HomeMy WebLinkAbout05-06-2014 C10 Advertisment of PD HVAC ReplacementCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Michael J. McGuire, Engineer III
SUBJECT: POLICE DEPARTMENT HVAC REPLACEMENT,
SPECIFICATION NO. 91251
RECOMMENDATIONS
1. Approve plans and specifications for "Police Department HVAC Replacement, Specification
No. 91251.”
2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if
the lowest responsible bidder is within the Engineer’s Estimate of $140,000.
3. Approve the transfer of $18,500 from the project’s construction management account to the
construction account at the time of bid award.
DISCUSSION
The existing 50-ton Heating Ventilation Air Conditioning (HVAC) unit, the main air handler and
cooling unit for the Police Department Station, has been in place for over 20 years. The typical
lifespan for commercial HVAC equipment is 12 to 15 years. The existing unit is rusted and this
corrosion cannot be repaired in a cost effective manner. The HVAC unit experienced numerous
breakdowns and requires repairs that consume a great deal of time by building maintenance staff
or contractors. Also, the roof underneath the unit is deteriorating to the point that if repairs are
not made to the roofing, water intrusion will occur into the Station.
This project will replace the existing HVAC unit with a unit of the same capacity and a 15 year
lifespan but will be more energy efficient, resulting in energy use savings and carbon footprint
reductions. In a recent energy audit, PG&E identified replacement of the HVAC unit as being
eligible for incentive rebates. The roof area under the HVAC unit will be repaired as part of this
new unit installation.
CONCURRENCES
This project has the concurrence of the Police Department. It also has environmental clearance
from the Community Development Department with building permits pending approval.
FISCAL IMPACT
The 2013-15 Financial Plan, Appendix B, pages 3-19 to 3-21, identifies $141,500 to replace and
install the new HVAC unit in 2014-15, along with $18,500 for construction management. The
current construction schedule allows for staff inspection and negates the need for consultant
services for construction management. A transfer of the $18,500 from construction management
into the construction account phase will make these funds available to support higher than
May 6, 2014
C10
C10 - 1
PD HVAC Replacement (91251) Page 2
anticipated construction costs or unforeseen conditions during construction. This will provide a
total construction budget of $160,000.
ALTERNATIVE
Deny approval of award. The Council could choose to deny or defer the approval for advertising of
this project. Staff does not recommend this option. Should this be denied or deferred, HVAC
replacement to the Police Department Station will be delayed. The existing unit will continue to
deteriorate with the possibility of sudden irreparable failure, require substantial staff time for
maintenance and repair, and energy cost savings will not be realized.
ATTACHMENT
2013-15 Financial Plan, Appendix B, pages 3-19 to 3-21
COUNCIL READING FILE
Plans and Special Provisions
t:\council agenda reports\2014\2014-05-06\advertisement of pd hvac replacement (grigsby-mcguire)\91251 car advertise.docx
Fiscal Impact Summary 2014-15
Approved Project Budget:160,000$
Engineer's Estimate Construction:140,000$
Construction Contingencies:15,000$
Total for Construction:155,000$
Printing & Advertising:500$
Total Cost of Project:155,500$
C10 - 2
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C10 - 4
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C10 - 5
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blank.
C10 - 6