02 Staff Report - Civic Center HVAC Upgrades
DATE: TO: FROM: SUBJECT: MEETING DATE: 3/2/09 ITEM NO: COUNCIL AGENDA REPORT FEBRUARY 20, 2009 MAYOR AND TOWN COUNCIL GREGLARSON,TOWNMANAGER PPW JOB NO. 09-01 -CIVIC CENTER HVAC
UPGRADES PROJECT 821-2103 ADOPT RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BID RECOMMENDATION: Adopt Resolution approving plans and
specifications for the Civic Center HVAC Upgrades Project and authorize staff to advertise the project for bid. BACKGROUND: The adopted Capital Improvement Program FY 2008/09-2012/13
designates funding for the Civic Center HVAC Upgrades Project. Many of the major components of this system are more than 40 years old and are long beyond their expected service life.
Many of these original components are in need of replacement or upgrade due to their age, condition, and limited reliability. Maintenance costs, periodic failure, and energy inefficiency
are the primary reasons for this replacement and upgrade proj ect. DISCUSSION: This project provides for the evaluation and replacement of: • Two of the Civic Center's main air handlers
that serve the Library and Community Development Departments; • One 10-ton package type air conditioning unit that provides cooling for the Police Department dispatch office; • Boiler
flue; • Main exhaust fan; • The addition ofbuilding energy management system control points. --- PREPARED BY: TODD CAPURSO Director of Parks and Public Works _N:\PPW\MANAGEMEN1\COUNClL\COUNC
IL REPORTS\2009 reports\09-01.hvac.upgrades.P&S FINAL.doc
PAGE 2 FEBRUARY 20, 2009 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 09-01 -CIVIC CENTER HVAC SYSTEM RENOVATION PROJECT 821-2103 DISCUSSION: (cont'd) An independent engineering assessment
has concluded the Library-specific equipment to be in sufficiently serviceable condition and is expected to remain serviceable for the period of time anticipated to construct the new
library. Combined with the associated operational impacts the replacement of these components would cause library operations, staff is recommending the deferral of the replacement of
these components until the new Library is constructed and this portion of the building is vacated. The possibility remains, however, that the Library-specific equipment may fall into
disrepair prior to the completion of the new Library building. Should this occur, staff will return to Council with specific recommendations to fund the replacement of these components
and coordinate the associated construction activities. Deferring the Library air handler replacement replacement still leaves this project with the remammg components; including the
Community Development air handler, the Police air conditioning unit, the boiler flue replacement, the main exhaust fan replacement and the addition of the building energy management
control points. Plans and Specifications for this reduced project are complete and will be available for review in the Clerk Department on Friday February 27 (the Friday prior to the
Town Council meeting). If Council approves this project, it will be advertised and a construction contract will be presented for Council to award the construction contract in Apri12009.
Staffwill return at a later date with the plans and specifications for replacement ofthe Library air handler. CONCLUSION: It is recommended that the Council adopt the attached Resolution
approving plans and specifications for the Civic Center HVAC Renovation Project, and authorize staff to advertise the project for bids. ENVIRONMENTAL ASSESSMENT: This is a project as
defined under CEQA but is Categorically Exempt (Section 15301c). A Notice ofExemption will not be filed.
PAGE 3 FEBRUARY 20, 2009 SUBJECT: PPW JOB NO. 09-01 -CIVIC CENTER HVAC SYSTEM RENOVATION PROJECT 821-2103 FISCAL IMPACT: Sufficient funds are available
to pay for this project as follows. Available Budget FY 2008/09 Fiscal Impact Fuudiug Project 411-821-2103 $ 450,000 TOTALS $ 450,000 Design & Consulting
Services TOTALS Expeudedl Proposed Eucumbered Contract To Date Amount $ 32,500 $ 32,500 $ $ 32,500 $ 32,500 Attachments: Resolution approving plans and specifications for the Civic Center
HVAC Upgrades Project.
RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS APPROVING THE PLANS AND SPECIFICATIONS FOR PPW JOB NO. 09-01 -CIVIC CENTER HVAC UPGRADES PROJECT AND AUTHORIZE STAFF
TO ADVERTISE THE PROJECT FOR BIDS WHEREAS, plans and specifications for the Civic Center HVAC Upgrades Project have been prepared by the Town Engineer and duly filed with the Clerk Administrator;
and WHEREAS, the Town Council of the Town of Los Gatos has reviewed said plans and specifications. NOW, THEREFORE, BE IT RESOLVED THAT the Town Council hereby approves the plans and
specifications for the Civic Center HVAC Upgrades Project. BE IT FURTHER RESOLVED THAT the Clerk Administrator is hereby authorized and directed to advertise the Civic Center HVAC Upgrades
Project for bids in the manner prescribed by the Town Municipal Code. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 2nd day of March,
2009 by the following vote: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS,
CALIFORNIA