CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 25-111, Heating, Ventilation, Air Conditioning and Dehumidification Services, to Beery Heating and Cooling, Inc. for an amount not to exceed $243,680 and for a one-year term
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Buildings Operations Division (DPW-PBO) and the Department of Public Utilities - Water (DPU-W) require the services of a licensed heating, ventilation, air conditioning and dehumidification (HVAC-D) contractor to perform services on an as-needed basis for work that is either beyond the scope of in-house staff and/or to augment and improve the efforts of in-house staff. The licensed HVAC-D contractors provide services consisting of maintenance, repair and replacement of the HVAC and dehumidification systems, and associated equipment located at more than 50 City facilities maintained by DPW-PBO, seven secured facilities maintained by the Water Utilities, and nine secured facilities maintained at the Springbrook Water Reclamation Center.
In March 2025, PBO-DPW and DPU-W issued Bid 25-111 seeking vendors to provide HVAC-D services. The goal of the bid is to partner with one or more contractors to provide the full range of services outlined above. The contract includes all labor, tools, materials and equipment required to complete the related services.
DISCUSSION:
|
Advertisement Date: |
3/11/25 |
Notices Sent: |
314 |
|
Opening Date: |
4/1/25 |
Planholders: |
27 |
|
|
|
Proposals Received: |
3 |
Bids were received from the following vendors:
|
Vendor Name |
DPW Group A |
DPU-W Group B |
Options |
|
Beery Heating & Cooling |
$46,870 |
$39,200 |
$157,610 |
|
Jason Mechanical Corp |
$60,360 |
$58,730 |
$198,525 |
|
Anchor Mechanical Inc |
$62,620 |
$58,320 |
$359,588 |
The total cost for Group A and Group B is comprised of hourly rates and material markup multiplied by estimated hours and spending respectively. Beery Heating and Cooling was the lowest responsive and responsible bidder for both groups. Staff is confident in awarding both Group A and Group B to Beery Heating and Cooling.
In addition to the total maintenance and repair costs estimated within the bid document, DPW-PBO has identified the following projects to be completed as part of CIP MB209, Roof Top Unit Ventilation System Replacement. MB209 was established in 2017 to replace aging and failing R-22 rooftop air conditioning units with environmentally friendly, energy-efficient 410A units at City facilities. The costs associated with the projects, obtained as options in this bid, are listed below and included within the total award request.
1. Replacement of five rooftop units at the Public Works Service Center ($60,510)
2. Install a rooftop unit to serve the warehouse at the Electric Service Center ($24,580)
3. Replacement of the air conditioning units at the Indian Hills Substation ($15,825)
4. Replacement of the rooftop unit that serves the fitness/training room at the Police Department ($14,265)
5. Replacement of infrared tube heaters at Fire Station #5 ($7,350)
6. Replacement of the rooftop unit at Fire Station #5 ($12,650)
7. Replacement of the boiler, and installation of a new expansion tank, circulator pump, air separator, and valves at the Municipal Center ($11,500)
8. Removal and replacement of baseboard covers in Municipal Center locker rooms and fitness room ($10,930)
Staff recommends Beery Heating and Cooling Inc. for the award as the lowest responsive and responsible bidder for the procurement of construction services, as defined by section 1-9B-7 of the Procurement Code (RBO-qualified).
The term of this contract is one year from May 1, 2025, to April 30, 2026, with four, one-year options to extend.
FISCAL IMPACT:
CIP #: MB209
General heating ventilation, air conditioning and dehumidification services are expensed to the Building and Grounds Maintenance and Building Improvements accounts below. A total of $437,000 is budgeted for general building maintenance services in 2025, including HVAC maintenance and repairs. Replacement of rooftop units and ventilation systems are expensed to the Building Improvements accounts listed below as part of the capital improvement program. This work is related to MB209, Roof Top Unit and Ventilation System Replacement, for which a total of $375,000 is budgeted in 2025. The requested award of $248,575 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$817,600 |
|
31341300-551500 |
Electric Utility Fund |
$555,000 |
|
31342200-551500 |
Capital Projects Fund |
$1,755,500 |