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Home My WebLink About06-17-2013 c8 advertise sinsheimer pool heater replacementcounctL âq€nòâ Repopt ù/eetins DateJune 11 ,2013 Iteh Number C8 FROM: Prepared By CITY OF SAN LUIS OBISPO Daryl R. Grigsby, Director of Public Works Michael J. McGuire, Engineer III SUBJECT:SINSHEIMER POOL HEATER REPLACEMENT, SPECIFICATION NO.91151 RECOMMENDATIONS 1. Approve Plans and Specifications for "Sinsheimer Pool Heater Replacement, Specification 91 15 1 ." 2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if the lowest responsible bidder is less than $165,000. 3. Approve the transfer of $30,000 from the project's construction management account to the construction account. 4. Authorize staff to use up to $10,000 forproject acceleration if funds are available inthe project budget after award of contract. DISCUSSION Need for Boiler Replacement The SLO Swim Center boilers were installed in 1998 and have exceeded their ten-year life expectancy. They are in need of significant maintenance and repairs to keep them operational. Recently, the three boilers experienced failures in major component parts. Unfortunately the heater manufacturer stopped production of this model in 2003, and in 2010 stopped production of the major replacement parts needed to keep the units running. At this time the SLO Swim Center's boilers are no longer repairable and a sudden failure of the heating system will result in pool closure due to unacceptable frigid water temperature. Staff has been planning for the closure (starting at the end of the peak summer swim season) to replace the boilers to allow the facility users time to anange for alternatives for their uses. Installation of two new high-effrciency boiler heaters to replace the three existing boiler heaters will avoid the possibility of emergency pool closure related to heating system failure. Also, a Variable Frequency Drive (VFD) will be installed on the main circulation pump. This element was identified in a PG&E energy audit as an energy use reduction measure. The new heating system will be more energy efficient and require less maintenance. Impact of Pool Closure The boiler heater replacement is planned to be accomplished over an eight-week construction period. During which time, the SLO Swim Center will need to be closed. The SLO Swim Center closure will impact several Aquatics programs including Lap Swimming, Swim Lessons, high school programs and swim team uses that occur on a daily basis. During August, September, and October (the anticipated months of construction), the SLO Swim Center averages about 100 daily use patrons with noon Lap Swimming and Aqua Aerobics as the most highly attended c8-1 Sinsheimer Pool Heater Replacement (91151)Page 2 Aquatics programs. Also during that time the San Luis Obispo Seahawks runs its competitive swimming programs with well over 100 age group and masters swimmers using the facilities in the morning, at noon lap swim and in the afternoon and evening. Finally during this time Boys Water Polo uses the pool for its high school season. After the first two weeks of construction (during which time additional annual maintenance activities will be completed by Public 'Works Maintenance Staff;, the Therapy Pool will reopen while the Main Pool remains closed during the heater replacement. This will allow patrons to utilize the Therapy Pool for some Private Swim Lessons and other general uses. Since the duration of the closure is quite extensive, users may opt to visit other facilities in the arca and some customer rebuilding may be required at reopening. While this type of lengthy maintenance project has a disruptive impact on the regular users of SLO Swim Center it is essential to preventing an emergency shutdown of the facility in the event of a boiler failure. The project has been scheduled in an attempt to minimize the number of users affected as best as possible. The City has a number of dedicated year-round swimmers, which means there is no good time for this highly needed maintenance. The project specifications include some elements to expedite the project, including getting a contractor under contract prior to the closure, to allow for early equipment ordering. The contract also included Liquidated Damages, applied for each day work continues past the allowed days. The amount accounts for the cost of staffrng the project longer and the lost revenue resulting from the closure. Staff is recommending authorization to pay for project acceleration via a change order, in the event bids come in suffrciently low to leave adequate funds for that effort. Staff will work with the contractor, after schedule submittal to determine where, if anywhere, acceleration is feasible and effective in providing an earlier closure. Staff believes restoring pool availability sooner rather than later is important to all the affected programs and users, in addition to retaining the pool's clientele. CONCURRENCES The scheduling and installation of new boiler heaters has the concurrence of the City's Parks & Recreation Department, and with the SLO County Environmental Health Services and Air Pollution Control District. FISCAL IMPACT The 2011-12 Financial Plan Mid-Year Review identified $15,000 for design, $155,000 for construction and $30,000 for construction management of the Sinsheimer Pool Heater Replacement project. The tentative revenue impact from the project, assuming an eight week closure, will be a loss of approximately $12,000 which includes salary savings from fewer lifeguard hours. This project will be constructed at the end of summer when there are fewer active construction projects. This will allow City inspection staff to oversee this project and negates the need for consultant services for construction management. A transfer of the $30,000 allocated for construction management into the construction account will make these funds available to c8-2 Sinsheimer Pool Heater Replacement (91151)Page 3 support higher than anticipated construction costs and unforeseen conditions during construction. The remaining design funds of $5,250 will be retained for use in the event special circumstances require additional assistance from the design consultant during construction. Sinsheimer Pool Heaters (91151) Construction Budget:$155,000 Construction Management (transferred Construction Phase) to $30,000 Project Construction Budget Available:$185,000 Design Funding (reserve for Construction assistance):$5,239 Construction Engineer' s Estimate :$140,000 Construction Contingency:$14,000 Printing/Advertising $ 1,000 Construction Cost Estimate:$155,000 The Engineer's Estimate for the construction costs is $140,000, and it is estimated that the existing project budget will be sufficient to cover all construction costs. Staff is recommending the City Manager be authorized to award a contract up to $165,000 in the event bids are higher than anticipated, to avoid delays to the start of construction and the purchasing of pool heater equipment, leading to a longer pool closure. ALTERNATIVE Deny or defer approvøl for construction. The City Council may choose not to authorize proceeding with construction. Staff does not recommend this alternative as sudden failure of the existing heating system for the pool will result in an unplanned closure of the facility. An unplanned closure will be of longer duration to allow for bidding and construction work after the failure occurs. COUNCIL READING FILE Plans and Specifications T:\Council Agenda ReportsV0l3\2013-06-18\Advertise Sinsheimer Pool Heaters (Grigsby-McGuire)\CAR Sinsheimer Pool Heaters.docx c8-3 Page intentiona lly left blank. c8-4