HomeMy WebLinkAboutAgenda Report - March 19, 2003 I-02(CITY OF LODI
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COUNCIL COMMUNICATION
AGENDA TITLEAdopt Resolution Approving Plans and Specifications and Authorizing Advertisement
for Bids for Replacement of Heating, Ventilation, and Air Conditioning (HVAC) and
Carpet for Fire Station 1 Living Quarters', and Authorize the City Manager to Award
the Contract and Appropriate Funds Not to Exceed $85,000
MEETING DATE: March 19, 2003
PREPARED BY-. Public Works Director
RECOMMENDED ACTION: That the City Council approve plans and specifications and authorize
advertisement for bids for the replacement of heating, ventilation, and air
conditioning (HVAC) and carpet for Fire Station 1 living quarters and
authorize the City Manager to award the contract and appropriate funds not
to exceed $85,000.
BACKGROUND INFORMATIONThe air quality of the second floor of the Fire Station -side of the
Public Safety Building (PSB) has historically been a source of concern
for Fire Department staff. Complaints of sore throats, itchy and red
eyes, coughing, etc., have been regularly reported. Recent air quality
studies have not been able to find any specific problems with the HVAC system that need correction (not
unlike the recent situation with the Finance Department), but the complaints continue.
A remodel of the second floor living quarters is planned when the PSB is remodeled, after the
Police Department moves into their new Police Facility (about a year from now). The remodel will include
converting the dormitory sleeping quarters into individual bedrooms, per current standards. This remodel
will also include removing and replacing all of the thirty -six-year-old HVAC equipment, supporting
ductwork and HVAC controls, This existing attic -mounted HVAC unit, however, besides being connected
to concerns regarding air quality, cannot support this space adequately (by capacity). This last summer,
window -mounted air conditioning units were added for both Fire and Police to provide relief from hot
summer temperatures.
The air quality consultant that the City hired to evaluate the PSB Fire Station living quarters has
suggested that we consider removing the existing carpet in the dormitory area, since this could be the
next area suspected as a source of the problems that the Fire staff are experiencing.
Public Works and Fire Department management staffs have met with the Architect hired to design the
,remodel of the PSB to see if there are interim alternatives. Those alternates included: 1) Finding a
temporary solution that would abandon the existing unit in place and installing small HVAC units and new
ductwork: 2) The feasibility of changing out just the 2"' floor HVAC unit and ductwork now-, and
3) Remodeling just the living quarters for the Fire Department prior to the larger PSB remodel, The
consensus was that both remodeling options were significantly more expensive than the first, would take
much longer, and would need to be done after the Police Department moves out in 2004. The temporary
work could be done now, in time for this summer.
APPROVED:
n --- City Manager
Adopt Resolution Approving Plans and Specifications and Authorizing Advertisement for Bids for
Replacement of Heating, Ventilation, and Air Conditioning (HVAC) and Carpet for Fire Station 1 Living
Quarters-, and Auttiorize the City Manager to Award the Contract and Appropriate Funds Not to Exceed
$85,000
March 19, 2003
Page 2
The City has received a quote for installing multiple (small) temporary HVAC units to service the five
different areas that the Fire Department occupies upstairs, This system would not be a permanent
solution and would need to be replaced when the building is remodeled. While this remodel was originally
anticipated to occur immediately following the completion of the Police Building, present budget
constraints indicate the time frame will be farther out. The cost is approximately $75,000. The carpet
replacement in the dormitory room is anticipated to cost approximately $10,000.
The timeline for the work, with advertising, bidding, awarding, and construction will place completion at
r - lid- lune.
FUNDING: General Capital Outlay Fund — $85,000
Funding Available:
Financolirector
Prepared by Dennis J. Callahan, Fleet and Fablities Manager
RCPiDJC/pmf
cc; Fire Chief
Fleet and FaGififles Manager
Risk Manager
Facilities Supervisor
Purchasing Officer
Wenell Mattheis Bowe, Larry Wenell
,,'HVA(' Garpe! 03/13103
4
Richard C.
Prima, J
Public Works
Director
Prepared by Dennis J. Callahan, Fleet and Fablities Manager
RCPiDJC/pmf
cc; Fire Chief
Fleet and FaGififles Manager
Risk Manager
Facilities Supervisor
Purchasing Officer
Wenell Mattheis Bowe, Larry Wenell
,,'HVA(' Garpe! 03/13103
WHEREAS, the air quality of the second floor of the Fire Station -side of the Public
Safety Building has historically been a source of concern for Fire Department staff. Complaints
of sore throats, itchy and red eyes, coughing, etc., have been regularly reported. Recent air
quality studies have not been able to find any specific problems with the Heating, Ventilation,
and Air Conditioning (HVAC) system that need correction, but the complaints continue; and
WHEREA'S, a remodel of the second floor living quarters is planned when the Public
Safety Building is remodeled, after the Police Department moves into its new Police Facility.
The remodel will include converting the dormitory sleeping quarters into individual bedrooms,
per current standards, as well as removing and replacing all of the thirty -six-year-old HVAC
equipment, supporting ductwork, and HVAC controls. The existing attic -mounted HVAC unit,
besides being connected to concerns regarding air quality, cannot support this space
adequately (by capacity); and
WHEREAS, the air quality consultant hired to evaluate the Public Safety Building Fire
Station living quarters has suggested that staff consider removing the existing carpet in the
dormitory area, since this could be the next area suspected as a source of the problems that
the Fire staff are experiencing; and
WHEREAS, the Architect hired to design the remodel of the Public Safety Building has
suggested the following interim alternatives; 1) Finding a temporary solution that would
abandon the existing unit in place and installing small HVAC units and new ductwork, 2) The
feasibility of changing out just the 2 ld floor HVAC unit and ductwork now; and 3) Remodeling
just the living quarters for the Fire Department prior to the larger Public Safety Building
remodel, The consensus was that both remodeling options were significantly more expensive
than the first, would take much longer, and would need to be done after the Police Department
moves out in 2004. The temporary work could be done now, in time for this summer; and
WHEREAS, staff recommends approval of the plans and specifications and
authorization for bids for the Replacement of HVAC and Carpet for Fire Station #1 Living
Quarters; and further recommends authorizing the City Manager to award the contract at the
appropriate time following the bid opening and appropriating funds not to exceed $85,000 for
this project; and
WHEREAS, if the bids are above $85,000.00, this item will be brought back to City
Council for its approval to award and appropriate funds.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve
the plans and specifications and authorize advertisement for bids for the Replacement of HVAC
and Carpet for Fire Station #1 Living Quarters; and
BE IT FURTHER RESOLVED that the City Council authorizes the City Manager to
award the bid for the RVA G and Carpet for Fire Station #1 Living Quarters at the appropriate
time following the bid opening; and
BE IT FURTHER RESOLVED that funds not to exceed $85,000,00 be appropriated as
follows.
General Capital Outlay Fund — $85,000
Dated, March 19, 2003
I hereby certify that Resolution No. 2003-45 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held March 19, 2003, by the following vote:
ABSTAIN: COUNCIL MEMBERS — None
BLACKSTON
CiTy COUNCIL
SUSAN HITCHCOCK, Mayor
ENIULY HOWARD
Mayor Pro tempore
JOHN BECKMAN
LARRY D. HANSEN
KE)7 Hi LAND
Wenell Mattheis Bowe
246 E, Main Street
Stockton, CA 95202
PUMLIC WORKS DEPARTMENT
CITY HALL, 221 WEST PINE STREET
P,Q. BOX 3006
LODI, CALIFORNIA 95241-1910
(209) 333-6706
F7 AX (209)
EIMAIL p,,vdept@lodi.gov
http:1\WWW'10di.gov
March 13, 2003
H. DIXON FLYNN
City Manager
SUSAN J. BLACKSTON
City C;!erk
RANDALL A. HAYS
City Attorney
RICHARD C. PRIMA, JR.
Public Works Director
SUBJECT: Adopt Resolution Approving Plans and Specifications and Authorizing
Advertisement for Bids for Replacement of Heating, Ventilation, and
Air Conditioning (HVAC) and Carpet for Fire Station 1 Living Quarters; and
Authorize the City Manager to Award the Contract and Appropriate Funds
Not to Exceed $85,000
Enclosed is a copy of background information on an item on the City Council agenda of
Wednesday, March 19, 2003, The meeting will be held at 7 p.m. in the
City Council Chamber, Carnegie Forum, 305 West Pine Street,
Thisitern is on the regular calendar for Cmincil discussion. You are welcome to attend.
If you wish to write to the City Council, please address your letter to City Council,
City of Lodi, P. 0, Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the
mail. Or, you may hand -deliver the letter to City Hall, 221 West Pine Street,
It YOU wish to address the CounQiil at the Council Meeting, be sure to fill out a speaker's
card (available at the Carnegie Forum immediately prior to the start of the meeting) and
give it to the City Clerk. If you have any questions about communicating with the
Council, please contact Susan B11ackston, City Clerk, at 333-6702.
If you have any questions about the item itself, please call Dennis Callahan,
Fleet and Facilities Manager, at 333-6800, extension 2690.
Richard C. Prima, Jr,
-For Public Works Director
RCPrP mf
Enclosure
NCFNACCARPET