HomeMy WebLinkAbout09/03/2002, C3 - HVAC IMPROVEMENTS AT CORPORATION YARD AND BUS MAINTENANCE YARD - SPECIFICATION NO. 90116 counat D� 9/3 oz
Agenda REpont 'wmNb� c�
CITY OF SAN LUIS O B I S P O
FROM: Michael D. McCluskey, Public Works DirectoR9V-- J
Prepared By: Dave Smith, Facilities Maintenance Supervisor Z
SUBJECT: HVAC IMPROVEMENTS.AT CORPORATION YARD AND BUS
MAINTENANCE YARD - Specification No. 90116
CAO RECOMMENDATIONS:
1. Approve plans and specifications for"HVAC Improvements, Specification No. 90116 ".
2. Authorize staff to solicit bids.
3. Authorize the City Administrative Officer to award a contract if the lowest responsible bid is
within the engineer's estimate.
4. Approve transfer of$32,150 from completed projects to this project account.
5. Appropriate $6,050 from the Transit Fund (TDA)to this project fund.
DISCUSSION
As part of the 1999-01 Financial Plan, a.$58,000 project was approved for HVAC Improvements
(Heating,Ventilation, and Air Conditioning) at several locations: the Corporation Yard, Police
Department, 955 Morro, and the Parks and Recreation Offices. This project involved four phases
of work, 1)replacement of outdated controllers to eliminate Y2K issues, 2)minor mechanical
work to correct operational efficiencies with existing equipment; 3) contract design with a
mechanical engineer to provide plans and specifications for remaining major mechanical work to
correct operational efficiencies with existing equipment;and, 4)public bidding of the major
mechanical work.
To date work for phase one,two, and three has been completed leaving a project balance of
$31,700 for phase four. Originally, remaining phase four work would have accomplished two
goals: 1) add cooling to the men's locker room at the Corp Yard;and 2) elimination of a"solar
effect"that causes extreme temperature swings in a contiguous set of enclosed offices on the
outer perimeter of the Corporation Yard Administrative Building. The latter would be
accomplished by splitting the single zone into two zones with independent controls.
In the time since the original 1999-01 project was approved, several changes in scope of work
have developed. This has resulted in increased projected costs beyond current fund balance even
though improvements slated for 955 Morro were dropped pending abandonment of that property
as active City offices. The changes to the scope of work affecting the final phase are:
Corporation Yard (25 Prado Road)
• An interior conference room, adjacent to the front reception area in the Administrative
Building, was created as part of a larger remodel of that front area. As a result, airflow
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Council Agenda Report—HVAC Improvements at Corporation Yard and Bus Maintenance Yard
Page,2
and cooling capacity in the conference room became inadequate with high occupant
loads. Installation of a small dedicated cooling unit for that room was determined to be
the solution.
• Adding cooling to the men's locker room turned out to be more complicated and
expensive than originally thought due to the need to replace the existing furnace and
modifying ductwork rather than simply adding a compressor-and cooling coil to the
existing furnace as is.
Bus Maintenance Yard (29 Prado Road)
• This City owned building is occupied by the City's contract bus transit service, First
Transit Inc. The previous occupying contractor, Laidlaw Transit,brought an HVAC
system problem to the attention of City staff that turned out to be almost identical to the
solar effect on the interior Corp Yard Admin offices. A similar correction of splitting the
existing zone is needed so occupants may independently control the climate in adjoining
office spaces from existing shared heating and cooling equipment.
Funding for phase four work is not adequate for the revised engineer's estimate but additional
funding exists from completed project accounts.
The work targeted for the Bus Maintenance yard represents about 8% ($6,050) of the total
project cost ($69,900). The Transit Fund (TDA) will provide this portion of the expenditure.
CONCURRENCES
The City Engineer and Transit Manager concurs with the scope of this project.
FISCAL IMPACT
Total Proiect Costs
Engineer's Estimate 63,600
Contingencies at 10 percent 6300
Total 699900
Total Project Funding Source
CIP funding available 31,700
Transit Funding (TDA) 6,050
Additional completed project funds 32,150
Budget Available 699900
The CIP funding remaining from the original HVAC Improvements project appropriated in the
1999-2001 Financial Plan (page E-16 of the Financial Plan and page 416 of Appendix B to the
Financial Plan) is $31,700.
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Council Agenda Report—HVAC Improvements at Corporation Yard and Bus Maintenance Yard
Page 3_
Additional CIP funding in the amount of$32,150 is available from the completed Library
Maintenance project appropriated in the 1999-2001 Financial Plan (page 16 of the Financial Plan
Supplement and page E4 of the Appendix to the Financial Plan).
The County has sent written confirmation(see Attachment 1)that all work has been completed
relative to the shared costs of that project.
ATTACHMENT:
Attachment 1 —Letter from San Luis Obispo City-County Library
L\Council Agenda Reports\2002 agenda reports\CAR 90116 HVAC Improvements.doc
Plans and specifications are available for review in the City Clerk's office.
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San Luis Obispo City-County Library
P.O. Box 8107, San Luis Obispo, CA 93403-8107
995 Palm Street (805) 781-5991
Library Administration (805) 781-5784
September 10, 2001
Dave Smith
Building Maintenance Supervisor
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Dear Dave:
Today the Library received the City of San Luis Obispo check#199569 in the amount of
$70,118.12. This amount is to reimburse the Library for the City's 50% share in the cost to
paint/re-carpet the interior of the Library's Main Branch. The interior paint/re-carpet project
(completed approximately January, 2001) and the window/roof repair project (completed
approximately November, 1999) are both complete and the Library has received the City's 50%
reimbursement for both projects. Therefore, the Library will not be invoicing the City for any
further amounts on these two projects.
Enclosed is a receipt for the above mentioned check. Please see that your accounting department
receives it. Thank you for your help in expediting the reimbursement payments from the City to
the Library for these projects.
Sincerely,
S4ult,.-6�1-1&u -u)
Sherry L. Ferris
Library Accountant
The Library Maintenance project has an unspent balance of$65,807.38. After
transferring$32,150.00 to the HVAC Improvements project, the remaining funds
transferred to the Completed Projects account will be$33,657.38.
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