant with international protocols, two new cooling towers as well as new direct digital controllers that will connect to the building automation system, upgrades to the electronic chilled water control valves, chilled water pumps, condenser water pumps, heating hot water boilers and water pumps, expansion tank and other infrastructure improvements. Temporary air-cooled chillers and heating hot water boilers will be used during construction.

On April 12, 2023, OC Public Works issued a Request for Proposal (RFP) for Construction Manager At- Risk Pre-Construction Services (Services) for the Project. The RFP was advertised in several industry publications and on the County of Orange (County) online bidding system. Two proposals were received and deemed responsive. The evaluation panel was composed of members from OC Public Works who scored the responsive proposals. See Attachment D for the Summary of Evaluators’ Scoring. The resulting rankings are as follows:

Contractors	Rank
West Coast Air Conditioning Company, Inc.	1
ACCO Engineered Systems, Inc.	2

OC Public Works is procuring Services for this Project in accordance with the 2020 Design and Construction Procurement Policy Manual (DCPM), Section 3. The Orange County Preference Policy is not applicable to contracts procured in accordance with the DCPM.

OC Public Works is recommending the Board of Supervisors (Board) award the Contract MA-080- 23011027 (Contract) to West Coast Air Conditioning Company, Inc. (Contractor) in an amount not to exceed $97,700, effective upon execution of all necessary signatures.

The Contractor's license number was verified as current and active through the California Contractors State License Board database on May 17, 2023, and a copy of the verification is on file.

An analysis was conducted to determine the cost/benefit of contracting out versus providing Services in- house. Based on this analysis, OC Public Works has determined that contracting for Services is more cost effective and allows for greater efficiency in providing the Services.

OC Public Works has conducted due diligence on the Contractor. Reference checks were satisfactory and completed with the Palm Springs Unified School District, Sierra Sands Unified School District and Encina Wastewater Authority regarding similar Projects/Services.

The Contract includes subcontractors. See Attachment B for information regarding subcontractors and Contract Summary Form.

Compliance with CEQA: The proposed Project is categorically exempt from the provisions of CEQA pursuant to CEQA Guidelines Sections 15301 and 15302, Class 1, (Existing Facilities) and Class 2 (Replacement or Reconstruction), because it consists of repair and maintenance of existing public facilities involving negligible expansion of the existing use and replacement or reconstruction of existing utility systems.

FINANCIAL IMPACT:

Appropriations for the Contract are included in Fund 15D, Countywide Capital Projects, FY 2023-24 Budget and will be included in the budgeting process for future years.

The proposed Contract includes a provision stating that this Contract may be terminated upon 10 calendars days written notice for cause and upon not less than seven calendar days' written notice for convenience without penalty to the County.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Contract MA-080-23011027 with West Coast Air Conditioning Company, Inc.
Attachment B - Contract Summary Form
Attachment C - Memorandum of Recommendation
Attachment D - Summary of Evaluators' Scoring
Attachment E - Individual Scoring Sheets