DATE: September 16, 2019
SUBJECT:
Title
RESOLUTION SELECTING AND AUTHORIZING AN AGREEMENT WITH COUNTYWIDE MECHANICAL SYSTEMS, INC, FOR HVAC SYSTEMS FULL-SERVICE AND REPAIR SERVICES AT VARIOUS DISTRICT FACILITIES FROM JANUARY 1, 2020 TO DECEMBER 31, 2022, IN AN AMOUNT NOT TO EXCEED $500,000. FY 2020 EXPENDITURES ARE INCLUDED IN THE FY 2020 BUDGET. FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR’S BUDGET
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EXECUTIVE SUMMARY:
The District contracts out for heating, ventilation and air conditioning (HVAC) maintenance services at various District facilities including the Administration Building and Annex, the General Services and Procurement Building, the Harbor Police Administration Building, and the Broadway Pavilion. Utilizing a maintenance service agreement has been determined to be a cost-effective means to supplement maintenance and repair of District HVAC systems.
In response to a Request for Proposal (RFP No. 19-09MA) issued in accordance with Board of Port Commissioners Policy No. 110, Section II.D, the District received three (3) proposals. The proposals were reviewed and a District selection panel interviewed all three (3) firms in order to determine which offered the best value to the District. Based upon a decision analysis conducted by staff, which rated service providers according to the standard weighted criteria listed in the RFP, the proposal submitted by Countywide Mechanical Systems, Inc. (Countywide) received the highest total score and was deemed as the proposal that offered best value to the District. Staff recommends selecting and authorizing an agreement with Countywide Mechanical Systems, Inc., for full-service and repair services at various District facilities from January 1, 2020 to December 31, 2022 in an amount not to exceed $500,000.
RECOMMENDATION:
Recommendation
Adopt a Resolution selecting and authorizing an agreement with Countywide Mechanical Systems, Inc. for HVAC systems full-service and repair services at various District facilities from January 1, 2020 through December 31, 2022, in an amount not to exceed $500,000.
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FISCAL IMPACT:
FY 2020 expenditures are included in the FY 2020 Budget. Staff estimates an annual budget of $167,000 over the three-year agreement period, for a total of $ 500,000.
Funds required for future fiscal years will be budgeted in the appropriate year subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item supports the following Strategic Goal(s).
• A vibrant waterfront destination where residents and visitors converge.
• A Port that is a safe place to visit, work and play.
• A financially sustainable Port that drives job creation and regional economic vitality.
DISCUSSION:
The District contracts out for heating, ventilation and air conditioning (HVAC) maintenance services at various District facilities including the Administration Building and Annex, the General Services and Procurement Building, the Harbor Police Administration Building, and the Broadway Pavilion. Utilizing a maintenance service agreement has been determined to be the most cost-effective means to supplement maintenance and repair of the District’s HVAC systems.
Pursuant to Board of Port Commissioners Policy No. 110, a request for proposal (RFP No. 19-09MA) was issued on March 15, 2019; the District received three (3) proposals in response to the RFP. Following a review of the proposals, a District selection panel interviewed all three firms in order to determine which offered the best value to the District. A decision analysis was conducted by staff to evaluate the service providers according to the standard weighted criteria listed in the RFP. The evaluation criteria included experience of their proposed staff, approach to the project, capability to perform, firm’s relevant experience and fair and reasonable cost. The proposals are described below in order of final rankings.
Countywide Mechanical Systems, Inc.
Countywide Mechanical is a nationwide HVAC firm originally founded in 1932. Locally, they have served the San Diego market for 21 years with HVAC, plumbing and controls maintenance and support. They employ a staff of 250 at their San Diego offices, including 60 technicians and 35 HVAC technicians and reported they will provide 24/7 service with six technicians in an on-call status. Six of their technicians are NATE (North American Technician Excellence) certified, and their staff also has TurboCor and SmartChiller experience. Countywide’s presentation was comprehensive; the team appeared to work well together; and as an employee-owned company, their core values stressed teamwork, integrity, quality and entrepreneurship. Safety was also emphasized. They provided a well thought out approach on how to handle service requests and utilize GPS tracking to facilitate dispatch. Their local San Diego clients include the following: City of National City, Solar Turbines, City of La Mesa, City of Encinitas and City of Escondido. From a cost perspective, they offered the lowest fees proposed. Countywide’s proposal and interview demonstrated their capabilities to meet the District’s needs, as listed in the scope of services, at a fair and reasonable cost.
ABM Building Services, LLC
ABM Building Services is an international company that was founded in 1909. They employ 75 engineers in the San Diego area and their technicians have 59 years of experience. With over six-years servicing the Port, they hold the current as-needed HVAC agreement with the District. Their project leaders have over 40 years of experience, including Liebert certification, and they presented a good understanding of the District’s needs and facilities. While they did not provide a client list, their proposal mentioned local projects and clients including Petco Park and the County of San Diego. It was noted that while they are a large publicly traded company with experience in energy management and retrofits, HVAC is only one of the services offered by the company. Their proposed fees were higher than Countywide but lower than the third firm interviewed.
Pacific West
Pacific West is a firm based out of the Los Angeles area; they service a large area in southern California. They have been providing maintenance, retrofit and controls services in San Diego for 25 years. They employ 18 technicians, three (3) of which are assigned to North County. They presented extensive experience with controls, which comprise 50% of their service business. Each of their technicians is Carrier control trained and they stated they have the capability to fabricate parts, if needed. They have clients throughout southern California including the Port of Los Angeles and Alhambra Unified School District. While their lead manager had extensive experience, they did not present a comprehensive approach on how they would service the San Diego area and the District’s needs. They also indicated they would subcontract out service work if required. Of the three firms interviewed, Pacific West’s cost proposal was significantly higher than either of the other two companies.
Based on the decision analysis and review of proposals, the selection panel found that Countywide Mechanical Systems, Inc., offered the best value to the District. Staff recommends the Board select and authorize an agreement with Countywide Mechanical Systems, Inc., for HVAC systems full-service and repair services at various District facilities from January 1, 2020 to December 31, 2022, in an amount not to exceed $500,000.
General Counsel’s Comments:
The General Counsel’s Office has reviewed the agenda sheet and attachment, as presented to it, and approves them as to form and legality.
Environmental Review:
The proposed Board action, including without limitation, a resolution selecting and authorizing an agreement for HVAC systems service and repair is Categorically Exempt pursuant to California Environmental Quality Act (CEQA) Guidelines Sections 15301 (Existing Facilities) and Section 3.a. of the District’s Guidelines for Compliance with CEQA because the project would consist of service and repair of existing HVAC systems that would involve no expansion of use beyond that previously existing. The District has determined none of the six exceptions to the use of a categorical exemption apply to this project (CEQA Guidelines Section 15300.2). No further action under CEQA is required.
In addition, the proposed Board action complies with sections 21, 35, and 87 of the Port Act, which allow the Board to pass resolutions; to do all acts necessary and convenient for the exercise of its powers; and for the construction, reconstruction, repair, maintenance, and operation of public buildings, public assembly and meeting places, convention centers, parks, playgrounds, bathhouses and bathing facilities, recreation and fishing piers, public recreation facilities, including, but not limited to, public golf courses, and for all works, buildings, facilities, utilities, structures, and appliances incidental, necessary, or convenient for the promotion and accommodation of any of those uses. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed Board action is consistent with the Public Trust Doctrine.
Finally, the proposed Board action is considered “excluded development” pursuant to Section 8.a. (Existing Facilities) of the District’s Coastal Development Permit Regulations because the project would consist of service and repair of existing HVAC systems that would involve no expansion of use beyond that previously existing. No further action under the Coastal Act is required.
Equal Opportunity Program:
Due to limited known sub opportunities, no SBE goal was established for this agreement.
PREPARED BY:
Charlene Dennis
Acting Business Manager, General Services
Attachment(s):
Attachment A: Agreement 91-2019MA with Countywide Mechanical Systems, Inc.