Item 9 - Award of Contract to Sunbelt Controls for City Hall HVAC Controls Proj; RFP 21-013DATE:
TO:
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SUBJECT:
Summary:
AGENDA REPORT CityofPoway
January 19, 2020
Honorable Mayor and Members of the City Council
Robert Manis, Director of Development Services ft/I
Jeff Beers, Special Projects Engineer
(858)668-4624 or jbeers@poway.org
CITY COUNCIL
Award of Contract to Sunbelt Controls for the City Hall HVAC Controls project;
RFP No. 21-013
This action will award a construction contract for the City Hall HVAC Controls project. The existing
HVAC (Heating Ventilation and Air Conditioning) control system for City Hall and the Council Chambers
is outdated and in need of replacement.
Recommended Action:
It is recommended that the City Council award the contract for the City Hall HVAC Controls project to
Sunbelt Controls, the lowest responsible and responsive bidder, in the amount of $137,000.00.
Discussion:
The project was advertised as a Request for Proposal (RFP) and not a public works contract as allowed
by the Public Contract Code due to the variable options offered by the industry that affect the quality
and cost of the product. With the RFP process, staff has the opportunity to select the HVAC Controls
consultant that offers the most value and options for the best price.
The City advertises all RFPs on Ebidboard. Ebidboard is a comprehensive database for public works
projects that is used by many local agencies. Advertisements in a newspaper are not required for
RFPs. The City received four proposals which were opened on November 4, 2020 and reviewed by
Engineering and Public Works staff on November 20, 2020. Proposals were received from Sunbelt
Controls, Diversified Thermal Services, Automated Controls, Inc. and EMCOR Services.
This HVAC system controls the indoor temperature by modifying the variables inside the rooftop air
handlers, chiller, boiler and variable air volume air valves and terminal reheat coils. This project
involves the replacement of the actuators that move the modulating valves in the heated water and
chilled water piping as well as the volume dampers in the air ductwork variable air volume boxes. The
computer and the software that runs the system will be replaced as well as all of the wiring from the
computer to the actuators and interim control devices that are spread throughout the buildings.
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