HomeMy WebLinkAboutAgenda Report - October 6, 2010 D-09AGENDA ITEM 'b�wcl
CITY OF LODI
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AGENDA TITLE: Adopt Resolution Accepting Improvements under Contract for Heating, Ventilation,
and Air Conditioning (HVAC) Installation Project for Lodi Public Libraryand
Appropriating Funds ($17,000)
MEETING DATE: October 6,2010
PREPARED BY: PublicWorks Director
RECOMMENDED ACTION: Adopt resolution accepting improvements under contract for heating,
ventilation, and air conditioning (HVAC) installation projectfor the Lodi
Public Libraryand appropriating funds in the amount of $17,000.
BACKGROUND INFORMATION: The project was awarded to TNT Industrial Contractors, Inc., of
Sacramento, on October 15, 2008, in the amount of $368,175. The
contract has been completed in substantial conformance with the
plans and specifications approved by City Council.
This project consisted of installing a new energy-efficient 120 -ton chiller, cooling tower, tower filter, boiler,
and plate and frame heat exchanger that was needed to replace the Library's obsolete HVAC system. It
also included modifying/replacing ductwork, variable air volume boxes and diffusers, adding variable
frequency drives, replacing pumps, and coordinating the installation of a total temperature controls
energy management system. The equipmentfor this projectwas purchased undera separate contract to
save on delivery time and contractor markup costs.
The original construction contract began in December 2008 and was anticipated to take 90 days.
The actual completion date was August 17, 2010. In lieu of liquidated damages, the contractor agreed to
perform extra work to correct ducting that was incorrectly installed by a sub -contractor, as described
below. The final contract price is $456,644.23. The difference between the contract amount and the final
contract price is mainly due to 11 change orders that total $88,469.23, or 24 percent of the original
contact amount.
The subcontractor responsiblefor the installation of the new ductwork put in return -air ductwork, without
approval, that was both too small and incorrectly installed. Unfortunately, this was not discovered until
staff had moved back into the Libraryfrom their temporary location. Although City staff looked for a
resolution other than replacing all the small ductwork, it was determined in mid-September2009 that the
incorrectly-installedreturn-airducts needed to be replaced.
City staff met with the contractor on October 21, 2009, to determine if there were acceptable alternatives
to pursue. Rather than have the contractor completely remove the subject ductwork, the City's contract
engineer proposed a solution that would allow re -use of some portions of the subject ductwork and
require some new ducts be added. The contractor agreed to do this work outside normal Library hours in
Novemberand December 2009. This work was done at no additional cost to the City. After this work
APPROVED:
Interim Citv Manaaer
K:\WP\PROJECTSXMISC\LIBRARYkHVAC\Installation\CAccept.doc
9/28/2010
Adopt Resolution Accepting Improvements under Contract for Heating, Ventilation, and Air Conditioning
(HVAC) Installation Project for Lodi Public Library and Appropriating Funds ($17,000)
October 6,2010
Page 2
was completed, the air balance subcontractor returned to balance the system. The system still did not
meet the design requirementsfor the return air. It was also discovered that some control systems wiring
had been damaged during the duct changes, and this wiring was later replaced at no cost to the City.
On May 21, 2010, the air balance contractor, engineer, City staff, and the controls contractor determined
the airflow on the return air side had not been achieved. Modificationswere made, and now the air
balance meets specification tolerances.
All change orders were for additional work not in the base contract (the changes were necessary due to
unforeseen conditions and Building Division requirements).
Change Order No. 1 included providing a cooling tower concrete pad and fence enclosure, removing
portions of the existing concrete pad and sidewalk, installing a new concrete pad, constructing a fence to
match existing, and retrofitting the gate ($16,631).
Change Order No. 2 included picking up the cooling tower, heat exchanger and non -chemical system
from Madera, CA, and delivering the equipment to the Library($845).
Change Order No. 3 included adding a butterflyvalve to the boiler piping, demolishing additional duct
work, providing additional framing, repairing the boiler room wall, fixing a leaking pipe joint, installing a
backflow preventor, repairing the ceiling in the boiler room, and painting two I -beams at the cooling tower
($11,260).
Change Order No. 4 included providing wire and conduit from the cooling tower vibration switch to the
variable frequency drive and providing 20 additional duct straps on 220 feet of ducting ($3,242).
Change Order No. 5 included adding 10 24 -inch by 24 -inch ceiling fire dampers and fire blanketsand
reinstalling 70 existing fire dampers ($9,941).
Change Order No. 6 included adding one 3 -inch butterfly valve inside of an air handler, repairing a
broken 2 -inch irrigation line under the cooling tower enclosure, a credit for the re -use of an existing
butterflyvalve, and a credit against Change Order No. 1 ($1,056).
Change Order No. 7 included changing the boilerflue in the attic, repairing a leaking drain pipe, and
adding cooling tower piping, a backflow prevention valve, fittings, and filters ($9,845.60).
Change Order No. 8 included changing the boiler flue and adding a flue damper ($5,998).
Change Order No. 9 included replacing the 7.5 HP return fan motor, balancing the system, and installing
a motor upgrade to the 5 HP chilled water pump ($3,876).
Change Order No. 10 included connecting four duct smoke detectors to the fire alarm panel, relocating
the multi -zone coil control valves, and adding seven balancing dampers. This work took several months
to complete due to the specialty subcontractor needed and special inspections required ($9,159).
Change Order No. 11 included performing additional work on the duct smoke detectors and additional air
balancing for the new volume dampers, installing flex ductwork, replacing the seal on a pump, performing
the final air balancing, adding a sheave and changing the belt on a supply fan, and a credit for replacing
the damaged control and communication wiring in the attic spaces ($16,615.63).
The City has continued to hold 10 percent, or approximately $45,000, in retention for the duration of the
project. The warranty specified in the contract documents requires the general contractor to continue the
warranty for a period of two years from the date of substantial completion of the project, which is
August 17, 2010. Contract bonds are in full force during the warranty period.
K:\WP\PROJECTS\MISC\LIBRARY\HVAC\Installation\CAccept.doc 9/28/2010
Adopt Resolution Accepting Improvements under Contract for Heating, Ventilation, and Air Conditioning
(HVAC) Installation Project for Lodi Public Libraryand Appropriating Funds ($17,000)
October 6,2010
Page 3
Following acceptance by the City Council, as required by law, the City Engineerwill file a Notice of
Completion with the County Recorder's office. The notice serves to notify vendors and subcontractors
that the project is complete and begins their 30 -day period to file a stop notice requiring the City to
withhold payments from the prime contractor in the event of a payment dispute.
FISCAL IMPACT: Replacementof the HVAC system will save operational costs associated with
the prior HVAC equipment. Energy consumption savings of more than
$1 million are anticipated over the 25 -year life of the new HVAC system.
FUNDING AVAILABLE: Requested Appropriation: Library Capital Fund (211807) $17,000
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Jor an Ayers
Deputy City Manager/Internal Services Director
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F. Wally Sa elfin
PublicWorks Director
Prepared by Dennis J. Callahan, Fleet and Facilities Manager
FWS/DJC/pmf
cc: Nancy Martinez, Director of Library Services
K:\WP\PROJECTS\MISC\LIBRARY\HVAC\Installation\CAccept.doc 9/28/2010
RESOLUTION NO. 2010-168
A RESOLUTION OF THE LODI CITY COUNCIL
ACCEPTING IMPROVEMENTS UNDER CONTRACT FOR
HEATING, VENTILATION, AND AIR CONDITIONING
INSTALLATION PROJECT FOR LODI PUBLIC LIBRARY
AND FURTHER APPROPRIATING FUNDS
WHEREAS, the project was awarded to TNT Industrial Contractors, Inc., of
Sacramento, on October 15, 2008, in the amount of $368,175, and the contract has been
completed in substantial conformance with the plans and specifications approved by City
Council; and
WHEREAS, the project consisted of installing a new energy-efficient 120 -ton chiller,
cooling tower, tower filter, boiler, and plate and frame heat exchanger that was needed to
replace the Library's obsolete heating, ventilation, and air conditioning system and included
modifying/replacing ductwork, variable air volume boxes and diffusers, adding variable
frequency drives, replacing pumps, and coordinating the installation of a total temperature
control energy management system; and
WHEREAS, the original construction contract began in December 2008 and was
anticipated to take 90 days. The actual completion date was August 17, 2010. In lieu of
liquidated damages, the contractor agreed to perform extra work to correct ducting that was
incorrectly installed. The final contract price is $456,644.23. The difference between the
contract amount and the final contract price is mainly due to 11 change orders that total
$88,469.23.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
accept the improvements under the contract for the heating, ventilation, and air conditioning
installation project for the Lodi Public Library; and
BE IT FURTHER RESOLVED that funds in the amount cf $17,000 be appropriated
from the Library Capital Fund for this project.
Dated: October 6, 2010
I hereby certify that Resolution No. 2010-168 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held October 6, 2010, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, Mounce, and
Mayor Katzakian
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS— None
ABSTAIN: COUNCIL MEMBERS — None
2010-168