The URL can be used to link to this page

Home My WebLink AboutAgenda 04-07-2026; 8-m - Construction Contract Change Amendment for Piedmont Food Processing Center HVAC Replacement 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 7, 2026 Action Agenda Item No. 8-m SUBJECT: Construction Contract Change Amendment for Piedmont Food Processing Center HVAC Replacement DEPARTMENT: Asset Management Services, Finance and Administrative Services ATTACHMENT(S): INFORMATION CONTACT: 1. Construction Contract Change Angel Barnes, 919.245.2628 Amendment Jovana Amaro, 919.245.2651 2. Brady Service, Inc Change Proposal Alan Dorman, 919.245.2658 PURPOSE: To: 1) Approve the County issuing a construction change amendment with Brady Services, Inc. for the replacement of the existing kitchen exhaust hood control panels at the Piedmont Food Processing Center; and 2) Authorize the County Manager to execute the change, subject to final review by the County Attorney, and any subsequent amendments for contingent and unforeseen requirements up to the approved budget amount on behalf of the Board. BACKGROUND: The Orange County Board of County Commissioners (BOCC) approved entering into a construction contract with Brady Service, Inc. at the Business meeting on March 18, 2025. The executed contract was awarded, and the equipment was ordered and installed. Upon delivery of the Heating, Ventilation, and Air Conditioning (HVAC) equipment, the units were installed. Once the installation was completed, the units were started to confirm proper operation. The HVAC equipment operates properly; however, the existing hood system control panels and one shunt-trip breaker are not functioning and must be replaced to meet the applicable fire codes. A kitchen hood fire suppression system is an automatic, chemical-based fire protection system installed in commercial kitchen exhaust hoods to quickly detect and extinguish grease fires. Utilizing wet chemical agents, the system suffocates flames, cools high-temperature cooking surfaces, automatically shuts off fuel/power to appliances, heating, ventilation, and air- conditioning systems, and ensures compliance with safety codes. The control boards in the kitchen hood fire suppression systems are a critical safety and compliance requirement. The control panel serves as the central brain of the system, responsible for detecting heat, activating the suppression agent, and initiating emergency shutdowns of 2 cooking, HVAC, and gas equipment. The present control boards lack the capability to effectively shut down the newly installed HVAC equipment. The existing shunt-trip breaker required to shut off power to the kitchen equipment has failed. It remains in the tripped position due to the internal mechanism and needs to be replaced. To achieve seamless compliance, the County needs to facilitate the replacement of the control panels and the change-out of one shunt-trip breaker. This upgrade will ensure the equipment can be deactivated safely and efficiently in compliance with applicable regulations. FINANCIAL IMPACT: The Construction Contract Change Amendment to complete the HVAC replacement at the Piedmont Food Processing Center will increase the currently approved contract from $375,000 to $412,055. This is an increase of $37,055. Funds will be reallocated with the County Economic Development Fund to cover the increased cost. ALIGNMENT WITH STRATEGIC PLAN: This item supports: • GOAL 1: ENVIRONMENTAL PROTECT AND CLIMATE ACTION OBJECTIVE 2. Invest in our infrastructure to reduce the environmental impact of the County Fleet/facilities and improve safety. RECOMMENDATION(S): The Manager recommends that the Board: 1) Approve the County issuing a construction change amendment with Brady Services, Inc. for the replacement of the existing kitchen exhaust hood control panels at the Piedmont Food Processing Center; and 2) Authorize the County Manager to execute the change, subject to final review by the County Attorney, and any subsequent amendments for contingent and unforeseen requirements up to the approved budget amount on behalf of the Board. 3 ORANGE COUNTY CHANGE ORDER REQUEST NORTH CAROLINA Date: April 8, 2026 Project: Piedmont Food Processing Center HVAC Replacement Change Order No. 01 Department: Asset Management Services Department Address: 306 Revere Road, Hillsborough NC 27278 Project: Piedmont Food Processing Center HVAC Replacement Contractor: Brady Service, Inc. Contractor Address: 2025 161h Street, Greensboro, NC 27405 Effective date of original contract: March 19, 2025 This change order❑ increases ❑ decreases the contract time by days. Check here if no impact to contract time ®. Will this change order impact the date of substantial completion? ❑ Yes ❑ No. If yes,the amended date of substantial completion is: Full Description of Change: Piedmont Food Processing Center, provide and install two PC controllers for the existing Accurex Kitchen Hood systems.This includes (1) EMS2 (EF1, DOAS2) 1 Accurex Kitchen Controls, Constant Volume/VFD for Exhaust Fan, and (1) EMS1 (EF1 DOAS1) 1 Accurex Kitchen Controls, Constant Volume/VFD for Exhaust Fan. Provide and install new shunt trip breaker for dry kitchen to shut off electrical power when hood is activated. Reason for Change: The existing Accurex Kitchen hood system controllers do not support the new HVAC equipment.The controllers are required to shut down the heating,ventilation and cooling system when activated,the existing controllers do not perform this function.The manufacturer provided recommendations for wiring the existing controllers to perform this function, however,this did not work.The manufacturer performed another site visit and determined that new controllers would be required. The existing shunt trip breaker has failed and is not allowing the power to shutdown to the existing kitchen equipment when the hood system is activated,therefore this breaker must be replaced to pass the final inspections. Original contract sum: $ 375,000.00 Contract sum prior to this change order: $ 375,000.00 Amount of this change order: $ 37,055.00 Total sum of the contract including this change order: $412,055.00 This change order is executed to amend the contract time or contract sum. It shall not be construed to impact the original contract, project, services, or work in any other manner. All other terms of the Original Contract remain in effect. Approved and executed this 8th day of April, 2026. Contractor Owner Architect (when retained) By: By: By: Revised 01/24 4 ORANGE COUNTY—INTERNAL USE ONLY Finance Information Vendor Name: Brady Service,Inc Vendor Contact Person: Kevin Lynn(Kevin.Lynn(a)bradyservice.com) Phone: 975.867.7653 Address:2025 16'Street City Greensboro State:NC Zip:27405 Department:AMS Amount: 37,055.00 Purpose: Piedmont Food Processing Center-PC Controllers for both kitchen hoods and shunt trip breaker Budget Code(s): 34600030-800000-10076 Vendor#35152 Vendor Status with NCSOS: Current-Active Vendor is a BOCC consultant: ❑Yes ®No Contract Details Contract Type: ❑New ®Amendment(Original Contract: March 19,2025)(Most Recent Amendment ) Effective Date 03/19/2025 End Date 12/30/2026 Notice Date (Notice Purpose ) Award ® Approved by Board(Agenda Date: 04/07/2026); ®Made or Administered by AMS Signature Authority ® BOCC Express Delegation(Agenda Date: 0 4/0 7/2 0 2 6) Policy 9.4: ❑Under$5,000; ❑ Service Under$90,000; ❑ Construction Under$250,000 - ® Budget Policy Section XV(Capital Improvement Project: 10 0 7 6 Bidding ❑ Informal Bidding($30k-$90k); ❑ Formal RFP($90k+); ❑ Other(<$30k); ®Exception(#RC2022-1001) Department Affirmation ®This agreement is approved as to technical form and content and I as Department Director affirmatively state work on this project has not been initiated prior to execution of the agreement;OR ❑ This agreement is approved as to technical form and content. Services related to this agreement have already begun or been completed.Description of the nature of the emergency condition that was addressed: Department Director's Signature Date: Information Technologies This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer Date: ®Inapplicable because no hardware/software purchases or related services Risk Management This agreement is approved for sufficiency of insurance standards,specifications,and requirements: Office of the Risk Management Officer Date: Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer Date: Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney Date: Clerk to the Board All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Received for record retention: Office of the Clerk to the Board Date: Revised 01/24 5 MADY 2025 16th St, Greensboro, NC 27405 P.O. Box 13587 Greensboro, NC 27415 P: (336) 378-0670 F: (336) 378-0677 Change Order Request No. CO-01 From: Brady Trane Services Date: 2/24/26 2025 16"' street Greensboro, NC 27405 Food Processing HVAC Job Name: Upgrade Job Number: RRJ8198 To: Orange County/ Food Processing 500 Valley Forge Rd. RFI Title: Hillsborough, NC 27278 Contract Number: Description of Change: Install (2) PC Controllers (1) EMS2 (EF1, Doas2) 1 Accurex Kitchen Controls - Constant Volume/VFD included for Exhaust Fan (1) EMS1 (EF1 Doas1) 1 Accurex Kitchen Controls - Constant Volume/VFD included for Exhaust Fan Start-up for PC Controllers performed by Accurex. Quote#: 024-022426SS Schedule Impact: None Value of this Change order $35,100.00 Acceptance: Please sign, date, and return to accept terms and conditions listed above By: By: Date: Date: 6 MADY 2025 16th St, Greensboro, NC 27405 P.O. Box 13587 Greensboro, NC 27415 P: (336) 378-0670 F: (336) 378-0677 Change Order Request No. CO-02 From: Brady Trane Services Date: 2/24/26 2025 16"' street Greensboro, NC 27405 Food Processing HVAC Job Name: Upgrade Job Number: RRJ8198 To: Orange County/ Food Processing 500 Valley Forge Rd. RFI Title: Hillsborough, NC 27278 Contract Number: Description of Change: Brady will change out(1) Shunt Breaker. Quote#: 024-022426SS Schedule Impact: None Value of this Change order $1,955.00 Acceptance: Please sign, date, and return to accept terms and conditions listed above By: By: Date: Date: