HomeMy WebLinkAboutItem VIII-B-7
AGENDA BILL APPROVAL FORM
A¡¡enda Subject: Contract for emeraencv work for chiller at City Hall Date: Februarv 1, 2005
Department: I Attachments: Proposal from ACCO Budget Impact:
Plannina Resolution No. 3822 $0
Administrative Recommendation:
City Council adopt Resolution No. 3822.
Background Summary:
Pursuant to RCW 39.04.280(2)(b), the Mayor has declared that an emergency exists with regard to the
replacement of the chiller at City Hall. The mayor has waived the competitive bidding requirements and
has awarded a contract to ACCO System Engineers. ACCO Systems Engineers is recommended by the
City's HVAC maintenance firm as well as the City's Building Official has stated ACCO has a respected
reputation in the industry. RCW 39.04.280(2)(b) requires this written finding be entered into the record.
With an expedited delivery from the TRANE manufacturer it is estimated that the new chiller will be up
and running in April.
If normal bidding procedures would be followed it would likely be mid-summer before the chiller would be
replaced. Normal bidding procedures would require the City to hire a consultant engineer to draw up the
plans and specifications for the bidding process, advertise for bids, award the bid, and prepare and
execute contract documents with the successful bidder. The successful bidder would then order the
chiller from the factory, which could be a 12-week delivery period. Installation requires an additional two
to three weeks.
City Hall is an older brick building and was constructed to not allow for opening of windows to provide
cooling in the building. City Hall contains a number of computer systems that are sensitive to heat.
These systems are important to maintaining other support systems related to the health and well being of
the general public. It is also important to maintain a healthy working environment for City Hall employees.
Replacement of the chiller is estimated to cost $152,219.90 which includes sales tax. In the 2005
Building & Facilities Maintenance budget, $150,000 is budgeted in the capital program for HVAC
improvements which included the replacement of the chiller, and another $37,000 is budgeted in the
repair and maintenance account for miscellaneous building repairs. Therefore, a budget adjustment will
not be required to fund this project.
L0207-7 04.4.1
Reviewed by Council & Committees: Rsvlewed by Departments & Divisions:
o Arts Commission COUNCIL COMMITTEES: o Building o M&O
o Airport o Finance o Cemetery o Mayor
o Hearing Examiner o Municipal Servo o Finance o Parks
o Human Services o Planning & CD o Fire o Planning
o Park Board I8IPublic Works o Legal o Police
o Planning Comm. o Other 181 Public Works o Human Resources
Action:
Committee Approval: OYes ONo
Council Approval: OYes ONo Call for Public Hearing _'---1_
Referred to Until -'-'-
Tabled Until ---1_'_
Councilmember: Cerino I Staff: Krauss
Meeting Date: February 7, 2005 I Item Number: VIII.B.7
AUBURN * MORE THAN YOU IMAGINED
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~ engineered
,., systems
January 31,2005
253/854-8444 Voice
253/854-8220 Fax
835 N. Central Avenue
Suite 132
Kent, Washington
98032-3099
City Of Auburn
Re: Chiller replacement
Auburn City Hall
25 W. Main St.
Proposal Introduction:
Per your request ACCO is delivering this proposal to provide a new 100-ton Chiller.
a) New systems to be installed outside in well currently housing the cooling tower.
b) Sizing is based upon "like for like" sizing of the existing chiller as verified in field
visits and confirmed by the reading of engineering summary reports.
HV AC System Description
a) New Chiller to be Trane RTAA-100. See attached
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HVAC Design Parameters
In developing this proposal we used the following design conditions:
· Re use existing house system for air distribution and modify existing piping to
accommodate new chiller. Main chiller piping loop, expansion tanks, chemical
treatment, back flow devices etc to remain. This is a significant upgrade and will be
air to air verses water. Tower, holding tank, and existing chiller all to be abandoned
and no longer required to cool the building.
Existing Conditions
a) Current building chiller system is not operational. Unit has been on priority list for
recommended replacement and with current shut down situation now is the time
to address this. If the chiller is left down then the cooling for the building in the
spring and summer will not be available. A failed chiller can not keep up with the
cooling demand and the only back up system available is outside air during the
fall and winter months.
Established 1934
license #AIRCOCI13JKQ
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City of Auburn
Emergency Chiller Replacement
January 31, 2005
Page 2
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HVAC Scope of Work
a) One new 100-ton Trane RTAA-100 Chiller.
b) Engineering to size all piping connections and pump selections.
c) Two new pumps and all associated valves and fittings.
d) Mobilization of crews to prepare for disconnection's from existing chiller, tower
and pumps.
e) Crane Lift rental fees.
t) Removal of grate for access and rejnstallation of grate and all structural supports.
g) Removal and disposal of tower including drain down, piping demo and rigging
out.
h) Cross connect from existing piping to tie into new chiller, pumps and control
valves.
i) Set new chiller on neoprene pads and prepare for piping hook ups,
j) Set new pumps and prepare for all piping connections.
k) All piping fittings and valves to tie system in to main loop.
I) All piping insulation for new piping installation.
m) All piping heat traced for protection of pipe exposed to the weather.
n) Factories start up.
0) Simple time clock controls.
- p) All rigging to safely handle the demo, removal and placement of new equipment.
Related Work by Others:
The following work may be required and is not included in ACCO's proposal:
· All line voltage power wiring, conduit, and disconnects for the new HV AC equipment.
· Structural verification, engineering, and supplemental support if required for the new
HVAC equipment.
· All cutting, coring, patching, and painting of building elements or finished surfaces.
· All costs associated with the detection and abatement of hazardous materials,
including asbestos and lead.
· Secure fence if required for open pit or piping / tool staging area.
· Permit fees. Special street use permit for crane.
· Costs for Washington State Sales Tax and bond.
Note:
Typical Lead-time from Factory for a chiller of this capacity is 8-12 weeks.
We have contacted the Trane Company and they are able to expedite on an emergency
basis a chiller into the production schedule with approvals on or before 02/01/05 for an
emergency" quick ship" premium. See summary pricing notes.
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City of Auburn
Emergency Chiller Replacement
January 31, 2005
Page 3
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,., systems
Qualifications
While developing this proposal, ACCO anticipated the following conditions:
· Union labor working during normal hours with normal crew sizes.
· We will staff the job to meet a mutually agreeable schedule with April 1st target date
for system operation complete.
· We included current equipment prices.
. We projected labor costs through 1st quarter, 2005.
· We included no costs for providing temporary cooling.
· All existing chillers, pumps, controls will be abandoned in place.
· We included no costs for repair or maintenance of the existing HV AC equipment: re
used piping, or insulation.
· Assume that we will abandon in place the failed chiller, pump skids and all parts or
pieces that are unused and not needed for the new chiller configuration.
· ACCO standard one-year parts and labor warranty.
Your total price for ACCO to peñorm the work as described in this proposal is
~ $108,765.00 + w.s.s.tax
Add Alternates:
1. Expedited factory "quick ship" program.
2. Line voltage electrical. (new service)
3. Demo / removal of existing chiller, chiller pumps, piping and controls.
4. Rework piping to separate hot water loop.
5. Engineering study to determine stand-alone system for I.T. area.
Summary:
$ 2,500.00
$ 17,500.00
$ 7,750.00
$ 1,808.00
$ 1,585.00
a) This proposal is valid for 30 days.
b) Overtime/premium time and/or shift work not included in scope.
c) Retention not anticipated.
d) Billing for stored equipment and/or materials allowed as progress billings.
ACCO Engineeredf(stems, Inc.
~~
Danny J. Dallum
Project Manager
Approved: City of Auburn
Date:
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RESOLUTION NO.3 8 2 2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, DECLARING AN
EMERGENCY WITH RESPECT TO THE PURCHASE
OF AIR CONDITIONING COMPONENTS FOR THE
CITY HALL BUILDING
WHEREAS, in the course of planning for facility needs, it was recognized
that the City Hall building's air conditioning unit was in need of some repair and
replacement of critical parts, including the "chiller" equipment. Those repairs and
equipment replacements were included in the 2005 budget process and their
funding was approved as part of that budget; and
WHEREAS, it was expected that the air conditioning unit at City Hall
would continue to function throughout 2005, giving the City the opportunity to go
through a thorough review, specification and planning process as well as
complying with applicable bidding procedures; and
WHEREAS, unfortunately the chiller equipment failed, taking from the City
the opportunity to more conveniently time its repair and replacement activities;
and
WHEREAS, with the failure of this crucial piece of air conditioning
equipment, an emergency situation now exists that warrants action without
compliance without full bidding procedures; and
WHEREAS, because the City Hall building is an enclosed structure
(without windows that open) the air conditioning unit is a necessary piece of
equipment for the building to function as an environment in which people may
work and address the functions of City Hall; and
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Resolution No. 3822
February 4, 2005
Page 1
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WHEREAS, perhaps more crucial in terms of time, the City's extensive
computer equipment does depend very critically on certain temperature controls
and even though the weather outside is not now uncomfortable or warm,
because of the need to ensure temperature controls for the City's computer
equipment, measures are already having to be made to make sure that the
equipment does not overheat; and
WHEREAS, should the City's computer equipment overheat, all electronic
records of the City would be lost, resulting in the City's inability to serve the
public, and a significant cost to the City to replace equipment and restore data;
and
WHEREAS, the result is that the City does not have the luxury of time to
engage in the specification and planning, as well as the formal bidding process,
that it had intended to use in order to address the emergent need for repair and
replacement of the air conditioning equipment; and
WHEREAS, under these circumstances, the need to repair and replace
the air conditioning equipment constitutes an emergency, not only in terms of the
air quality and environment in City Hall but the need to preserve and protect the
significant computer system infrastructure that would be compromised without
immediate action to address this need; and
WHEREAS, pursuant to the authority of Section 3.10.050 of the Auburn
City Code, the Mayor has determined that an emergency exists so as to justify
the emergency contracting procedures without formal bidding.
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Resolution No. 3822
February 4, 2005
Page 2
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NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the City Council ratifies the Mayor's determination that
an emergency exists in this case, and finds that the need for the City to enter into
a contract for the air conditioning unit, without going through typical bidding
procedures, to repair and replace the air conditioning unit at City Hall is an
emergency that relieves the City of the requirement to engage in a more lengthy
competitive bidding process for this equipment.
2. That the Mayor or his designee is authorized to negotiate and enter
into a contract with ACCO Systems Engineers, a provider of compatible
equipment, to address the air conditioning repair needs as promptly as that can
be accomplished.
3. This resolution shall be in full force and effect upon passage and
signatures hereon.
DATED and SIGNED this _ day of
,2005.
CITY OF AUBURN
MAYOR
ATTEST:
Danielle E. Daskam,
City Clerk
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Resolution No. 3822
February 4, 2005
Page 3
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AP~ED~FßM: \
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Resolution No. 3822
February 4, 2005
Page 4
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