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Home My WebLink About2007-10-09; City Council; 19194; HVAC Controls UpgradeCITY OF CARLSBAD - AGENDA BILL AB# 19,194 MTG. 10/9/07 DEPT. PW/GS AWARH OF CONTRACT FOR MX/AC PONTRDI ^ 1 IP(^RADF AT THE SAFETY CENTER CONTRACT NO. FAC-01R, BID NO. PWS 08-02FAC DEPT. HEAD0"^^^ CITYATTY. <^I2 CITY MGR. [// — RECOMMENDED ACTION: Adopt Resolution No. 2007-266 accepting the bid of $167,386 and awarding the contract to Seaside Heating and Air Conditioning to Upgrade the HVAC Controls at the Safety Center, Contract No. FAC 07-01R, and Bid No. PWS08-2FAC. ITEM EXPLANATION: On June 19, 2007, Council adopted Resolution 2007-140 rejecting the original bids and adopted revised plans and specifications and authorized the City Clerk to advertise for bids. On August 21, 2007 three bids were received, opened and recorded. The result of the three bids received follow: Seaside Heating and Air: $167,386 Alpha Mechanical: $229,800 Johnson Controls: $278,679 In 2003, the General Services Division of Public Works began a program to review the overall energy consumption of the major facilities owned and operated by the City of Carlsbad. A strategy was formulated to make changes to various systems that utilize energy. A program was formulated and various projects were recommended to upgrade and modernize the lighting systems and Heating, Ventilation and Air Conditioning (HVAC) systems to maximize energy efficiency and lower operating costs. At the time many of our facilities were constructed, the original lighting and HVAC equipment was far less energy efficient and substantially less economical to operate than newer technologically advanced modern equipment. Much of the existing equipment had also reached the end of, and in many cases, exceeded the industry standard life expectancy for commercial lighting systems and HVAC equipment. An integral part of this program was a partnership between the General Services Division and the San Diego Regional Energy Office (SDREO). SDREO offered a number of valuable services to the City. SDREO performed energy audits of our facilities, made recommendations for upgrades, provided energy cost savings projections and offered various financial incentives to the City including funding future projects and providing rebates at the completion of projects that were currently in the design phase if the City would incorporate various recommendations to them. Staff instructed our Engineers to make changes to planned projects in order to maximize energy savings and to insure that the maximum financial incentives were realized by the City. Energy projects that have been completed as of December 2006 include installing energy efficient lighting and replacing the HVAC equipment at the Calavera and Stagecoach Community Centers, replacing HVAC equipment at the City Council Chambers, replacing HVAC equipment at the Georgina Cole Library, and replacing the centrifugal chiller at the Safety Center. FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED *na D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER - SEE MINUTES D D D D Page 2 The Safety Center is a 53,000 square foot building completed in 1986 that serves as the administrative headquarters for Police and Fire services in the City of Carlsbad. The HVAC system is a pneumatically controlled valve operated system that regulates heating and cooling through the use of heated and chilled water in various zones throughout the building. The current HVAC system operates purely on a temperature range basis and has no provisions for adjusting which portions of the building are heated and cooled. This control system requires that the entire 53,000 square feet be heated and cooled without regard to the actual need to condition the individual zones. Although the Safety Center operates on a 24 hour per day basis, many portions of the building that are occupied during normal business hours are unoccupied during weekends, holidays, and at night. The current system does not allow central control and adjustment of heating and cooling to individual portions of the building. This results in inefficient use of energy and unnecessary costs to condition unoccupied space. The proposed project makes numerous changes to the current HVAC control system. The pneumatically controlled valve system and air compressor are removed. New electrically operated, computer controlled valves will be installed on each heat exchanger. Package HVAC units that operate the Conference Center and Dispatch will be integrated into the new control system. These upgrades will allow automated and computerized control of the HVAC system from the central computer terminal located in the Facilities Maintenance office and by laptop computer at the Safety Center. Individual zones can be programmed to operate during periods the space is occupied.and can be shut down when the space is not occupied. In order to allow flexibility, individual zones can be activated for a pre-programmed period of time at the local thermostat to insure that the system will operate in these zones to meet immediate operational needs. Seaside Heating and Air Conditioning submitted the lowest responsive bid. Therefore, staff recommends the contract be awarded to Seaside Heating and Air Conditioning, the lowest responsive bidder, in the amount of $167,386. The contractor's registration and bonds are in order and references are satisfactory. Contract documents are on file in the General Services offices of Public Works. ENVIRONMENTAL IMPACT: This project is a Class 1 categorical exemption (minor alteration of existing structure or facilities) and is, therefore, exempt from the environmental review process under provisions of the California Environmental Quality Act (CEQA), Section 15301(c). FISCAL IMPACT: SAFETY CENTER HVAC CONTROLS UPGRADE PROJECT SUMMARY Construction Contract Design and Inspection Contingency TOTAL ESTIMATED PROJECT COST $167,386 $35,000 $20,000 $222,386 The total project cost is estimated at $222,386, which includes $55,000 of contract costs for design, inspection, a hazardous materials survey, and contingency funds. The City has received a credit from SDREO totaling $49,093. This credit is included in the funding for the project. The annual energy cost savings is estimated at $54,300. The estimated payback for the project is 3.25 years. Sufficient funds are available in the General Fund, Facilities Department budget to complete the project. PageS EXHIBITS: 1. Resolution No. 2007-266 accepting the bid of $167,386 and awarding the contract to Seaside Heating and Air Conditioning to Upgrade the HVAC Controls at the Safety Center, Contract No. FAC 07-01R, and Bid No. PWS08-2FAC. DEPARTMENT CONTACT: Dale A. Schuck, (760) 802-5788, dschu@ci.carlsbad.ca.us 1 RESOLUTION NO. 2007-266 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, AWARDING THE CONTRACT TO UPGRADE THE HVAC CONTROLS AT THE SAFETY CENTER. 4 CONTRACT NO. FAG 07-01R. BID NO. PWS08-02FAC. 5 WHEREAS, the City Council adopted Resolution No. 2007-140 approving contract 6 documents, special provisions and specifications, and authorized the City Clerk to advertise for 7 bids to Upgrade the HVAC Controls at the Safety Center, Contract No. FAC 07-01 R, and Bid No. 8 PWS08-2FAC, hereinafter referred to as the "Project;" and 9 WHEREAS, bids have been received by the City of Carlsbad, California to Upgrade the 10 HVAC Controls at the Safety Center; and 11 WHEREAS, the bids were opened, witnessed, and recorded on August 21, 2007; and 12 WHEREAS, the lowest responsive bid received was submitted by Seaside Heating and 13 Air Conditioning in the amount of $167,386; and 14 WHEREAS, sufficient funds have been appropriated in the Facilities Capital Outlay 15 budget to complete the HVAC Controls Upgrade. 16 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 17 California, as follows: 18 1. That the above recitations are true and correct. 19 2. The bid of $167,386 by Seaside Heating and Air Conditioning to Upgrade the HVAC 20 Controls System at the Safety Center, and a contingency account of $20,000 is hereby accepted. 21 3. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute 22 a contract to Upgrade the HVAC Controls at the Safety Center, Contract No. FAC 07-01 R, and Bid 23 No. PWS08-2FAC, with Seaside Heating and Air Conditioning. 24 4. That the award of this contract is contingent upon Seaside Heating and Air 25 Conditioning executing the required contract and submitting the required bonds and insurance 26 policies, as described in the contract, within twenty (20) days of adoption of this resolution. The 27 City Manager may grant reasonable extensions of time. 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 9th day of October, 2007, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall and Packard. NOES: None. ABSENT: Nygaard.