To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Dale Roberts 707-547-1979
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
404 Aviation Boulevard, Santa Rosa HVAC Retrofit - Contract Award
End
Recommended Action:
Recommended action
A) Adopt and approve the Project Manual and Drawings (“plans and specifications”) entitled "404 Aviation Boulevard HVAC Retrofit.”
B) Award the contract to with Buhler Commercial Construction for construction of 404 Aviation Boulevard HVAC Retrofit and authorize the Chair to execute the contract.
C) Authorize the General Manager of Sonoma County Water Agency to sign Section 00 65 23 (Agreement and Release of Any and All Claims), with County Counsel review, if any unresolved claims are listed by the contractor.
end
Executive Summary:
This item requests approval of a contract with Buhler Commercial Construction for $1,758,949.00 for construction of 404 Aviation Boulevard HVAC Retrofit Project.
Discussion:
Sonoma County Water Agency’s (Sonoma Water) administration building at 404 Aviation Boulevard in Santa Rosa was constructed in 1992. The HVAC system located at the building is at the end of its useful life and needs replacement.
Sonoma Water entered into an engineering services agreement with GHD in January 2019 to collect data and evaluate options for replacing the HVAC system with more energy efficient and cost-effective HVAC system. Of those evaluated, the option that proved to have the most cost-effective life cycle was replacing the HVAC mechanical equipment and modernizing the electrical, instrumentation, and controls systems. This option would also allow the building to remain occupied without a costly relocation of staff during construction. Sonoma Water’s Board authorized the General Manager to amend GHD’s engineering services agreement to design the HVAC system retrofit in December 2019. Construction of this retrofit would replace much of the HVAC system to extend its useful life and improve system efficiency.
404 Aviation Boulevard HVAC Retrofit Project (Project) consists of retrofitting the existing heating, ventilating, and air conditioning (HVAC) system located at Sonoma Water’s Administration Building. The existing HVAC system consists of 17 air handling units of nominal cooling capacities ranging from 2 to 60 tons. The Work includes associated structural, mechanical, electrical, instrumentation, and control modifications to support the HVAC air handling units’ replacement and building management system replacement.
The Work consists of retrofitting of Sonoma Water’s existing heating, ventilating, and air conditioning (HVAC) system located at Sonoma Water’s approximately 60,000 square foot Administration Building at 404 Aviation Boulevard, Santa Rosa, CA 94503. The existing HVAC system consists of 17 air handling units of nominal cooling capacities ranging from 2 to 60 tons. Work shall be completed within 295 days from the date when contract time commences to run.
The Project was first advertised on August 26, 2021. Sonoma Water staff, County Counsel and outside counsel determined that the bids had irregularities due to misinterpretations by bidders of Sonoma Water’s bidding requirements. The bids submitted could be challenged as non-responsive and could lead to legal challenges by other bidders. Therefore, Sonoma Water staff recommended revising the language in the bidding requirements and re-bidding the Project. On December 7, 2021, Sonoma Water’s Board of Directors rejected all bids for construction of the Project.
Competitive process, selection & cost detail:
The Project was re-advertised for bids: 01/13/2022
Bids were opened: 02/15/2022
Bids for construction of said Project were received on February 15, 2022, as follows:
|
Trahan Mechanical, Inc., San Rafael, California |
$1,838,000 |
|
Buhler Commercial, San Francisco, California |
$1,758,949 |
|
DMR Builders, Santa Rosa, California |
$1,519,262 |
|
S&H Construction, Inc., Fremont, California |
$2,268,600 |
|
Peterson Mechanical, Sonoma, California |
$1,774,169 |
|
Matrix HG, Inc., Concord, California |
$1,822,541 |
The Engineer’s Estimate was $1,850,000.
Sonoma Water staff and County Counsel determined that the lowest bid received from DMR Builders for $1,519,262 was incomplete and therefore, non-responsive. Per section 00 41 00 of the Project Manual - Bid Form, all Bid Items, including lump sums and unit prices, must be filled in completely. DMR Builders omitted Unit Prices for Bid Item 7. Hydronic Control Valves and Bid Item 8. Hydronic Circuit Setting Devices. Sonoma Water notified DMR Buildings on 15 February 2022 that their Bid would be rejected and that Sonoma Water would be moving on to the second low bidder.
The lowest responsive and responsible bid is from Buhler Commercial Construction and is $91,051.00 below the Engineer’s Estimate. Buhler Commercial Construction is experienced in this type of construction and met the experience requirements.
A contractor must execute a release of claims (Section 00 65 23) before final payment but may except any unresolved claims from the release. The requested action authorizes the General Manager to approve the release unless the contractor lists unresolved claims. In that case, County Counsel must review Section 00 65 23 prior to General Manager approval.
Construction on the Project is scheduled to begin approximately May 23, 2022, with an estimated completion date of February 10, 2023.
Sonoma Water’s General manager determined that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15301(a)(b) Existing Facilities and Section 15302(c) Replacement or Reconstruction. The project would consist of the minor alteration of existing public facilities and electrical equipment that involves negligible or no expansion of use; and the replacement and reconstruction of the existing public facilities including replacement of the energy management system, HVAC mechanical equipment, and the electrical, instrumentation and control modifications to support the HVAC system. The project will be located on the same site and would have substantially the same purpose and capacity as the structure replaced. Sonoma Water staff prepared a Notice of Exemption on May 24, 2021, in accordance with the CEQA, the State CEQA Guidelines and Sonoma Water’s Compliance Procedures for CEQA. Pursuant to Section 15602(d) a Notice of Exemption was prepared on May 24, 2021, and the 180 day statute of limitations ended November 20, 2021.
Sonoma Water recommends the Board take the following actions:
A) Adopt and approve the Project Manual and Drawings (“plans and specifications”) entitled "404 Aviation Boulevard HVAC Retrofit.”
B) Award the contract to with Buhler Commercial Construction for construction of 404 Aviation Boulevard HVAC Retrofit and authorize the Chair to execute the contract.
C) Authorize the General Manager of Sonoma County Water Agency to sign Section 00 65 23 (Agreement and Release of Any and All Claims), with County Counsel review, if any unresolved claims are listed by the contractor.
ALTERNATIVES:
The existing building mechanical heating, ventilating, and air-conditioning system would continue to break down and need costly repairs over time.
Prior Board Actions:
12/07/2021: 404 Aviation Boulevard HVAC Retrofit - Rejection of All Bids
10/19/2021: Approved third amended agreement between Sonoma Water and GHD, Inc., for Engineering and Design Services for Mechanical HVAC Systems at 404 Aviation Boulevard. Cost $182,440; term end January 30, 2023.
12/17/2019: Approved amended agreement between Sonoma Water and GHD, Inc., for Engineering and Design Services for Mechanical HVAC Systems at 404 Aviation Boulevard. Cost $135,740; term end January 30, 2022.
Fiscal Summary
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Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$1,758,949 |
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Additional Appropriation Requested |
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Total Expenditures |
$1,758,949 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$1,758,949 |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$1,758,949 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $1,758,949 is available from FY 2021/2022 appropriations for the Facilities Fund. No additional appropriation is required.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
None.
Related Items “On File” with the Clerk of the Board:
Project Manual and Drawings