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Increase Purchase Order Aggregate for HVAC Unit for PD August 18, 2020 Page 2 Local Vendor Preference For bid evaluation purposes, qualified bidders may receive either a 7% preference for a "small" registered Santa Ana business, or a 4% preference for a "small" Orange County business, which is given respectively on all qualifying bids for materials, supplies, labor, equipment or services pursuant to the Small Local Business Preference Program under Ordinance NS-2828. Small Local Business Preference eligibility requirements are available on the City's website at www.santa- ana.org/finance/local preference program.asp. Vendors located within the City of Santa Ana limits that do not qualify for the small local business preference program may receive a 1 % local vendor preference. Even after taking into account the 4% local preference for the bid received from the small Orange County vendor, Pacific West Industries, Inc, and taking into account the 1% preference given to Santa Ana vendor American Cooling Tower, Inc., that did not qualify for the small local business preference program, the bid submitted by ACCO Engineered Systems, Inc. is significantly lower. Accordingly, staff recommends authorizing a one-time purchase and payment of purchase order to ACCO Engineered Systems, Inc. and increasing the pre-existing purchase order aggregate amount by $104,239, with a contingency amount of $10,000, for an annual amount not to exceed $714,239, for the purchase of the HVAC unit installation and cooling tower media replacement. Outreach Efforts The Purchasing Division advertised this project on the City's online bid management and publication system, which directly notified five Santa Ana vendors, of which one submitted a bid packet for consideration. FISCAL IMPACT Funding for the requested increase of $114,239 to the existing agreement with ACCO Engineered Systems is available in the following Police Department Account: Fiscal Year Accounting Unit- Fund Description Accounting Unit, Amount Account # Account Description Police Building and $114,239 FY 2020-21 01114403 62300 General Fund Facility, Contract Services Professional Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management Services Agency Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency David Valentin, Police Chief— Police Department Exhibit: 1. Abstract of Bids 22D-2