HomeMy WebLinkAbout4.04 Accpt Civic Ctr HVACCITY CLERK
File # Elaldld-02,
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 15, 2003
SUBJECT: Acceptance of Work — Contract 02-14,
Civic Center HVAC Replacement
Report Prepared by: Lee S. Thompson, Public Works Director
ATTACHMENTS; None
RECOMMENDATION: Accept improvements constructed under Contract 02-14 and
authorize final payment to N.V. Heathorn, less retention to be paid in
35 days if no subcontractor or supplier claims are received.
FINANCIAL STATEMENT:
General Fund Portion
02-03 Budget
02-03 Expense
Advertising / Misc. Costs
$1,700.00
$1,886.00
Design & Const. Admin.
$23,500.00
$71,541.00
Construction
Purchase of HVAC units
$390,657.00
NV Heathorn Contract
$271,132.00
Change Orders
$42,680.00
Additional Work and Misc.
$10.463.00
Total Construction
$975,410.00
$714,932.00
General Fund Subtotal
$1,000,610.00
$788,359.00
(Internal Service Fund
Portion — used for part of
purchase of HVAC units
$121,000.00
$121,000.00
Grand Total
$1,121,610.00
$909,359.00
An additional $24,165 was expended in the 2001-02 fiscal year for
design work.
This project was completed within funds budgeted.
S
COPIES TO: N. V. Heathorn
ITEM NO. 4* 4
DESCRIPTION: Contract 02-14 was awarded to N.V. Heathorn on November 5,
2002, and work began in December.
The scope of work included replacement of the 1t rooftop HVAC (heating, ventilating, and air
conditioning) units, modifications to ducting in some areas, and installation of an energy management
system which allows building maintenance staff to control the system from a central computer. The intent
of the project was to replace existing urfits which were incurring considerable repair expense, as well as to
achieve energy savings by installing more efficient equipment and the energy management system. While
it is difficult to determine the scope of the savings from just a few months' PG&E bills, it appears that the
energy use has been reduced approximately 20 to 25 percent. Staff will be monitoring the operation of the
units and the resulting energy usage over the next year and making adjustments as needed. The City's
PG&E representative has also been asked for assistance in optimizing the system for maximum savings.
Sixteen change orders were incurred on this project, primarily related to unforeseen conditions in the Civic
Center building and inconsistencies in the original building plans. The change orders added $42,680 to the
original contract cost of $271,132; however~ the total project cost did not exceed funds budgeted for the
work. The City Council approved the change orders in excess of $25,000 at the May 6th City Council
meeting.
As noted in the Financial Statement, consulting cost on this project, including both design and construction
management, was significantly higher than budgeted due to a number of unforeseen conditions. As noted
above, the original Civic Center "record drawings" were not accurate, and several field modifications were
needed. The consulting staff was therefore required to expend considerably more time than originally
planned.
The cost of two additional minor projects is included in Lhe total expenditure for this Capital Improvement
Project, specifically (1) the Lnstallation of a split system air conditioning unit in the cable TV monitoring
room in the Council Chambers, and (2) provision of an exhaust fan and door venting in the Traffic
Operations Center (TOC) located in the Emergency Operations Center (EOC) office in the Police Wing.
The electronic equipment installed in these two spaces generates a considerable amount of heat, and the
rooms could not be cooled sufficiently without negatively affecting other areas of the building. The total
cost of these two n~or projects is approximately $10,200.
Staff recommends that the City Council accept the improvements constructed under Contract 02-14 and
authorize final payment to N.V. Heathorn, less retention to be paid in 35 days if no subcontractor or
supplier claims are received.
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