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Home My WebLink AboutAgenda - 04-07-1998 - 9gORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. ~~ ACTION AGENDA ITEM ABSTRACT Meeting Date: April 7, 1998 SUBJECT: Bid Award: Court Street Annex HVAC Replacement DEPARTMENT: PURCHASING AND Public Hearing: Yes: No: CENTRAL SERVICES Budget Amendment Req.? Yes X No ATTACHMENT(S): Copy of Bid Energy Retrofitting Capital Project Ordinance Facilities Improvements Capital Project Ordinance INFORMATION CONTACT: Pam Jones, ext. 2652 Wilbert McAdoo, ext. 2627 Donna Dean, ext. 2151 Telephone Number- Hillsborough 732-8181 Chapel Hill 967-9251 Mebane 227-2031 Durham 688-7331 PURPOSE: To consider awarding a bid to Warren-Hay Mechanical Contractor for replacement of the heating and air conditioning system (HVAC) system in the Court Street Annex. BACKGROUND: Bids for replacement of the HVAC equipment in the Court Street Annex were received on February 12, 1998. Warren-Hay Mechanical Contractors, Inc. was the only respondent to the solicitation, with a bid of $88,000. Several potential bidders were contacted and specifications were sent, however, they declined to bid, stating workload prohibits them from adding this project to their schedule. The existing system is obsolete energy inefficient and continues to cause high maintenance costs. All HVAC equipment, including the building including controls will be replaced under the scope of this project. The mechanical engineer for the project had determined that the bid complies with specifications. In addition, the bidder meets all criteria for bid award, including the ability to produce a quality product within the time frame established for the work. A portion of the funds, $73,000, is available in the Energy Retrofitting Capital Project. The remaining amount of $15,000 comes from individual projects in the Facilities Improvements Capital Project that were completed over the past few years at less than budget. The attached capital project ordinance transfers this amount from the Facilities Improvements Capital Project to the Energy Retrofitting Capital Project. 2 RECOMMENDATION: The Manager recommends the Board of Commissioners approve the attached Facilities Improvements and Energy Retrofitting Capital Projects; that the bid for HVAC system replacement at the Court Street Annex be awarded to Warren-Hay Mechanical for a price not exceed $88,000; and authorize the Purchasing Director to execute paperwork incidental to the project. 3 DOCUMENT 00070 FORM OF PROPOSAL TO: Orange County Purchasing Department Hillsborough, NC PROJECT: HVAC Renovation Court Street Annex BID DATE: February 12, 1998 CONTRACT: General Contract for all Work The Undersigned as bidder, hereby declares that the only person or persons interested in this proposal as principal or principals is or are named herein and that no other person than herein mentioned has any interest in this proposal or in the contract to be entered into; that this proposal is made without connection with any other persons, company or parties making a bid or proposal; and that it is in all respects fair and in good faith without collusion or fraud. 2. The bidder fiuther declares that he has examined the specifications of the Work and contract documents relative thereto, and has read all special provisions furnished prior to the openings of the bids; that he has satisfied himself relative to the Work to be performed. The bidder proposes and agrees, if this proposal is accepted, to contract with the Owner in the form of contract specified, to furnish all necessary materials, equipment and machinery, tools, apparatus, means of transportation, and labor necessary to complete the Work in full and complete accordance with the plans, specifications and contract documents to the full and entire satisfaction of the Owner and Engineer with a definite understanding that no money will be allowed for extra work except as set forth in the General Conditions and other Contract Documents. 4. BASE BID QUOTATION (In lump sum form) based on 120 daYS for project completion after notice to proceed: GENERAL CONSTRUCTION CONTRACT FOR ALL WORK: Eighty-Eight Thousand DOLLARS ($ ~ 8 .0 0 0.0 0 ) Document 00070 Page - 1 4 ADDENDUM RECEIVED AND USED IN COMPUTING BID: ADDENDUM NO. 1 ADDENDUM NO. 2 Respectfully submitted this '- 2 t h day of F° b ru a rv 19 9 $ WarrFn-H~y Mechanical contractors, rnc. (Name of irm or C rporation Making Bid) BY• QJIA'A.` TI Pr s dent (Owner, artner, President or Vice Pres.) ADDRESS P• O. Box ~? ~ 3 ZIp 2 7 2 7 8 Hillsborough, NC LICENSE NO. 7 211 PHONE NO. 9 ~ 9- 7 3 2- 4 3 6 2 (NC Contractor's) WITNESS: (Proprietorship or Partnership) ATTEST: BY: ~lJ~i~/ %~J TITLE: (Corp. Sec. o Assist. Sec. Only) (Corporate Seal) END OF SECTION Document 00070 Page - 2 Energy Retrofitting Project Capital Project Ordinance Project Number 61-417 Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized will provide funds for energy saving/efficiency projects, such as retrofitting light fixtures and heating and cooling appliances. The project will be financed with proceeds from the County's portion of the one half cent sales taxes. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: Traraf~- fra-n Ge~al Faad (1993-94) $51,000 Trm~f -- frnnGe-~e--al Ftml (1995-%) $25,000 Trarafi~ fronGa~ral Farrel (199Er97) $42,844 Tram frimC~ral FaQZ~(1997-98) $90,000 Trarsfa' fivrtFaalitia Irrltrrvu~rs'ts Coital Prgi~t (1997/98) $15,000 ?'otal Rezaenue $223,844 Section 4. The following amount was originally appropriated for this project: E nergy Retro fitting $223,844 Section 5. This ordinance supersedes all previous Energy Retrofitting Capital Project Ordinances. Section 6. This ordinance, originally adopted June 28, 1993 and subsequently amended, shall be in effect from July 1, 1993 until June 3Q, 1998. Adopted this 7th day of April 1998. M.• \BUDGE710RDS9798 \ COUCAP\ENERGY Facilities Improvements Project Capital Project Ordinance Project Number 61-41 S Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized will provide for an updated assessment of Orange County facilities and set aside funds for needed improvements to these buildings. This project will be financed with proceeds from the County's portion of the one-half cent sales taxes. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: Transfer from County Capital Reser~ Fund (1991-92) $7,347 Tranffer from County Capital Reser-rx Fund (1992-93) $143,736 Transfer from General Fund (1993-94) $55,000 Transfer from Court Facilities Project (1993.94) $30,000 Transfer from General Fund (1994-9Sf $55,704 Transfer from Plamung and A griculture Building Project (1997-98) $6,1 SO Transfer from General Fund (1997-98J ,563.850 Total Revenues $361,787 Section 4. A portion of the available funds for this project have been transferred to the New Courthouse Renovation, Historic Courthouse, Northern Human Services Center, and Energy Retrofitting Capital Projects. The following amendments are anticipated to complete this transfer: Transfer to New Courthouse Renaztttion Project (1994-95) Transfer to Historic Courthouse Restoration Project (1995-96f Transfer to Northern Human Serzices Center Project (1995-96f Transfer to E nergy Retrofitting Capital Project (1997-98) Total Transfers Section 5. The following amount remains appropriated for this project: Faciliz~s Irribrozerr~s Prr~at $110,000 $74,600 $11,000 $15,000 $210, 600 $151,187 Section 6. This ordinance supersedes all previous Facilities Improvements Reserve Capital Project Ordinances. Section 7. This ordinance, originally adopted June 25, 1991 and subsequently amended, shall be in effect from July 1, 1991 until June 30, 1998. Adopted this 7th day of April 1998.