HomeMy WebLinkAbout06 - Police Facility HVAC ReplacementCITY OF
F NEWPORT REACH
City Council Staff Report
November 12, 2014
Agenda Item No. 6
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director- (949) 644 -3330,
dawebb@newportbeachca.gov
PREPARED BY: Fong Tse, Assistant City Engineer
PHONE: (949) 644 -3321
TITLE: Police Facility HVAC Replacement Project- Completion and Acceptance of Contract
No. 5542 (CAP14 -0003)
ABSTRACT:
At the May 13, 2014 regular meeting, City Council awarded the Police Facility HVAC Replacement Project
Contract No. 5542 to K +J Air Conditioning, Inc. for a total contract amount of $268,012.00. This work is
now complete and staff requests City Council acceptance and close out of the contract.
RECOMMENDATION:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project;
b) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the Notice of
Completion has been recorded in accordance with applicable portions of the Civil Code; and
c) Release the Faithful Performance Bond one year after this Council acceptance.
FUNDING REQUIREMENTS:
Funds for the construction contract were expended from the following account:
Account Description Account Number Amount
Facilities Maintenance 7480- C1002014 $ 294,612.00
Total: $ 294,612.00
M
DISCUSSION:
Overall Contract Cost /Time Summa
The contract has now been substantially completed to the satisfaction of the Public Works Department. A
summary of the contract cost is as follows:
Original bid amount: $ 268,012.00
Actual cost of bid items constructed: $ 268,012.00
Total change orders: $ 26,600.00
Final contract cost: $ 294,612.00
Prior to this project, twenty -nine of the thirty -one 20 -year old packaged heating, ventilation, and air
conditioning (HVAC) units atop the Police Facilities were in poor condition and required frequent repairs. In
addition to the recurrent mechanical issues, these former units were designed with outdated technology
and were costly to operate.
During the course of the work, it was brought to the Project Manager's attention by Police facility staff that
two HVAC units that were originally designated to remain and continue to serve the Police Department's
computer systems were inadequately cooling the computer server room. After further review it was found
that both unit's condensers and coils had now deteriorated to a point where costly repairs would be
needed within the next year. Upon considering the different repairs vs. replacement options and pricing,
the project team determined that these two units should be included within this project now as a change
order to take advantage of the reduced mobilization, crane, and equipment costs available through this
capital Improvement project, rather than addressed at a later date.
The final construction contract cost, including a 5 -year parts and labor extended warranty, was 9.92
percent above the original contract amount due to a contract change order in the amount of $26,600.00 for
additional equipment replacement.
A summary of the project schedule is as follows:
Estimated Completion Date per 2013 Baseline Schedule 8/26/2014
Estimated Project Award for Construction 5/27/2014
Actual Project Award 5/13/2014
Contract Completion Date Per Notice To Proceed 8/22/2014
Actual Substantial Construction Completion Date 10/16/2014
M
Actual
Awarded
Final Cost at Contingency
% Due to
% Due to
Contract
Completion Allowance
Contract
Directed
Unforeseen
Amount
Change
Change
Change
$268,012.00
$294,612.00
10% or less
9.92% 9.92% 0%
Actual Time
Allowed Contract Time (days)
1s
-1
14
The contract has now been substantially completed to the satisfaction of the Public Works Department. A
summary of the contract cost is as follows:
Original bid amount: $ 268,012.00
Actual cost of bid items constructed: $ 268,012.00
Total change orders: $ 26,600.00
Final contract cost: $ 294,612.00
Prior to this project, twenty -nine of the thirty -one 20 -year old packaged heating, ventilation, and air
conditioning (HVAC) units atop the Police Facilities were in poor condition and required frequent repairs. In
addition to the recurrent mechanical issues, these former units were designed with outdated technology
and were costly to operate.
During the course of the work, it was brought to the Project Manager's attention by Police facility staff that
two HVAC units that were originally designated to remain and continue to serve the Police Department's
computer systems were inadequately cooling the computer server room. After further review it was found
that both unit's condensers and coils had now deteriorated to a point where costly repairs would be
needed within the next year. Upon considering the different repairs vs. replacement options and pricing,
the project team determined that these two units should be included within this project now as a change
order to take advantage of the reduced mobilization, crane, and equipment costs available through this
capital Improvement project, rather than addressed at a later date.
The final construction contract cost, including a 5 -year parts and labor extended warranty, was 9.92
percent above the original contract amount due to a contract change order in the amount of $26,600.00 for
additional equipment replacement.
A summary of the project schedule is as follows:
Estimated Completion Date per 2013 Baseline Schedule 8/26/2014
Estimated Project Award for Construction 5/27/2014
Actual Project Award 5/13/2014
Contract Completion Date Per Notice To Proceed 8/22/2014
Actual Substantial Construction Completion Date 10/16/2014
M
Although the Contract Specifications provided K +J with fifteen (15) consecutive working days to complete
all of the work, staff was made aware shortly after the project award that (1) Carrier, the equipment
manufacturer, would not be able to deliver the non -stock units until at least two months after the order was
placed and (2) the special coatings specified on all of the new condensers and coils for our salt -air
operating environment would require an additional four weeks of shop time. Consequently, staff instructed
K +J to replace the units in batches as they become available, with the least amount of interference to the
Police Department's operations. As such, K +J completed the installation over four weekends for a total of
fourteen (14) working days.
The existing equipment analyses, replacement equipment specifications, and the construction inspection,
testing, and commissioning of the new units were provided by Glumac, Inc. under separate contract for an
amount of $17,900.
ENVIRONMENTAL REVIEW:
The Project was determined to be exempt from the California Environmental Quality Act ( "CEQA ")
pursuant to Section 15302 (Replacement or Reconstruction) of the CEQA Guidelines. This Exemption
covers the replacement or reconstruction of existing facilities where the new improvements will be located
on the same site as the facilities replaced and will have substantially the same purpose and capacity as
the facilities replaced.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the City Council considers the item).
ATTACHMENTS:
Description
Attachment A - Location Mao
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CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
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