BOARD MEETING DATE: February 6, 2009
AGENDA NO. 10

PROPOSAL:

Execute Contract to Replace Cooling Tower

SYNOPSIS:

On September 5, 2008, the Board authorized release of an RFP to replace the building’s third cooling tower. This action is to execute a contract with C.J.S. Industrial Maintenance in an amount not to exceed $79,950 to replace the cooling tower. Sufficient funding is available in the FY 2008-09 Budget.

COMMITTEE:

Administrative, January 16, 2009, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Chairman to execute a contract with C.J.S. Industrial Maintenance in an amount not to exceed $79,950 to replace the building’s third cooling tower.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In the FY 2008-09 Budget, the Board approved the much-needed replacement of the building’s third cooling tower, and in September 2008, the Board authorized release of RFP #P2009-03 for this work.
 

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

Additionally, notification was provided utilizing AQMD’s electronic listing of certified minority vendors. Notice of the RFP was also mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov/). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
 

Proposal Evaluation

Twenty-one contractors attended the September 19, 2008, mandatory bidders’ conference. Nine proposals were received when final bidding closed at 2:00 p.m., October 8, 2008, six of which were complete and met RFP requirements.

The panel that evaluated proposals included three AQMD employees, a Building Services Manager, a Business Services Manager, and a Senior Air Quality Engineer. Of these, one is Caucasian and two are Hispanic; one is female and two are male.

The panel evaluated the six responsive proposals based on criteria specified in the RFP, which included cost, understanding of the requirements, contractor qualifications, and client references. C.J.S. Industrial Maintenance submitted the lowest-cost qualified bid and received excellent references for comparable services.
 

Resource Impacts

Sufficient funds in an amount not to exceed $79,950 are available in the approved FY 2008-09 Budget.
 

Attachment

Bid Evaluation Summary

ATTACHMENT

BID EVALUATION SUMMARY
RFP #P2009-03 COOLING TOWER REPLACEMENT