|
Item 1.D.
|
| City Council Regular | |
| Date: | 05/23/2022 |
| Title: | W.O. 22-20 Water Treatment Plant High Service Pump Station HVAC Upgrades, Professional Services Agreement |
| Presented by: | Debi Meling |
| Department: | Public Works |
| Presentation: | No |
| Legal Review | Not Applicable |
RECOMMENDATION
Staff recommends the City Council award a contract for W.O. 22-20, Water Treatment Plant High Service Pump Station HVAC Upgrades, to Advanced Engineering and Environmental Services, LLC (AE2S) in the amount of $111,500.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
During the summer of 2021, the electrical room and pump room inside the High Service Pump Station (HSPS) at the Water Treatment Plant (WTP) experienced more than 60 consecutive days of temperatures inside the pump station exceeding 90 degrees, and a few days in excess of 100 degrees. Optimal operating temperature for the equipment in these rooms is 75 to 85 degrees, so continual long-term operation in these conditions could be very detrimental. The equipment life could be shortened, or worse, the equipment could potentially fail, resulting in the City having great difficulty meeting summer water demands.
Overly high outside temperatures contributed to these conditions, and the existing cooling units in the basement of the HSPS were not able to maintain sufficient cooling inside the electrical room or pump room. The existing cooling units are believed to be original to when the building was constructed in 1976, so they are near the end of their useful life. They are undersized to handle equipment expansions that have been constructed inside the HSPS over the past 45 years, and they are inefficient relative to current industry cooling standards. Approximately one-half of the coils in these units are damaged, and replacement parts are no longer available from the manufacturer, so they would have to be custom-made.
The procurement of new cooling units was approved previously by Council. The new units are physically smaller and have a higher cooling capacity and efficiency than the existing units. W.O. 22-20 WTP HSPS HVAC Upgrades will provide the design for the installation of the new units. This contract also includes associated bidding and construction contract administration services.
AE2S was selected for the project using the request for proposal process. The request soliciting proposals was advertised April 1, 8 and 15, 2022. Two other firms expressed interest in this project, but AE2S was the only proposal received. The selection was based on Firm Qualifications and Experience, Project Manager, Proposed Project Staff and Subconsultants, Available Resources and Firm Location, and Project Methodology and Approach.
Overly high outside temperatures contributed to these conditions, and the existing cooling units in the basement of the HSPS were not able to maintain sufficient cooling inside the electrical room or pump room. The existing cooling units are believed to be original to when the building was constructed in 1976, so they are near the end of their useful life. They are undersized to handle equipment expansions that have been constructed inside the HSPS over the past 45 years, and they are inefficient relative to current industry cooling standards. Approximately one-half of the coils in these units are damaged, and replacement parts are no longer available from the manufacturer, so they would have to be custom-made.
The procurement of new cooling units was approved previously by Council. The new units are physically smaller and have a higher cooling capacity and efficiency than the existing units. W.O. 22-20 WTP HSPS HVAC Upgrades will provide the design for the installation of the new units. This contract also includes associated bidding and construction contract administration services.
AE2S was selected for the project using the request for proposal process. The request soliciting proposals was advertised April 1, 8 and 15, 2022. Two other firms expressed interest in this project, but AE2S was the only proposal received. The selection was based on Firm Qualifications and Experience, Project Manager, Proposed Project Staff and Subconsultants, Available Resources and Firm Location, and Project Methodology and Approach.
ALTERNATIVES
The Council may:
- Award a Professional Services contract for W.O. 22-20, Water Treatment Plant High Service Pump Station HVAC Upgrades, to AE2S in the amount of $111,500; or
- Not award a Professional Services contract. If a services contract is not awarded, the new chiller units cannot be installed and the City could risk the chance of not having adequate cooling available to the HSPS by the summer of 2023, which could lead to adverse operating conditions and negatively impact the ability to meet summer water demands.
FISCAL EFFECTS
This project was budgeted in FY22 using Water funds and there is sufficient budget to award the contract in the amount of $111,500.