HomeMy WebLinkAboutAgenda - 06-27-2006-5sORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 27, 2006
Action Agenda
Item No. ,~j- 5
SUBJECT: HVAC System Replacement at EMS 911 Center
DEPARTMENT: Public Works, Purchasing PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Bid Tabulation INFORMATION CONTACT:
Pam Jones, 245-2652
Wilbert McAdoo, 245-2625
Wayne Fenton, 245-2628
PURPOSE: To award a bid and authorize a contract for replacement of the heating, ventilation
and air conditioning (HVAC) system in the basement level of the Orange County EMS 911
Center.
BACKGROUND: The Orange County EMS 911 Center on New Hope Church Road was
constructed in 1983, with an addition constructed and renovations to finish the existing
basement space in 1992. Due to the phased constnaction of the building, there are essentially
four individual systems currently serving the building, Although some individual system
components have been replaced, approximately half of the equipment and all of the ductwork is
original construction. Occupancy and use of the building have changed significantly over time,
including higher occupancy levels and the addition of more electronic (heat generating)
equipment, especially an the basement level, These factors, combined with modern demands
for the introduction of increased outside air, have resulted in the existing HVAC systems no
longer being able to adequately meet the needs of the building and occupants.
In September 2004, Orange County contracted with Reece, Noland & McElrath for the
evaluation of several replacement system options, and recommendation for a replacement
system for the EMS 911 Center, The initial report considered four separate systems at an
order-of-magnitude level of detail far comparison purposes. The report considered several
options, including a geothermal system, Site limitations, including existing trees and other
vegetation, proximity to groundwater and existing municipal water supply sources, and the high
number of electrical, plumbing and communication lines entering and leaving the building, as
well as the substantially additional installation cost, meant that geo-thermal was not a good "fit"
for this particular location. As a result, a more conventional system with efficiency
enhancements was recommended. Items added to improve the sustainability of the design
once the system was selected included:
• using the highest efficiency HVAC system components
• installation of higher efficiency lighting
• installation of occupancy sensors to improve energy efficiency
• the addition of a zoning system,
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Additionally a more expensive system for the 911 Call Center was specified than originally
planned to provide better indoor air quality, and the emergency power distribution system was
upgraded to include all HVAC system components on the generator.
Design specifications were prepared in consultation with EMS, Public Works and Purchasing
Department staff, and bids were solicited twice in October 2005, with Comfort Engineers being
the sale respondent in the final solicitaticn. The lowest responsive bid for the HVAC
replacement system, at $298,500, was received from Comfort Engineers of Durham, This bid
exceeded available funding for the project.
Staff, working in conjunction with Reece Noland & McElrath, revised the scope of work to
include only HVAC improvements and including only the most critical basement level, and re-bid
the project in June 2006. Lighting improvements will be completed using in-house staff.
A system developed by Mitsubishi Corporation, the City Multi, was specified. The lowest
responsive bid for the HVAC replacement system for the basement level, at $110,000, was
received from Warren Hay Mechanical Contractors, Inc,, of Hillsborough. The Mitubishi system
offers greater energy efficiency than a traditional system, and has the benefit of offering greater
zone control.
FINANCIAL IMPACT: On June 23, 200.5, the Board approved an EMS/911 Center Capital
Project Ordinance that totaled $315,000 and included funding for HVAC system replacement,
parking Ict improvements, and floor covering replacement. Recent work on parking areas has
eliminated the current need for paving of parking areas. Staff is recommending that $110,000
be used far HVAC system replacement, Project management by Reece Noland & McElrath, is
included under their existing contract. Funding for the project comes from 2004 two-thirds net
debt reduction bonds,
RECOMMENDATION(S): The Manager recommends that the Board award a bid for
replacement of the HVAC system for the basement level only at the EMS 911 Center to
Warren-Hay Mechanical Contractors in the amount of $110,000; and authorize the Chair to sign
a contract, contingent upon staff and Attorney review.
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