May 17, 2005

SUBJECT:       Award of Contract for Design and Construction Support Services for Modification of the Heating, Ventilating and Air Conditioning System at the Public Safety Building (F0402-34)

REPORT IN BRIEF

Approval is requested for the award of a contract to the AEPC Group, LLC, of San Ramon to provide design and construction support services for the modification and improvement of the existing heating, ventilating and air conditioning (HVAC) system at the Public Safety Building for the Department of Public Works Engineering Division (Project #PR-05/01-05).

BACKGROUND

An evaluation of the Public Safety Building heating, ventilating and air conditioning (HVAC) system in 2004 revealed that several system components have exceeded their useful life, including the chiller, cooling tower, air handling unit, boiler, reheat coils and several pumps.  In addition, the entire system needs air balancing and rezoning; and replacing the obsolete equipment and upgrading the existing control system with a new Energy Management System (EMS) will minimize heating and cooling issues in the building during peak demands and result in a more effective, efficient system.

DISCUSSION

Request for Proposals #F0402-34 was issued on February 23, 2005, seeking proposals from qualified engineering firms to provide the design and construction support services necessary to move forward with the required improvements at the Public Safety Building.

The RFP was directly mailed and broadcast to potential consultants through the DemandStar by Onvia public procurement network.  Fourteen consulting firms requested proposal documents; and proposals were received from the following consultants:

·         AEPC Group, LLC, of San Ramon;

·         Ajmani & Pamidi, Inc., of San Francisco;

·         Axiom Engineers of Campbell;

·         ESI Engineering Services of Walnut Creek;

·         Entek Corp. of Pleasant Hill;

·         H & M Mechanical Group of Oakland;

·         Mechanical Applications Consultants of San Jose;

·         Salas O’Brien Engineers, Inc., of San Jose; and

·         Tmad, Taylor & Gaines of Oakland.

Proposals were evaluated, based on the following criteria:

• Relevant experience;
• Ability and capacity to perform the required services;
• Grasp of project requirements;
• Method to be used to fulfill contract requirements; and
• Experience and methods proposed for budgeting and financial control and progress reporting.

An evaluation team of City employees reviewed the proposal packages and conducted oral interviews with the most promising proposers.  The team determined that the AEPC Group is the most qualified of the proposers, based on its experience—both with the City as well as with other organizations.  After several visits to the jobsite, the firm presented a proposal that exhibited a thorough understanding of the project and included several options and alternative solutions for City consideration.  In addition, the firm has an excellent Quality Assurance Program to ensure that its customers receive competently prepared and workable designs.

Staff, therefore, recommends contract award to AEPC Group, LLC. 

FISCAL IMPACT

Project design costs include:

Funds for design and construction support services are available in Public Works Infrastructure Project No. 819610 - Public Safety Buildings - HVAC.  It is anticipated that construction will begin in late 2005 or early 2006.

RECOMMENDATION

It is recommended that Council award a contract, in substantially the same form as the attached draft and in amount an amount not to exceed $117,250, to AEPC Group, LLC, to provide design and construction support services for the modification and improvement of the heating, ventilating and air conditioning at the Public Safety Building.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Marvin Rose

Director, Public Works

Approved by:

Amy Chan

City Manager

Attachments

A.       Draft Consultant Services Agreement (.pdf)