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Home My WebLink About2007-10-09; City Council; 19195; City Hall HVAC UpgradeCITY OF CARLSBAD - AGENDA BILL AB# 19,195 MTG. 10/9/07 DEPT. PW/GS AWARD OF CONTRACT FOR CITY HALL HVAC UPGRADE CONTRACT NO. FAC 07-02, BID NO. PWS 08-05FAC DEPT. HEAD CITY ATTY. CITY MGR. {/S • RECOMMENDED ACTION: Adopt Resolution No. 2007-267 accepting the bid of $159,973 and awarding the contract to Johnson Controls Inc. to Upgrade the HVAC at City Hall, Contract No. FAC 07-02, and Bid No. PWS08-05FAC. ITEM EXPLANATION: On July 24, 2007, Council adopted Resolution 2007-189 approving contract documents, special provisions and specifications, and authorized the City Clerk to advertise for bids. On September 12, 2007 four bids were received, opened and recorded. The result of the four bids received follow: Johnson Controls: $159,973 American Industrial Services: $173,778 Alpha Mechanical: $198,300 Los Angeles Air Conditioning $267,000 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. 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 ONL Y. , COUNCIL ACTION: APPROVED B DENIED D CONTINUED D WITHDRAWN D AMENDED D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER-SEE MINUTES D Page 2 City Hall is a 13,500 square foot building completed in 1968 that serves as the administrative headquarters for the City of Carlsbad. The HVAC control system has recently been converted from a pneumatically controlled valve operated system to an electronically controlled system that regulates heating and cooling through the use of heated and chilled water in various zones throughout the building. The current HVAC system consists of an air cooled centrifugal chiller and a two boiler heated water system. The centrifugal chiller was installed with the original construction and the boiler system was retrofitted several years ago to install a second boiler to provide adequate heating to the facility. The current chiller has exceeded the industry standard for replacement of equipment of this type by more than a decade and the current boiler configuration has reached the industry standard for replacement and is less efficient than a single boiler configuration that is sized to adequately heat the buildings. In the past two years, the HVAC system at City Hall has experienced a large increase in trouble calls caused by equipment failures. The Facilities Maintenance division reports an average of two mechanical breakdowns of the HVAC equipment per month. The existing chiller, the boilers, and the water circulation pumps are of an advanced age and are prone to repeated failures. The internal water and refrigerant piping in the chiller is extremely worn, brittle and prone to leaks. The existing water pumps need to be periodically reset due to piping restrictions and advanced age. The existing electrical panels show extensive rust and deterioration from exposure to the elements. Replacement parts for various elements of the system are difficult and in some cases impossible to find due to the fact that the equipment is obsolete and repair parts are no longer manufactured. The repeated breakdown events have resulted in higher maintenance cost, lower efficiency due to the need to reduce operating pressure in the chiller, and inconvenience to the occupants of City Hall. It is expected that breakdown frequency will increase for the foreseeable future and the difficulty in procuring repair parts could potentially leave the facility without climate control for extended periods of time. The proposed project replaces the centrifugal chiller, water pumps and the two boilers with new, modern energy efficient equipment. In addition the proposed project replaces the electrical sub- panels; disconnect switches, and wiring associated with the HVAC system. The existing natural gas line to the boilers will be replaced with a larger line to adequately provide fuel to the boilers. SDREO estimates a savings of approximately 50,000 Kilowatt Hours per year resulting in an estimated annual cost savings of $4,000. Johnson Controls, Inc. submitted the lowest responsive bid. Therefore, staff recommends the contract be awarded to Johnson Controls, Inc., the lowest responsive bidder, in the amount of $159,973. 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). PageS FISCAL IMPACT: CITY HALL HVAC UPGRADE PROJECT SUMMARY Construction Contract Design and Inspection Contingency TOTAL ESTIMATED PROJECT COST $159,973 $20,000 $20,000 $199,973 The total project cost is estimated at $199,973, which includes $40,000 of contract costs for design, inspection, a hazardous materials survey, and contingency funds. Sufficient funds are available in the General Fund, Facilities Department budget to complete the project. EXHIBITS: 1.Resolution No.2007-267 accepting the bid of $159,973 and awarding the contract to Johnson Controls Inc. to Upgrade the HVAC at City Hall, Contract No. FAC 07-02, and Bid No. PWS08-05FAC. DEPARTMENT CONTACT: Dale A. Schuck, (760) 802-5788, dschu@ci.carlsbad.ca.us 1 RESOLUTION NO. 2007-267 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, AWARDING THE CONTRACT TO UPGRADE THE HVAC SYSTEM AT CITY HALL. CONTRACT NO. 4 FAC 07-02. BID NO. PWS08-02FAC. 5 WHEREAS, the City Council adopted Resolution No. 2007-189 approving contract 6 documents, special provisions and specifications, and authorized the City Clerk to advertise for 7 bids to Upgrade the HVAC System at City Hall, Contract No. FAC 07-02, and Bid No. PWS08- 8 05FAC, hereinafter referred to as the "Project;" and 9 WHEREAS, bids have been received by the City of Carlsbad, California to Upgrade the 10 HVAC System at City Hall; and 11 WHEREAS, the bids were opened, witnessed, and recorded on September 12, 2007; 12 and 13 WHEREAS, the lowest responsive bid received was submitted by Johnson Controls, Inc. 14 in the amount of $159,973; and 15 WHEREAS, sufficient funds have been appropriated in the General Fund Facilities 16 Department budget to complete the HVAC Upgrade. 17 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 18 California, as follows: 19 1. That the above recitations are true and correct. 20 2. The bid of $159,973 by Johnson Controls, Inc. to Upgrade the HVAC System at City 21 Hall, and a contingency account of $20,000 is hereby accepted. 22 3. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute 23 a contract to Upgrade the HVAC System at City Hall, Contract No. FAC 07-02, and Bid No. 24 PWS08-05FAC, with Johnson Controls, Inc. 25 4. That the award of this contract is contingent upon Johnson Controls, Inc. executing 26 the required contract and submitting the required bonds and insurance policies, as described in 27 28 1 the contract, within twenty (20) days of adoption of this resolution. The City Manager may grant 2 reasonable extensions of time. 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 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. ATTEST: