AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 17-000066
MEETING DATE:	03/28/17
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	Shane Silsby (714) 667-9700
	Tim Corbett (714) 667-4931

Subject: Approve Contract for Maintenance and Repair of Water Chillers

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $249,452

Annual Cost: FY 2017-18 $1,000,548
FY 2018-19 $1,000,548
FY 2019-20 $1,000,548
FY 2020-21 $1,000,549
FY 2021-22 $748,355

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Find that the subject action is Categorically Exempt (Class 1) from provisions of CEQA, per Section 15301 of the CEQA Guidelines, which provides an exemption for repair, maintenance and minor alterations to existing public facilities or structures.

Approve aggregate Contract with ACCO Engineered Systems and FM Thomas Air Conditioning, Inc. for Maintenance and Repair Services of Water Chillers, for a Contract term of five years, for a total not-to-exceed Contract amount of $5,000,000.

Authorize the County Purchasing Agent or authorized Deputy to execute the Contracts with ACCO Engineered Systems and FM Thomas Air Conditioning, Inc.

SUMMARY:

Approval of an aggregate Contract will support compliance with maintenance and repair cycles of water chillers to increase the longevity of equipment that supports the County's operational needs during both scheduled and non-scheduled work efforts and maximizes the length of their serviceable use.

BACKGROUND INFORMATION:

OC Public Works is requesting approval from the Board of Supervisors (Board) to execute an aggregate Contract MA-080-17011044 (Contract) with ACCO Engineered Systems and FM Thomas Air Conditioning, Inc. for Maintenance and Repair of Water Chillers, in support of the on-going need for servicing water chillers for agencies throughout the County.

On November 7, 2016, OC Public Works released an Invitation for Bids (IFB) for Maintenance and Repair of Water Chillers. On November 29, 2016, bids were received from ACCO Engineered Systems and FM Thomas Air Conditioning, Inc. The two bidders met the minimum qualifications in the IFB, and each provided the lowest responsive responsible bids in the given categories for routine service calls. See Attachment C for Bid Recap.

Reference checks were completed for ACCO Engineered Systems with the City of Irvine, County of Riverside and Equinix, Inc. Reference checks were completed for FM Thomas Air Conditioning, Inc. with the City of Los Angeles, City of Downey and City of La Mirada.

No single vendor can fulfill the continuous on-going demands required. If approved, an aggregate Contract will be issued to the two vendors that will cap the total expenditures for the combined workload. Work is proposed to be allocated between the two contractors to meet the volume and expertise demands, as needed, and to achieve maximum efficiency, lowest County costs and minimal turn-around time for Maintenance and Repair of Water Chillers.

The Contract does not include subcontractors. See Attachment D for the Contract Summary Form.

Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from CEQA pursuant to Section 15301 of the CEQA Guidelines, which provides for the exemption for repair, maintenance and minor alterations to public facilities or structures involving negligible or no expansion of use beyond that which already exists. This project involves a new Contract to support plumbing system maintenance and repair at existing public facilities and structures Countywide.

FINANCIAL IMPACT:

Appropriations and revenue for the Contract are included in the FY 2016-17 Modified Budget, for Budget Control 080, OC Public Works and will be included in the budgeting process for future years. If billable to revenue generating departments, the cost will be offset by applicable revenues.

The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Contract MA-080-17011044 with ACCO Engineered Systems
Attachment B - Contract MA-080-17011044 with FM Thomas Air Conditioning, Inc.
Attachment C - Bid Recap
Attachment D - Contract Summary Form