HomeMy WebLinkAboutPW City Hall HVAC Plans & Specs Services 2010CITU OF
Department:
Agenda Item No: 10
Meeting Date: March 15,
2010
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Prepared b ��� � City Manager Approval:
Works
Tile No.: 06.01.1
SUBJECT: RESOLUTION ACCEPTING PROPOSAL FROM LEFLER ENGINEERING TO DEVELOP
PLANS, SPECIFICATIONS AND CONSTRUCTION DOCUMENTS FOR THE UPGRADE
OF THE CITY HALL HEAT, VENTILATION AND AIR CONDITIONING (HVAC) SYSTEM,
IN AN AMOUNT NOT TO EXCEED $55,000, AND AUTHORIZING THE DIRECTOR OF
PUBLIC WORKS TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT (PSA)
WITH LEFLER ENGINEERING, INC.
RECOMMENDATION: Adopt Resolution.
BACKGROUND: Staff applied for a federal Department of Energy Energy Efficiency and Conservation
Block Grant (EE&CBG) in June 2009. In part, the goal of these stimulus funds is to provide "grants to
nonprofit organizations and governmental agencies for the purpose of performing energy efficiency retrofits'
and to initiate "energy efficiency and conservation programs for buildings and facilities." Based on a resident
population and daytime commuter formula, San Rafael qualifies for a grant of $575,400. There is no local
matching fund requirement. We received formal award notification on December 21, 2009 (copy attached).
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 facility, including 75 Police Department officers,
administrative staff and volunteers. The Energy Efficiency and Conservation Block Grant provides an
unprecedented opportunity to upgrade a significant portion of a system that is outmoded, highly inefficient
and often non-operable.
In recognition of the ongoing challenges associated with the maintenance of this system, staff asked Lefler
Engineering, a local mechanical engineering firm, to conduct a thorough HVAC analysis in 2006. He
determined that "The mechanical systems for the City Hall building are at or more likely beyond their normal
useful life. Due to the equipment's age and all of the advances that have occurred in equipment efficiencies,
the best approach to the current situation would be to replace the fan systems, dual duct mixing boxes,
chiller, pumps, cooling tower, and temperature controls." He estimated potentially dramatic energy savings,
primarily due to the efficiency of current equipment relative the equipment in place since 1966.
According to his preliminary construction estimates, the $575,400 Block Grant is sufficient to replace and
therefore upgrade a significant portion of the HVAC system. Given the current positive bidding climate, the
grant may also allow us to consider additional project elements. One example is to upgrade the existing
lighting system with "new fluorescent light fixtures with electronic ballasts and T-8 lamps:' The payback
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
estimated for this type of retrofit ranges
engineer's estimate).
2 years (PG&E estimate) to 10 years (mechanical
ANALYSIS: Lefler Engineering has consulted extensively on the City Hall HVAC system. As stated
Principal Mike Lefler conducted a thorough study of the entire system and its components in 2006. He has
worked with Public Works Facility Division personnel on numerous occasions over the years in an effort to
maintain 43 -year old HVAC components he has described as "at or more likely beyond their useful life."
Staff interviewed Mr. Lefler about the proposed City Hall HVAC Energy Efficiency Upgrade project on several
occasions, and conducted several site visits with him as well. Based on his firm's past work on and
knowledge of the City Hall system, and our positive experiences with their design of the San Rafael Library
HVAC system (project completed in 2008) and the Council Chambers HVAC system (project completed in
2007), we recommend that the City enter into a Professional Services with Lefler Engineering for the
services described in Exhibit "A."
FISCAL IMPACT: The cost to prepare plans and specifications and related bid documents will be a
maximum of $55,000, which includes a 10% ($5,000) contingency allowance. We propose using City funds
for these design and consultation services, specifically "Miscellaneous Facility Repairs 09-10" (#11139),
which has a current balance of $117,065.
OPTIONS: Although section 2.60.070 of the San Rafael Municipal Code states that "Competitive bidding is
not required prior to the City entering into a professional services agreement", Council may ask staff to solicit
proposals from other mechanical engineering firms. Staff does not recommend this option in view of Lefler
Engineering's extensive and invaluable experience with the entire City Hall system and the firm's successful
work on past projects, as described previously.
ACTION REQUIRED: Approve resolution.
Enclosures: (3)
1. Resolution
2. Exhibit A, proposal
3. Grant Award Notification
RESOLUTION NO.
RESOLUTION ACCEPTING PROPOSAL FROM LEFLER ENGINEERING TO
DEVELOP PLANS, SPECIFICATIONS AND CONSTRUCTION DOCUMENTS FOR
THE UPGRADE OF THE CITY HALL HEAT, VENTILATION AND AIR CONDITIONING
(HVAC) SYSTEM, IN AN AMOUNT NOT TO EXCEED $55,000, AND AUTHORIZING
THE DIRECTOR OF PUBLIC WORKS TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT (PSA) WITH LEFLER ENGINEERING, INC.
WHEREAS, San Rafael has applied for and received a $575,400 federal Department of
Energy Energy Efficiency and Conservation Block Grant, the purpose of which is to
perform energy efficiency retrofits and to initiate energy efficiency and conservation
programs for municipal buildings and facilities; and
WHEREAS, staff recommend using the entire grant to upgrade the 44 year old City Hall
HVAC system, much of which is original equipment and therefore highly inefficient and
often non-operable; and
WHEREAS, staff asked Lefler Engineering, a local mechanical engineering firm, to study
the City Hall system in 2006; and
WHEREAS, Lefler Engineering has an extensive and invaluable knowledge of the City
Hall system and has collaborated successfully with City staff on similar projects, such as
the 2007 Council Chambers HVAC Replacement project and the 2008 Library HVAC
and Window Replacement project; and
WHEREAS, staff requested and received a proposal from Lefler Engineering for
professional mechanical engineering services for the project, specifically to
prepare plans and specifications and related bid documents, in an amount not to
exceed $55,000 (including contingencies); and
WHEREAS, staff has reviewed their proposal and found it to be complete and
within industry standards.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael
that the Scope of Services for Lefler Engineering, Inc. is accepted and Council
does hereby authorize the Public Works Director to enter into a Professional
Services Agreement with Lefler Engineering, Inc. for professional mechanical
engineering services in a form approved by the City Attorney and in an amount
not to exceed $55,000, as described in Exhibit A.
I, ESTHER C. BEIRNE, City Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular
meeting of the Council of said City held on the 15'" day of March, 2010, by the
following vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ESTHER C. BEIRNE, City Clerk
LEFLER ENGINEERING, INC.
1651 SECOND STREET
SAN RAFAEL, CA 94901
(415) 456-4220
(415) 456-1248 (FAX)
www.leflerengineering.com
June 9, 2009
Mr. Richard Landis
City of San Rafael
111 Morphew St.
P. O. Box 151560
San Rafael, CA 94915-1560
Re: City Hall - HVAC Modifications
Dear Richard,
Lefler Engineering Inc. is pleased to have the opportunity to submit a fee for
mechanical engineering services. We have designed numerous office and maintenance
facilities for clients like PG&E, Pacific Bell, County of Sonoma, and Contra Costa
County. Our fees and the scope of services are as follows.
My preliminary construction cost breakdown is as follows:
1. Replace Chiller ..................................................... $85,000.00
2. Replace Cooling Tower .......................................... 60,000.00
3. Retrofit Two Air Handling Units.............................100,000.00
4. Install Direct Digital Controls ................................... 60,000.00
5. Mechanical Engineering Fees ................................ 50,000.00
6. Contingency............................................................50,000.00
7. General Contractor's Markup .................................. 80.000.00 .
Total................................................................... $485,000.00
Richard Landis
Re: City Hall - HVAC Modifications
June 9, 2009
1. Study/Scope Phase
Page 2
a. Attend two (2) design meetings.
b. Visit the buildings to review the existing conditions and document
the locations of existing mechanical systems where possible.
C. Produce a written report that outlines the recommended work to be
included in this initial project.
2. Design Development
a. Attend one (1) design meeting.
b. Produce one line layouts of the major aspects of the plumbing,.fire
sprinkler, and HVAC systems.
C. Develop preliminary sizes for any utility service revisions.
d. Develop preliminary electrical loads.
e. Develop preliminary structural loads.
f. Produce an outline specification.
3. Construction Documents
a. Attend two (2) design meetings.
b. Visit the site to further review the existing conditions.
C. Prepare cost estimates where appropriate.
d. Produce HVAC design drawings, details, and specifications.
4. Bidding
a. Respond to the plan check comments.
b. Produce resubmittal drawings as required.
C. Attend the bid walk through with the contractors
d. Assist the City with contractor selection if requested.
Richard Landis
Re: City Hall - HVAC Modifications
June 9, 2009
5. Construction Administration
a. Review the contractor's submittals.
b. Respond to the contractor's questions and RFI's.
Page 3
C. Make a maximum of eight (8) site inspections including the final
inspection and produce punch list reports.
6. Title 24 Documents
a. For the HVAC systems.
7. Reimbursable Expense Allowance
a. Internal printing, plotting, and copying. This allowance is made
based on the assumption that all printing for owner review, permit
submittals, and design team coordination will be done by your
office. Those costs are not included in our reimbursable expense
allowance.
b. Messenger and delivery services.
8. Mechanical Engineering Fees
a. Study Phase........................................................... $1,500.00
b. Construction Documents ........................................ 33,000.00
C. Bidding......................................................................1,000.00
d. Construction Administration ...................................... 9,500.00
e. Title 24 (Allowance) .................................................. 4,000.00
f. Reimbursables.............................................................750.00
Total..................................................................... $49,750.00
Richard Landis
Re: City Hall - HVAC Modifications
June 9, 2009
Page 4
Our fees do not include energy studies, electrical engineering, structural
engineering, and architectural design fees, LEED documentation or design, value
engineering revisions, As -Built drawings, detailed cost estimating, printing costs, or
messenger fees. If you have any questions or comments, don't hesitate to contact me.
We look forward to being a part of the design team. If this proposal is acceptable,
please sign below and return one copy to my office.
Sincerely,
LEFLER ENGINEERING, INC.
Michaer
mike@leflerengineering.com
Accepted By/Title Date
MJL:Ic
/San Rafael City Hall HVAC Mods
NOT SPECIFIED /OTHER
- ASSISTANCE AGREEMENT
1. Award No.
2. Modification No. 3. EBedive Date
4. CFDA No.
DE-SC0003399
12/21/2009
81.128
5. Awarded To
3. Sponsoring Office
7. Period of Performance
SAN RAFAEL, CITY OF
EERE (FORS)
12/21/2009
Attn: Richard Landis
U.S. Department of Energy
through
1039 C STREET12/20/2012
Office of Energy Efficiency 6 Renewable E
SAN RAFAEL CA 949012007
Forrestal Building
1000 Independence Avenue, SW
Washington DC 20585
8. Type of Agreement
9. Authority
10. Purchase Request or Funding Document No -
Q% Grant
Energy Independence and Security Act of
IOSC001970
Cooperative ggreemenl
2007 (PISA)
Other
11. RemittanceAddress
12. Total Amount
13. Funds Obligated
SAN RAFAEL, CITY OF
Govt. Share: $575,900.00
This action: $575,400.00
Attn: Richard Landis
1039 C STREET
Cost Share $0.00
Total $575,400.00
SAN RAFAEL CA 949012807
Total $575,400.00
14. Principal Investigator
15. Program Manager 16.
Administrator
=hard Landis, 415-485-3354
Martha J. Kass
Oak Ridge
Phone: 865-576-0717
U.S. Department of Energy
P.O. Box 2001
Oak Ridge TN 37831
17. Submit Payment Requests To
18. Paying Office
19. Submit Reports To
OR for Oak Ridge/OSTI
-
See Reporting
U.S. Department of Energy
Requirements Checklist
Oak Ridge Office
Oak Ridge Financial Service Center
P.O. Box 6017
Oak Ridge TN 37031
20. Accounting and Appropriation Data
Block Grant
21. Research Title and/or Description of Project
ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT
For the Recipient
For the United States of America
22. Signature of Person Authorized to Sign
25. Signature Officer
�o�f��QG�rantts/A(lgreemme/rds
--6SX "� Ya'C
C
'9'
23, Name Title
24. Date Signed
26. Name of Officer
27. Date Signed
iffy A�josser-, pl,.v,,.,� �ircciDr
f2/�9lOq
BEVERLY HARNESS 7112/21/2009
NOT SPECIFIED /OTHER
NOT SPECIFIED /OTHER
REFERENCE NO. OF DOCUMENT BEING CONTINUED
PAGE OF
DNTINUATION SHEET
2 2
De-SC0003399
NAME OF OFFEROR OR CONTRACTOR
SAN RAFAEL, CITY OF
ITEM NO.
SUPPLIES/SERVICES
DUANTrrY
UNIT
UNITPRICE
AMOUNT
(A)
(B)
(C)
(D)
(E)
(F)
DUNS Number: 082447459
TAS::89 0331::TAS Recovery Recovery Act: Block
Grant for ARRA Funding. New award for San
Rafael, CA
The administrative contracting office for this
award is 0518.
The administrative office (administrative
contracting activity) code is needed by the
contractor/recipient for reporting to
FederalReporting.gov concerning awards made with
funding from the American Recovery and
Reinvestment Act of 2009 (ARRA or Recovery Act).
Administrative Specialist: Beverly Harness
Tel: 865-576-1816 Email: harnessb@orO.doe.g
v
ASAP: YES Extent Competed: NOT AVAIL FOR COMP
Davis-Bacon Act: YES
Payment:
OR for Oak Ridge/OSTI
U.S. Department of Energy
Oak Ridge Financial Service Center
P.O. Box 6017
Oak Ridge TN 37831
Fund: 05796 Appr Year: 2009 Allottee: 30 Report
Entity: 471999 object Class: 41000 Program:
1005115 Project: 2004350 NFO: 0000000 Local Use:
0000000 TAS Agency: 89 TAS Account: 0331
JULY 2001
NOT SPECIFIED /OTHER
NOT SPECIFIED /OTHER
ASSISTANCE AGREEMENT
1. Award No.
2. Modificallon No. 3. Effective Date
4. CFDA No.
DE-SC0003399
12/21/2009
01.128
S. Awarded To
Sponsoring Office
7. Period of Performance
SAN RAFAEL, CITY OF
EERE (FORS)
12/21/2009
Attn: Richard Landis
U.S. Department of Energy
through
12/20/2012
1039 C STREET
Office of Energy Efficiency G Renewable BY
SAN RAFAEL CA 949012807
Forrestal Building
1000 Independence Avenue, SW
Washington DC 20585
8. Type of Agreement
9. Authority
10. Purchase Request or Funding Document No.
Q Grant
Energy Independence and Security Act of
IOSCO01970
Cooperative Agreement
2007 (EISA)
Other
11. Remittance Address
12. Total Amount
13. Funds Obligated
SAN RAFAEL, CITY OF
Govt. Share: $575,400.00
This action: $575,400.00
Attn: Richard Landis
1039 C STREET
Cost Share : $0.00
Total $575,400.00
SAN RAFAEL CA 949012807
Total : $575,400.00
14. Principal Investigator
15. Program Manager 16.
Administrator
'chard Landis, 415-465-3354
Martha J. Kass
Oak Ridge -
Phone: 865-576-0717
U.S. Department of Energy
P.O. Box 2001
Oak Ridge TN 37831
17, Submit Payment Requests To
18. Paying Office
19. Submit Reports To
OR for Oak Ridge/OSTI
-
See Reporting
U.S. Department of Energy
Requirements Checklist
Oak Ridge Office
Oak Ridge Financial Service Center
P.O. Box 6017
Oak Ridge TN 37831
20. Accounting and Appropriation Data
Block Grant
21. Research Title and/or Description of Project
ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT
For the Recipient
For the United Stales of America
22. Signature of Person Authorized to Sign
25. Signature of�.G.raan� tts/Agreements Officer
�SA'C ` o-vn
cEllao� —
� '9'
23. Name Title -
24, Dale Signed
26. Name of Officer -
27. Date Signed
1q-11 ID9
BEVERLY HARNESS
12/21/2009
NOT SPECIFIED /O'T'HER
NOT SPECIFIED /OTHER
REFERENCE NO. OF DOCUMENT BEING CONTINUED
PAGE OF
'pNTINUATION SHEET
2
DE-sc0003399
12.
NAME OF OFFEROR OR CONTRACTOR
SAN RAFAEL, CITY OF
ITEM NO.
SUPPLIES/SERVICES
DUANTITY
UNIT
UNITPRICE
AMOUNT
(A)
(e)
(C)
(D)
(E)
(F)
DUNS Number.: 082997959
TAS::89 0331::TAS Recovery Recovery Act: Block
Grant for ARRA Funding. New award for San
Rafael, CA
The administrative contracting office for this
award is 0518.
The administrative office (administrative
contracting activity) code is needed by the
-
contractor/recipient for reporting to
FederalReporiing.gov concerning awards made with
funding from the American Recovery and
Reinvestment Act of 2009 (ARRA or Recovery Act).
Administrative Specialist: Beverly Harness
Tel: 865-576-1816 Email: harnessb@oro.doe.g
v
ASAP: YES Extent Competed: NOT AVAIL FOR COMP
Davis-Bacon Act: YES
-
Payment:
OR for Oak Ridge/OSTI
U.S. Department of Energy
Oak Ridge Financial Service Center
P.O. Box 6017
Oak Ridge TN 37831
Fund: 05796 Appr Year: 2009 Allottee: 30 Report
Entity: 971999 Object Class: 91000 Program:
1005115 Project: 2004350 WFO: 0000000 Local Use:
0000000 TAS Agency: 89 TAS Account: 0331
JULY2004
NOT SPECIFIED /OTHER