Memorandum
City of Lawrence
Utilities Department
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TO: |
David L. Corliss – City Manager Cynthia Boecker - Assistant City Manager Diane Stoddard - Assistant City Manager |
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FROM: |
Philip Ciesielski – Asst. Director of Utilities |
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CC: |
Dave Wagner – Director of Utilities Mike Lawless – Asst. Director of Utilities Beth Frailey Krishtalka – Management Analyst Dave King – Utility Maintenance Manager |
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Date: |
May 20, 2009 |
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RE: |
May 26, 2009 Agenda Item – Execute Design and Construction Phase Engineering Services Agreement for Project UT0807 Replacement of the Waste Water Plant Administrative Building Heating, Ventilation and Air Conditioning (HVAC) system. |
Please include the following item on the City Commission Agenda for consideration at the May 26, 2009 meeting:
Authorize the City Manager to execute an Engineering Services Agreement in the amount of $23,478.00 with Hoss & Brown Engineers for Design and Construction Phase Engineering Services for Project UT0807 Replacement of the Waste Water Plant Administrative Building Heating, Ventilation and Air Conditioning (HVAC) system.
Project Description
Over the last year, and through the Department’s reorganization, the Administrative Building at the Waste Water Treatment Plant has become the main Administrative Office building for Department of Utilities. This building now houses the Director of Utilities, Assistant Director, Management Analyst, Utilities Programs Manager and Administrative Assistant staff in addition to the previously assigned operations and lab staff. The building is staffed 24 hours a day with operators. In addition as the location of the Director of Utilities’ office the building hosts numerous staff, project and other Departmental meetings and is designated as the Department’s first option as an Emergency Command Center should the need arise. The building also houses sensitive computer, server, process control and laboratory equipment.
The existing HVAC system in this building consists of several standalone systems dating from 1976 and 2000. Each of these systems; the multi-zone control, chiller and heating, while examples of the available technology at the time of installation, are independent and do not communicate with each other. The age of the existing system components has resulted in current maintenance and component replacement needs in order for the existing system to meet the heating and cooling needs of the building. These immediate needs include the air handling unit and a compressor on the chiller unit.
Project History
Based on the current maintenance needs, operational limitations of the existing systems and the energy efficiency of the existing systems, Staff engaged Hoss & Brown Engineers for a survey, evaluation and subsequent recommendation for repairs, rehabilitation, or replacement of the existing HVAC system. As a follow-up to the recommendations and capital costs provided in the initial report, Staff requested an additional analysis of the energy costs for each proposed option. This information was used in recommending Option 4 the replacement of the existing systems.
Hoss & Brown’s survey and evaluation of the existing systems resulted in four proposed options to address the repair and operational requirements of the existing systems. These included varying degrees of replacement of the chiller, repairs to the existing air handling unit and modifications to the duct work, to the replacement of the HVAC system and duct work and the establishment of control zones throughout the building.
The 20 year present worth scenarios below are for the capital expenditures and their resulting energy expenditures at the 10% energy inflation rate. Based on information from Finance the analyses were run at discount rates of 3.5% and 4.5%. For Options 1, 2 & 3 a second capital expense is assumed at year 5 equivalent to the inflated cost over 5 years of the balance of the replacement as compared to Option 4. The remaining years energy costs for these scenarios is then reduced to reflect the anticipated cost savings equal to Option 4 based on the complete system replacement.
Discount Rate
3.5% 4.5%
Option 1 $828,600.00 $772,400.00
Option 2 $640,500.00 $612,450.00
Option 3 $767,600.00 $722,870.00
Option 4 $760,220.00 $721,900.00
Option 4* $708,800.00 $676,240.00 resultant energy savings estimated at 15%
Note that while Options 2 and 4* are within 10% of each other using the assumptions noted the value of Option 2, as well as 1 & 3, is sensitive to the timing of the additional replacement work. For example at the 4.5% rate and performing the remaining replacement at year 10 vs year 5 shown above the 20 year PW for Option 2 is $728,650.00.
The estimated capital and energy costs are reflected in the above table. Additional factors considered in the evaluation not fully quantified in the table above include; the costs associated with the ongoing maintenance and ultimate replacement of aging system components left after Options 1, 2 or 3 which consist of partial repair or system replacement at this time; the additional energy savings resulting from complete system replacement (Option 4*); and the ability to discretely partition the building spaces and only condition those spaces occupied at different times of the workday and week; i.e. conference rooms and office spaces in the evening and weekends.
Project Status/Details
March 10, 2009 City Commission authorized Staff to advertise a Request for Proposals for Design and Construction Phase Engineering Services for Option 4 the replacement of the Waste Water Plant Administrative Building Heating, Ventilation and Air Conditioning (HVAC) system.
April 10, 2009 In response to the Request for Proposals staff received one proposal from Hoss & Brown Engineers.
Department of Utilities staff have evaluated Hoss & Brown Engineer’s proposal and qualifications and determined that Hoss & Brown is a qualified respondent for the project based on the criteria listed below.
Project qualifications & experience
Project staff & their experience with similar projects
Project knowledge & approach
Schedule
In addition staff contacted an interested firm that did not respond and inquired as to the reason they did not submit. The firm indicated the proposed project scope and approach was reasonable, however, their current commitments could not allow them to sufficiently address the proposal requirements.
Staff have negotiated a design and construction phase engineering contract with Hoss & Brown in the amount of $23,478.00. This contract amount represents a fee of 6.5% of the estimated cost of construction.
Project Funding:
The recommended replacement has been included in the Department of Utilities proposed Capital Improvement Projects and Rate Plans. These projects will be funded from the 2008 Utility Department Capital General Wastewater Treatment Plant Improvements Fund.
Action Request: Authorize the City Manager to execute an Engineering Services Agreement in the amount of $23,478.00 with Hoss & Brown Engineers for Design and Construction Phase Engineering Services for Project UT0807 Replacement of the Waste Water Plant Administrative Building Heating, Ventilation and Air Conditioning (HVAC) system.
Thank you for your assistance. Please advise if you have any questions.