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101-95 Ordinance AMENDED -. '.....'.. -, .. ~ RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 I 101-95 (amended) Passed__m____________m___mnu --_m_nm____19_m____ Ordinance NO.m____.___nmoom__ AN ORDINANCE AUTHORIZING THE REPLACEMENT OF THE ROOF, ROOFTOP HVAC UNITS AND RELATED SYSTEMS/EQUIPMENT AND INSTALlATION OF SCREENING FOR ROOFTOP UNITS FOR THE 5800 BUILDING, ...,."."... WANING COMPETITIVE BIDDING REQUIREMENTS, AND DECLARING AN EMERGENCY J ..... WHEREAS, The City of Dublin has made a significant investment in the 5800 Building; and WHEREAS, the City of Dublin desires to protect its investment in this facility; and WHEREAS, City Council appropriated $185,700 in the 1995 Operating Budget for the replacement/expansion of the 5800 Building parking lot and said funds have not yet been totally expended; and WHEREAS, the roof of the 5800 Building has served its useful life and is deteriorating at an accelerated rate; and WHEREAS, Dublin City Staff has acquired formal quotes for the replacement of the 5800 roof; and WHEREAS, it is necessary to replace rooftop HV AC units which have served their useful life and are beginning to fail; and WHEREAS, said rooftop HV AC units should be replaced simultaneously to minimize the impact on the new roof. WHEREAS, Dublin City Council declares an emergency to insure the safety, health and welfare of the occupants and to protect the City's investment. - NOW THiREFORE BE IT ORDAINED, BY THE COUNCIL OF THE CITY OF DUBLIN, STATE OF ...... OHIO, OF THE ELECTED MEMBERS CONCURRING THAT: Section 1. Dublin City Council hereby waives all formal bidding requirements and authorizes the City Manager to enter into the necessary agreements to effect the replacement of the 5800 Building roof and rooftop HVAC units and related systems/equipment and installation of Phase I for roof top screening of mechanicals. Section 2. The remaining funds for the 5800 Building parking lot replacement/expansion ($170,700) are hereby authorized to be spent for the following: a. Replacement and repair of the 5800 roof and related systems ($60,000), b. Replacement of HV AC units and related systems/equipment ($86,000) c. Phase I of roof top screening for mechanicals (placement of posts) ($24,700). Section 3. That this Ordinance be, and the same hereby is, declared to be an emergency measure for the preservation of public peace, health or welfare of the residents of this City, and for the further ;;:on that the repairs must be completed before the winter season, and therefore, this Ordinance s~ tW<e effect and be in force immediately upon passage. 'i c.s> ~ ~ ~ .~ s;; Passed this ~ n of..- day of D(!;-fI.J b~V: 1995. $~ ~ .~ ~ I/~ M {(~ ; ~ . ---~ ;y -- ,; C::;' ,~ J>,. .~ ~ ("'- ..l:> .} ,,~ ayor - resl In Icer .:~I ~ ATTEST: ,'. .::.~.. ..,~ ~. ....~ \5' ~.. ~ '" ~ ~G-~ ~ ~ ~~ ,-S..... .~ Clerk of Council Ji .~ ... ~ ~ ~ ",<:)~ ,J'~ ;-:~t -----.- -_.------~--~-_._----_.._-- - - --- -----..-.-.--------.---- , MEMORANDUM TO: All Members of Dublin City Council FROM: Timothy c. Hansley, city Manager ~ M INITIATED BY: Dana L. McDaniel, Assistant Service 'rector . 1'1 DATE: September 27, 1995 SUBJECT : 5800 Building HVAC replacement, HVAC Screening and roof ".... repairs, Ordinance 101-95 Amended Per your request, we have finalized quotes for the 5800 building ....... HVAC replacement, HVAC screening and roof repairs. The following is a breakdown of the overall project cost based upon our various quotes: HVAC replacement: $45,600 Replace 13 roof top HVAC units with appropriate curbing, electric upgrade (OSHA requirement), air dampers, and warranties: CONTRACTOR QUOTE Air Force One $67,593 Air Tron $67,500 Favret $54,130 Atlas Butler $45,600 Option 1 $52,900 Option 2 We are recommend1ng Atlas Butler, opt1on 1. opt1on 1 w1l1 prov1de units manufactured by Carrier. This is a name brand unit and offers an efficiency rating similar to all other systems quoted. On a unit to unit basis, they are very comparable in type and ...... output among the various quotes. We have checked with our HVAC maintenance company (Air Force One) and they have no problems with .... the type of unit or ability to service it. Also, the issue of timing is paramount. The Contractor has the units readily available and can install them quickly. We do anticipate utility cost savings as a result of installing these modern more efficient units. Automated Control System: $19,660 Air Force One, a local HVAC service company who currently provides for all the city's HVAC preventative maintenance and repair needs, is a primary provider of the Automated Loqic Control System. The city currently has this control system at the Justice Center and we have been very pleased wi th it. Our desire is to make these control systems uniform in the all facilities as facilities are constructed or systems are replaced. This system will modernize the temperature control mechanisms. This system has an annualized return on investment of 60% (utility cost reduction of $10,800.00 per year). The logical contractor to provide and install this system is Air Force One since they will be servicing it. Other ...... f -- , control systems were quoted, but were not the Automated Logic system. Had we developed specifications and bid this project, we would have specified the Automated Logic Control System. Because Air Force One is the regional distributor of the system, others would probably have gone to them and marked up the price. We feel we are at an advantage with this particular process because we are able to go directly to Air Force One. r Roof Replacement: $50,100 CONTRACTOR QUOTE ..... Phinney Industrial Roofing, $81,600 Inc Pete Miller $50,100 Accurate Roofing $55,000 Rep acemen 0 e roo 1nc u es remov1ng e a as , 1ns a 1ng wood fiber insulation, installing a .060 standard adhered Firestone roof, installing EPDM wall and equipment flashings, installing walkpads to units, installing gravel stop and clean up. Insulation and primer contingency: $22,340 Because we do not know the extent of the damage to the insulation under the roof, we have established this contingency, using remaining funds, to install insulation as needed on a cost per square foot basis. This cost assumes all the insulation is bad as a worst case scenario. Because the roof is metal, it may require priming before re-roofing. This is also included in this cost. The roofing Contractor will perform this work. Screening: $30,000 The screening will be a 4 foot screen completely surrounding the - roof top units. It will be bronze in color to closely match the trim on the building. The screening has been engineered and the ...... same contractor who is installing the roof will be installing the screening. We strongly recommend using the roofing contractor to install the screening. The roof and screening must be installed in a coordinated manner. As mentioned previously, we regret that this project has to be authorized in such a manner. I wish to emphasize again that in the best interest of the City our attempts to repair before replacing were fiscally and managerially responsible. Unfortunately, knowing the results of our repair is not to our advantage timing-wise relative to weather. We appreciate that Council understands the urgency of the matter and greatly respect your inquiries as to the fairness, reliability and competitiveness of our quotes. I hope this answers your concerns. Feel free to contact Dana at work 761- 6570, home 228-6502 or at 216-725-3222 Saturday or Sunday, should you have any questions prior to the meeting. Thank you. r- . MEMORANDUM TO: All Members of Dublin City Council FROM: Terry Foegler, Assistant City Manager ~ INITIATED BY: Dana McDaniel, Assistant Service Direc ~ fr\ DATE: September 12, 1995 . SUBJECT: Roof and HVAC Replacement and Phase I Screening for 5800 Building -- ! ~ RECOMMENDATION Staff reconunends that Council pass Ordinance 101-95 waiving competitive bidding, authorizing the City Manager to enter into the necessary agreements, and reappropriating funds to: 1. Replace the 5800 Building's roof and related systems. 2. Replace the rooftop HVAC units and related systems/equipment. 3. Install the appropriate screening for the roof top mechanicals. You may recall that staff reconunended these replacements for next year as part of the 5 year CIP. It was our original intent to pursue the replacement of the roof and HVAC units simultaneously. By doing these replacements and installations in conjunction with one another, we would lessen the overall impact on the new roof materials. We regret that this effort must be treated as an emergency, however, we did everything possible to avoid this expenditure this year. Now we are at the mercy of the weather. FUNDING SOURCE AND COSTS The funding for these items would come from those funds __ appropriated for the parking lot replacement/expansion at the 5800 Building, currently on the books for 1995. Basically, staff is . asking that Council re-prioritize among the parking lot ...... replacement/expansion and roof and HVAC replacement. The funds remaining for the parking lot are $170,700. Design fees in the amount of $15,000 were spent for the parking lot this year. We have received quotes for the roof repairs ranging from $50,000 to $80,000. The reconunended contractor will perform the roof replacement, including $10,000 for unforeseen contingencies, for $60,000. Estimates for rooftop HVAC units were received from one contractor and we are in the process of obtaining additional quotes. The maximum cost of this replacement will be $86,000. The total project cost including roof and HVAC replacement and Phase I screening will be $170,000. BACKGROUND Roof As you were made aware during the overviews of the cash capital budget process, the 5800 Building has been experiencing roof leaks. ..... ...~<"";....~,"~.",,. ,~ ._,-e.., '"...~.'_''' _."',",-,",._~"_.."~.",_'~ ~.-1..".,__.'.'." .,.__~~....... Fortunately, these leaks have been most prevalent in the bay areas, however, leaks began spreading into the office areas and are beginning to impact furnishings. These leaks, obviously, were most detectable during the heavier rains we received in the July and August time frame. Just prior to the beginning of this most recent dry spell we made some minor repairs to the roof. However, for the last six to eight weeks we have experienced very dry weather and have not been able to determine the success of these repairs. This past week we experienced a couple minor rain events and determined ,.... that very little progress was made with these repairs. ~ We have invited several roof repair companies to evaluate the roof. All have suggested roof replacement. Each said a repair could be done but it would be a very short term fix. The current roof system was installed in 1981. We estimate that the roof is currently 4 to 5 years beyond its anticipated life. We did not formally bid this project out, not knowing if the in- house repairs would hold until next year. Instead, we have received formal quotes from three respected companies who perform this kind of work. Because we sought quotes from reputable companies and spoke with each individually at length, we believe we have received very good pricing. In addition, the companies have stated that this roof can be replaced yet this year with warranties ~nd guarantees. HVAC The HVAC systems at the 5800 Building have been given great attention by maintenance staff. These units have held up well during our first two years in the building. Significant effort in the form of preventative maintenance has been given by the City's Division of Maintenance as well as by the City's contract HVAC maintenance provider - Air Force One. These units have simply _ served beyond their useful life. Breakdowns are now occurring more frequently and significant components are now requiring replacement, i.e. compressors and heat exchangers. In addition, ..... the existing Honeywell control system is now obsolete. New control systems can be installed that can provide a significant return on the investment through better environmental management. Rooftop units such as those at the 5800 Building are undesirable due to the impact of traffic on the roof that is required to service them. This is the primary reason we desire to change out both the roof and the HVAC units s imul taneous ly . The contractors will be required to work together to insure leaks are not created by one installation impacting the other. Moving the units to the ground is cost prohibitive. SCREENING Council expressed a desire for rooftop HVAC systems to be screened. We have assessed this and found this to be feasible. However, like the HVAC system, the best time to begin this installation is during the roof replacement. Posts to support the screening will have to be connected to the roof structure requiring penetration of the roof. Therefore, we intend to treat the post emplacement as Phase ,..... I I of the screening project by placing them while the roof is opened. We suggest attaching the screen itself to the posts as part of next year's ClP. Fortunately or unfortunately, Dana will be attending the lCMA conference with Tim next week. Should you have any questions regarding this reconunendation prior to Monday night's meeting, please contact Danny Johnson at 761-6570. r- Thank you. I ...... - ..... I ...... ,....