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HomeMy WebLinkAboutPW City Hall HVAC; Plans and SpecsCITY OF Agenda Item No: 10 n. Meeting Date: May 16, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: i��i%�� �'Manager Approval:/)" Director of Public Works (KM) File No.: 06.01.191 SUBJECT: ADOPT PLANS AND SPECIFICATIONS FOR CONSTRUCTION OF THE CITY HALL HVAC UPGRADE PROJECT, CITY PROJECT NO. 11154, AND AUTHORIZE THE CITY CLERK TO CALL FOR BIDS. RECOMIENDATION: Adopt Plans and Specifications for the project. BACKGROUND: On December 21, 2009 the City secured a federal grant for $575,400 from the Department of Energy for its Energy Efficiency and Conservation Block Grant (EE&CBG) program. One of the goals of this grant program is to provide energy efficient retrofits for government buildings. Based on the age of system components and the number of City employees and members of the public who rely on it, our most immediate need is the City Hall HVAC system, in use since the building opened in 1966. Approximately 125 of the City's 390 employees work in the City Hall, including 75 Police Department officers, administrative staff and volunteers. This project will upgrade a significant portion of the building's heating, ventilation and air conditioning system, which is currently inefficient and often inoperable. The design, prepared by Lefler Engineering, calls for the replacement of the main heating and cooling system within the building and reconstruction of the first floor duct system. In order to facilitate this work the first floor of the building, occupied by the Police Department, will need to be vacated. The Police Department has made arrangements to utilize temporary space while this work is occurring. In reviewing and developing a plan for the installation, we determined that the East Roof of the City Hall is in need of repair. This plan includes the removal of the old roof and the installation of a new membrane roof on this one section of the building. The construction of this project will require exceptional coordination among different departments as well as the contractor in order to cause the least amount of disturbance possible. Public Works staff will be closely involved with this coordination and will communicate with each department representative as the project develops. The actual HVAC units were purchased previously, are now stored in the Public Works Corporation Yard and are ready for installation. FOR CITY CLERK ONLY C'-2 File No.: 14—t-61 Council Meeting: S1 /G Of/ Disposition: Aeperue6 ST4-rF jP&wAek , ATnvn/ SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 FISCAL IMPACT: The Engineer's Estimate for construction of the project is $430,000. The exact cost for construction will not be known until bids have been received. Staff will request Council's approval to award the construction contract once bids have been opened. Construction is anticipated to start in June of 2011 and finish in September 2011. ACTION REQUIRED: Adopt Plans and Specifications and authorize the City Clerk to call for bids. CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. I FROM DEPARTMENT DATE Kevin McGowan Public Works 5/5/11 DATE OF MEETING: May 16, 2011 TITLE OF DOCUMENT: ADOPT PLANS AND SPECIFICATIONS FOR CONSTRUCTION/�HE CITY HALL HVAC UPGRADE PROJECT, CITY PROJECT NO. 11154, AND AUTHORIZE THE CITY CLERK TO CALL FOR BIDS Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM: City Manager (si nature) City Attorney (signature) NOT APPROVED REMARKS: File No.: 06.01.191