Loading...
Item 4D- MemoItem 4D 19CITY OF SOUTHLAKE MEMORANDUM (February 5th, 2019) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve an Engineering Services Agreement (ESA) with Romine, Romine & Burgess, Inc for the design and construction administration services for the Town Hall HVAC Upgrade Replacement project, in an amount not to exceed $150,000. Action Requested: Approve an Engineering Services Agreement (ESA) with Romine, Romine & Burgess, Inc for the design and construction administration services for the Town Hall HVAC Upgrade Replacement project, in an amount not to exceed $150,000. Background Information: The City of Southlake's Town Hall heating, ventilation and air conditioning (HVAC) system is located within the Town Hall building. The replacement and upgrade of the HVAC system has been a topic of discussion for several years. Commercial HVAC units typically have an optimal long-range lifespan extending to around 20 years. The current HVAC system was installed during the original construction of Town Hall, which was completed around 20 years ago. The scope of design will follow an option selected by City staff described in a Feasibility Evaluation Report dated 02/02/2015. This design will convert the existing water-cooled package heat pump system to a new air-cooled chilled water system, including replacement of the cooling tower and condenser water system with a new chilled water system with package air-cooled chillers, pumps and piping. Design scope will also include replacement of the package heat pump units on each floor with central chilled water variable air volume (VAV) air handling units in each mechanical room. Scope shall also include electric and direct digital controls (DDC) modifications, new chiller structural platform, cutting and patching of walls and other necessary design for a complete system. Item 4D Financial Considerations: The Town Hall HVAC Upgrade Replacement design would be funded from the FY 2019 TIFF Operating Fund and is within budget. Tarrant County will reimburse 25% of the final cost. Strategic Link: The Town Hall HVAC Upgrade Replacement project links to the City's strategy map relative to the focus area of Infrastructure. The specific corporate objective that is met by this project is (F2) Invest to provide & maintain high quality public assets. Citizen Input/ Board Review: This HVAC upgrade replacement has been a topic of discussion between the City and Tarrant County staff for several years. Legal Review: This is the standard engineering services contract that has been previously reviewed by the City Attorney. Alternatives: The Council may approve the engineering services agreement with Romine, Romine & Burgess, Inc. or reject the agreement. Supporting Engineering Services Agreement Documents: Romine, Romine & Burgess 2019 Engineering Services Proposal Romine, Romine & Burgess 2015 Feasibility Evaluation Romine, Romine & Burgess 2015 Opinion of Probable Cost Staff Recommendation: Approve an Engineering Services Agreement (ESA) with Romine, Romine & Burgess, Inc for the design and construction administration services for the Town Hall HVAC Upgrade Replacement project, in an amount not to exceed $150,000. Staff Contact: Rob Cohen, Director of Public Works Kyle D. Hogue, P.E., Deputy Director/City Engineer Hunter Harris, Project Manager AGREEMENT FOR ENGINEERING SERVICES THIS AGREEMENT is made this day of 2019 by and between the City of Southlake, Texas (hereinafter referred to as "CITY"), and Romine, Romine & Burgess, Inc. (hereinafter referred to as "ENGINEER"). WHEREAS, CITY contemplates the need to upgrade and replace the Southlake Town Hall HVAC system. This project is to be known as the Town Hall HVAC Upgrade Replacement project and hereinafter referred to as the "Project". WHEREAS, ENGINEER is qualified, able, and desirous of performing the necessary engineering work upon which the Project is based and is willing and able to work with CITY staff to organize and coordinate the professional services necessary to complete the Project. NOW, THEREFORE, CITY engages ENGINEER to perform, and ENGINEER agrees to perform, the engineering work for the Project, as more fully described herein below, and CITY agrees to pay as compensation, and ENGINEER agrees to accept as compensation, the payments on the dates and in the amounts herein specified, all in accordance with the terms more fully set out below and as provided in Attachment A which is attached hereto and incorporated by reference as if fully set forth herein. I. ARTICLE ENGINEERING SERVICES A. Scope of Work ENGINEER will provide the supervision, direction, personnel and equipment to perform the engineering Services outlined in Attachment A in accordance with the terms set forth in this Agreement and in Attachment A. B. Definitions Services refer to the professional services performed by ENGINEER pursuant to this Agreement. C. Changes CITY, without invalidating the Agreement, may order changes within the general scope of the work required by the Agreement by altering, adding to and/or deducting from the work to be performed. If any change causes an increase or decrease in ENGINEER's cost of, or the time required for, the performance of any part of the Services under the Agreement, an equitable adjustment will be made by mutual agreement and this Agreement shall be modified in writing accordingly. Page 1 D. Coordination with Owner The CITY shall make available to ENGINEER for use in performing Services hereunder all existing plans, maps, field notes, statistics computations and other data in the CITY's possession relative to existing facilities and to the Project. E. Site and Local Conditions ENGINEER has the right to examine the site in order to become acquainted with local conditions and accepts conditions at the site unless otherwise noted in writing to the CITY. Any coordination or scheduling of work by CITY shall not relieve ENGINEER from its responsibilities specified hereunder. Necessary arrangement for access to any site by ENGINEER's employees will be made with CITY. F. Assignment and Subcontractors/Third Party Rights The rights and obligations covered herein are personal to each party hereto and not to any third party and for this reason neither this Agreement nor any contract hereunder shall be assigned by either party in whole or in part; nor shall ENGINEER subcontract any of its obligations under this Agreement without the prior written consent of CITY. G. Independent Contractor ENGINEER covenants and agrees that it will perform the work hereunder as an independent contractor, and not as an officer, agent, servant, or employee of CITY; that ENGINEER shall have exclusive control of and exclusive right to control the details of the work performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors, and consultants; that the doctrine of respondent superior shall not apply as between CITY and ENGINEER, its officers, agents, employees, contractors, subcontractors, and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between CITY and ENGINEER. H. Disclosure By signature of this contract, ENGINEER warrants to CITY that it has made full disclosure in writing of any existing conflicts of interest or potential conflicts of interest, including personal financial interests, direct or indirect, in property abutting the proposed Project and business relations with abutting property owners. ENGINEER further warrants that it will make disclosure in writing of any conflicts of interest that develop subsequent to the signing of this contract and prior to final payment under the contract. Finally, Engineer warrants that it has submitted to the City a completed Conflicts of Interest Questionnaire as required by Chapter 176 of the Texas Local Government Code. I. Approval by CITY Page 2 Approval by CITY of this Agreement shall not constitute or be deemed to be a release of the responsibility and liability of ENGINEER, its officers, agents, employees, and subcontractors for the accuracy and competency of the Services performed under this Agreement, including but not limited to surveys, designs, working drawings and specifications and other engineering documents. Such approval shall not be deemed to be a waiver or an assumption of such responsibility and liability by CITY for any negligent act, error, or omission in the performance of ENGINEER's professional services or in the conduct or preparation of the subsurface investigations, surveys, designs, working drawings and specifications or other engineering documents by ENGINEER, its officers, agents, employees and subcontractors, it being the intent of the parties that approval by CITY signifies the CITY's approval of only the general design concept of the Improvements to be constructed. J. Indemnification ENGINEER SHALL AND DOES HEREBY AGREE TO INDEMNIFY AND HOLD HARMLESS CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL DAMAGES, LOSS OR LIABILITY OF ANY KIND WHATSOEVER, BY REASON OF DEATH OR INJURY TO PROPERTY OR PERSON CAUSED BY ANY OMISSION OR NEGLIGENT ACT OF ENGINEER, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, OR OTHER PERSONS FOR WHOM IT IS LEGALLY LIABLE, WITH REGARD TO THE PERFORMANCE OF THIS CONTRACT, AND ENGINEER WILL, AT ITS COST AND EXPENSE, DEFEND, PAY ON BEHALF OF, AND PROTECT CITY AND ITS OFFICERS, AGENTS, AND EMPLOYEES AGAINST ANY AND ALL SUCH CLAIMS AND DEMANDS. THE PROVISIONS OF THIS SECTION ARE SUBJECT TO THE LIMITATIONS OF TEXAS LOCAL GOVERNMENT CODE SECTION 271.904 AND SHALL BE CONSTRUED TO THAT EFFECT. K. No Third Party Beneficiary For purposes of this Agreement, including its intended operation and effect, the parties specifically agree and contract that: (1) this Agreement only affects matters/disputes between the parties to this Agreement, and is in no way intended by the parties to benefit or otherwise affect any third person or entity (except the indemnitees identified or described in Article I, Section J., above), notwithstanding the fact that such third person or entities may be in a contractual relationship with CITY and ENGINEER, or both; and (2) the terms of this Agreement are not intended to release, either by contract or operation of law, any third person or entity from obligations they owe to either CITY or ENGINEER. L. Successors and Assigns CITY and ENGINEER each bind themselves and their successors, executors, Page 3 administrators and assigns to the other party to this Agreement and to the successors, executors, administrators and assigns of such other party with respect to all covenants of this Agreement. Neither CITY nor ENGINEER shall assign or transfer its interest in this Agreement without prior written consent of the other. II. ARTICLE CITY'S RESPONSIBILITIES CITY will: 1. Provide full information as to CITY's requirements for the Project; 2. Assist ENGINEER by placing at ENGINEER's disposal all information in CITY's control or knowledge which is pertinent to the Project, including executed right-of-way easements and final field survey data; 3. Examine all work presented by ENGINEER and respond within reasonable time and in writing to the material submitted by ENGINEER; 4. Pay all costs incident to advertising for obtaining bids or proposals from Contractors; 5. Give prompt written notice to ENGINEER whenever CITY observes or otherwise becomes aware of any defect in ENGINEER's work or in Contractor's work; 6. Designate in writing a person to act as its representative with respect to this Agreement, such person having complete authority to transmit instructions, receive information, and make or interpret the CITY's decisions; 7. Provide all information and criteria as to the CITY's requirements, objectives, and expectations for the Project including all numerical criteria that are to be met and all standards of development, design, or construction. 8. Provide to the ENGINEER all previous studies, plans, or other documents pertaining to the Project and all new data reasonably necessary in the ENGINEER's opinion, such as site survey and engineering data, environmental impact assessments or statements, zoning or other land use regulations, etc., upon all of which the ENGINEER may rely; and 9. Arrange for access to the site and other private or public property as required for the ENGINEER to provide its services. Page 4 III. ARTICLE COMPENSATION FOR ENGINEERING SERVICES The CITY shall compensate ENGINEER for services rendered under this Agreement, in accordance with the following: For the completion of the work contemplated in Article I, the ENGINEER shall be paid on a lump sum basis in the amount of $145,000 for Basic Services (as outlined in the attached proposal) with a total not to exceed cost ceiling of $145,000 as billed monthly by ENGINEER. IV. ARTICLE TIMES OF BILLING AND PAYMENT The ENGINEER shall bill CITY monthly for any services and expenses incurred in accordance with the work performed subject to the limits set out in Article III. Payment shall be due within thirty (30) days of receipt by CITY of a properly prepared and correct invoice from ENGINEER. ENGINEER's invoices shall be accompanied by such records or other written proof as CITY deems necessary to verify the billings. Invoices shall be made to City Finance Department's office at 1400 Main Street Suite 440, Southlake, Texas 76092. If CITY fails to make payment due ENGINEER within thirty (30) days of the day when payment for services and expenses is due under the terms of this Agreement, ENGINEER shall be entitled to interest on such unpaid sums at the rate provided in Chapter 2251 of the Texas Government Code. V. ARTICLE ADDITIONAL ENGINEERING SERVICES In addition to performing the engineering services set out in Article I, hereof, ENGINEER agrees to perform additional services as requested by CITY from time to time and CITY agrees to compensate ENGINEER for such services in accordance with ENGINEER's standard hourly fee and expenses for actual time expended and actual out-of-pocket sums expended, such services to be one or more of the following: 1. Make or prepare detailed description of sites, maps, or drawings related thereto and outside the scope of the Project; 2. Appearances before courts or boards on matters of litigation or hearings related to the Project; Page 5 3. Preparation of environmental impact assessments or statements for any governmental agency; 4. Miscellaneous engineering work for CITY not related to the Project; 5. To provide resident project construction inspection, unless such inspection is not required, in writing, by the CITY; 6. Other services agreed to by the parties in writing and incorporated herein. VI. ARTICLE STANDARD OF CARE In performing its professional services, the ENGINEER will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the services are provided and in accordance with any applicable governmental laws, regulations and ordinances. VII. ARTICLE PERIOD OF SERVICE This Agreement shall be effective upon execution by CITY and ENGINEER, and shall remain in force until work is completed on the Project or until terminated under the provisions hereinafter provided in Article VIII. VIII. ARTICLE TERMINATION The CITY may terminate this Agreement at any time for convenience, with or without cause by giving written notice to the ENGINEER. Such termination may be made effective on such future date as agreed by the parties, but absent such agreement shall be immediate. Upon receipt of such notice the ENGINEER shall immediately discontinue all services and work and the placing of all orders or the entering into contracts for supplies, assistance, facilities, and materials in connection with the performance of this Agreement and shall proceed to cancel promptly all existing contracts insofar as they are chargeable to this Agreement. The ENGINEER, upon termination, shall be paid for all services rendered through the date of termination together with any additional reimbursable expense then due. IX. ARTICLE OWNERSHIP OF DOCUMENTS Page 6 1. All completed or partially completed reports prepared under this Agreement, including the original drawings in both paper and electronic formats, shall become the property of CITY if this Agreement is terminated. Upon completion and payment of the contract, the final design, drawings, specifications and documents in both paper and electronic formats shall be owned by CITY. 2. Reuse, change or alteration by CITY or others acting by or on behalf of CITY of such documents without the permission of ENGINEER shall be at CITY's sole risk. X. ARTICLE INSURANCE ENGINEER shall carry and maintain at all times relevant hereto, at ENGINEER's expense, insurance of the type and of minimum coverage limits as follows: 1. Workers Compensation - Statutory Employer's Liability - Limits as required by the State of Texas. 2. Comprehensive General Liability, Bodily Injury and Property Damage including contractual liability in a combined single limit - $500,000 per occurrence. 3. Comprehensive Automotive Liability, Bodily Injury and Property Damage in a combined single limit - $1,000,000 per accident. Certificates of insurance for the above coverage in a form acceptable to CITY, evidencing the coverage required above, shall be provided to CITY within ten (10) business days after execution of this Agreement and prior to issuing Notice to Proceed. Such certificates shall provide that the insurer will give CITY not less than ten (10) days notice of any material changes in or cancellation of coverage. In the event any subcontractor of ENGINEER, with or without CITY's consent, provides or renders services under this Agreement, ENGINEER shall ensure that the subcontractor's services are covered by the same insurance limits as set forth above. ENGINEER shall not commence work under this Agreement until it has obtained Professional Liability (Errors and Omissions) Insurance as required hereunder and such insurance coverage has been approved by CITY. Such insurance shall be in the minimum amount of $1,000,000 and shall include coverage of Contractually Assumed Liability. The insurance coverage prescribed herein shall be maintained until one (1) year after CITY's acceptance of the construction project and shall not be canceled without prior written notice to CITY. In this connection, upon the signing and return of this Agreement by ENGINEER, a Certificate of Insurance shall be furnished to CITY as evidence that the insurance coverage required herein has been obtained by Page 7 ENGINEER, and such certificate shall contain the provision that such insurance shall not be cancelled or modified without thirty (30) days prior written notice to CITY. ENGINEER shall notify CITY within ten (10) days of any modification or alteration in such Professional Liability (Errors and Omissions) Insurance. XI. ARTICLE AUTHORIZATION, PROGRESS AND COMPLETION CITY and ENGINEER agree that the Project is planned to be completed by December 31, 2019. ENGINEER shall employ manpower and other resources, and use professional skill and diligence to meet the schedule; however, ENGINEER shall not be responsible for schedule delays resulting from conditions beyond its control. By mutual agreement, CITY and ENGINEER may modify the Project schedule during the course of the Project and if such modifications affect ENGINEER's compensation, it shall be modified accordingly, subject to CITY's approval. It is understood that this Agreement contemplates full and complete engineering services for this Project, including any and all Services necessary to complete the work. For additional Engineering Services, the authorization by CITY shall be in writing and shall include the definition of the services to be provided, the schedule for commencing and completing the services, and the basis for compensation as agreed upon by CITY and ENGINEER. XII. ARTICLE NOTICE Any notice required under this Agreement will be in writing and given either personally, by registered or certified mail, return receipt requested, or by a nationally recognized overnight courier service, addressed to the parties as follows: If to CITY: Shana Yelverton City Manager City of Southlake 1400 Main Street, Suite 460 Southlake, Texas 76092 Phone: 817-748-8400 Fax: 817-748-8010 If to ENGINEER: Richard A. Romine, P.E. President Romine, Romine & Burgess, Inc. 300 Greenleaf Street Fort Worth, Texas 76107 Page 8 Phone: (817) 336-4633 Fax: (817) 336-1682 All notice shall be effective upon the date of receipt. XIII. ARTICLE SEVERABILITY In the event that any provision of this Agreement shall be found to be void or unenforceable, such finding shall not be construed to render any other provisions of this Agreement either void or unenforceable. All provisions, which are void or unenforceable, shall not substantially affect the rights or obligations granted to or undertaken by either party. XIV. ARTICLE VENUE -LAW Venue of any suit or cause of action under this Agreement shall lie exclusively in Tarrant County, Texas. This Agreement shall be construed in accordance with the laws of the State of Texas. IN WITNESS WHEREOF the parties have caused this Agreement to be executed in two equal originals on the date and year first above mentioned. CITY OF SOUTHLAKE By: Laura Hill, Mayor ATTEST: By: City Secretary Page 9 ENGINEER: ROMINE, ROMINE & BURGESS, INC. M Richard A. Romine, P.E., President THE STATE OF TEXAS § COUNTY OF TARRANT § Before me on this day personally appeared known to me [or proved to me on the oath of or through (description of identity card or other document)] to be the person whose name is subscribed to the foregoing instrument and that he/she is the duly authorized of , and acknowledged to me that he/she executed the same for the purposes and consideration therein expressed. Given under my hand and seal of office this day of A. D. (SEAL) Notary Public, State of Texas Notary's Name Printed Page 10 ROMINE, ROMINE & BURGESS, INC. 300 GREENLEAF, FORT WORTH, TEXAS 76107 MECHANICAL & ELECTRICAL CONSULTING ENGINEERS January 15, 2019 Mr. Hunter Harris Project Manager - Capital Projects Public Works Department City of Southlake, Texas 1400 Main Street, Suite 320 Southlake, Texas 76092 Subject: Engineering Fee Proposal HVAC Upgrade Replacement for Town Hall Facility City of Southlake, Texas Dear Mr. Harris: (817) 336-4633, FAX (817) 336-1682 We are pleased to offer the following fee proposal to provide MEP engineering services for the HVAC Upgrade Replacement at the City of Southlake Town Hall Facility. The intended scope of upgrade work will generally follow Option Number 2 described in our Feasibility Evaluation Report dated 2/2/2015. This will be to convert the existing water-cooled package heat pump system to a new air-cooled chilled water system, including replacement of the cooling tower and condenser water system with a new chilled water system with package air-cooled chillers, pumps and piping. This will also include replacement of the package heat pump units on each floor with central chilled water VAV air handling units in each mechanical room. Scope shall include electric & DDC control modifications, new chiller structural platform, cutting & patching of walls, etc., for a complete system. We propose to provide engineering design and construction administration services for the HVAC replacement work. As discussed we will first need to develop electronic BIM or CAD drawing files of the building floor plans to show our work. Design Phase services will include site survey and review of existing conditions, development of review submittals and design review meetings with your staff, and development of final signed/sealed drawings and specifications for the purposes of bidding and construction. Construction Phase Administrative services will include assistance with Bidding, shop drawing and submittal review, Review and response to RFI's and construction issues, interim job -site observation as needed, and a final observation visit. We propose to provide our services for a lump sum fee of $145,000.00. Our proposed fee would be payable at 75% through Design Phase, 5% through Bidding Phase, 10% through shop drawing & submittal review phase, with 10% remaining for the rest of Construction Phase services payable on a periodic basis as a percentage of completed construction. Mr. Hunter Harris - 2 - January 15, 2019 We hope our proposal will meet with your favorable review. Thanks again for this opportunity. Yours very truly, ROMIN/E,,�ROMINE & BURGESS, INC. Richard A. Romine, P.E. President RAR/pm FEASIBILITY EVALUATION HVAC UPGRADE REPLACEMENT FOR CITY OF SOUTHLAKE TOWN HALL February 2, 2015 ROMINE, ROMINE & BURGESS, INC. CONSULTING MECHANICAL & ELECTRICAL ENGINEERS 300 Greenleaf Fort Worth, Texas 76107 Texas Firm Registration No. F-509 Ar RICHARD A. ROMINE ............................... 02 02-15 TABLE OF CONTENTS Page No. ExecutiveSummary................................................................................................................................ 1 ExistingSystems and Conditions ............................................................................................................ 2 Assessment of HVAC System Alternatives............................................................................................. 3 Option 1—Convert to Central Air Handling Unit and Water -Cooled Chilled Water System........... 3 Option 2 —Central AHU and Chilled Water System Served by Package Air -Cooled Chillers........... 6 Option 3 —Provide New Variable Refrigerant Flow System(VRF)................................................... 7 Consideration of Other System Alternatives................................................................................... 8 Recommendations................................................................................................................................. 9 Drawings of New System Options........................................................................................................10 Cost Estimations for Opinion of Probable Construction Costs.............................................................11 8 EXECUTIVE SUMMARY 1 Romine, Romine & Burgess, Inc. was retained by the City of Southlake, Texas, to provide an Engineering Evaluation for upgrade replacement of the building HVAC systems serving Southlake Town Hall. The purpose of this assessment is to investigate and review the feasibility and effectiveness of new alternative HVAC systems to replace the existing system, in order to retain long-term operating reliability. Our evaluation is based on on-site survey and review of original design drawings, evaluation of alternative new HVAC options with associated cost impacts, and consultation with the Southlake Facilities Manager as well as contractors and manufacturers on the feasibility and scope of new system installation. The following reports our findings and recommendations: The existing HVAC system is a water-cooled system served by cooling tower and condenser water pumps located on the roof. The condenser water loop serves central water-cooled package A/C units located in interior mechanical room on each floor. There is one such A/C unit that serves the entire floor on each level of the building. Each unit is VAV-type delivering cooling supply throughout each floor via fan - powered VAV heating terminals to provide independent zone control. Water-cooled package A/C units are a unique style of HVAC application in our area that does not offer strong support representation for parts and service. Given the age and condition of this equipment and components, along with extremely limited access and service clearances that exist within the building, there is a growing concern over the ability to maintain reliable operation that is so crucial for this type of facility, and to avoid potentially long downtime of equipment and systems for service and repair that could not be tolerated. The potential risk of this condition grows more serious each year, and warrants serious consideration of replacing at least portions of this system with a new alternative system that offers more dependable long-term performance and operating reliability. Of the new HVAC options reviewed, our recommendation would be to convert the existing water-cooled system to a central chilled water system. This would include replacement of the cooling tower and condenser pumps with new package air-cooled chillers and chilled water pumps with new chilled water loop, Each A/C unit would be replaced with new chilled water air handling unit in each mechanical room to serve each floor. Existing VAV ductwork and terminal system would remain. This application is considered the cleanest and most cost effective approach to provide for a simpler system arrangement utilizing much more conventional equipment and components with readily available parts and service, and with a level of system redundancy. New system should offer reasonable assurance for maintained operation of heating and cooling throughout the building even during future service and repair periods. Opinion of probable cost for installation of this system would be $1,792,000.00. Mechanical cooling will have to be shut down during the construction period, unless some means of emporary coo mgcan a seup wa por a e c der . owever, rep acemen wor can a sc a used during winter months to allow for a reasonable degree of cooling and heating in the building to be maintained while the new system is being installed. Should temporary cooling be required during construction, we would anticipate that this would cost an additional $125,000.00. The following sections of this report offer detailed descriptions of new system alternatives considered, with comparative benefits and drawbacks for each, as well as supporting cost estimations and drawings of new systems for clarification. EXISTING SYSTEMS AND CONDITIONS The Town Hall facility is a 4 -story building originally constructed in 2000. A beautifully styled building in keeping with its central location in Southlake Town Square, this facility houses administrative offices for the City of Southlake, with Central Public Library and technology center on the 1" floor, as well as Council Chambers and courtroom centered around the main atrium lobby on the 2nd and 3rd floors. Building HVAC is served by central water-cooled package A/C units manufactured by "McQuay". One unit serves each floor located in a mechanical room on each. Each unit Is VAV-type with supply duct system serving fan -powered VAV terminals with electric heaters to provide zone control for each space or area served. Return air utilizes ceiling return plenums and room plenum in each mechanical room. All A/C units are served by a central 2 -fan water cooling tower located in a recessed section of the roof. Water cooled system Includes two condenser water pumps located on the roof next to the cooling towers, and condenser water piping loop that extends down through the mechanical rooms on each floor to serve the a/c units. Ventilation air is served by a central roof -mounted outside air fan that is ducted down through the mechanical rooms, with a supply air outlet feeding into each room plenum with electric preheater, to provide minimum ventilation air to each unit. HVAC controls includes an "Alerton" DDC building automation system that is tied to a central energy management system for remote EMS control & monitoring. With all HVAC equipment approaching 15 years old, there has been growing concern regarding the feasibility of carrying out service, repair and replacement work for the package A/C units. This particular brand and style of equipment does not have strong service representation and pose the real risk of long - lead times for new parts and components, which can severely handicap the operation of the building upon any unit shutdown due to component failure. The mechanical rooms are limited in size relative to the units in place, with only 3'-0" door access to each room. More serious problems such as leaks in the coils or refrigerant piping can make it extremely difficult to carry out replacement work within the space available. An even more serious problem will be anticipated in 5-10 years when It Is time for the A/C units themselves to be replaced. This type of equipment cannot be manufactured in sections, and moving these units in and out of the building will require significant tearing through construction, and associated cutting & patching throughout. These conditions can have serious consequences for the use and operation of this facility. Itis therefore our opinion that due consideration and planning are warranted to replace portions of this system with a new alternative Sys lifng long term operating reliabifityth at is less vulnerable to lengthy shutdown periods or property damage due to equipment or component failures, and thereby avoiding the risk of undue burden against the proper use and effective operation of this facility that is so crucial to the City of Southlake. The following sections repot our evaluation of new system alternatives that address these concerns. ASSESSMENT OF HVAC SYSTEM ALTERNATIVES Our review of new system alternatives must include a thorough feasibility assessment as to installation of new equipment and systems while accommodating the requirements crucial to use and operation of the existing facility. Such considerations include the following: • This facility must remain in use throughout construction with new HVAC replacement phased and implemented in a manner that will not disrupt HVAC operation during occupied usage schedules, • Any necessary shutdown of the HVAC system must be held to a minimum, and installation will need to be phased to local areas of the building, while keeping the rest of the building in operation. Such periods must be scheduled during the seasons of the year and arranged where reasonable comfort conditions can still be maintained. • The aesthetic quality of the building dictates that all new equipment shall be hidden from view. Consideration of new equipment on the roof should be avoided to the extent possible, and any roof -mounted equipment will require architectural screening in a manner that is acceptable to its architectural style. Operating noise from interior equipment shall be isolated from the occupants in all areas. • Access for equipment into and out of the building shall be carefully delineated to avoid disruption of building property. Existing structure and property shall be suitably protected against damage during transfer of equipment & materials, and installation. • Location of all new equipment shall be arranged for adequate and proper service clearances for all equipment and components. • New systems considered shall be geared toward system operating reliability utilizing more conventional types of equipment with strong local service representation, readily available parts, equipment redundancy, energy efficiency, and arranged to accommodate reasonable maintenance efforts and immediate action for service and repair when needed; in order to facilitate continuous operation and effective performance for the building. With these conditions in mind we offer the following HVAC system options that were considered: OPTION 1-- Convert to Central Air Handling Unit and Water -Cooled Chilled Water System: The first option presented would be to convert the central condenser water system to a chilled water system, and replace the water-cooled package A/C units in each mechanical room with chilled water air handling units to serve each floor. This would include two new water-cooled chillers sized for the total building cooling load, with associated pumps and chilled water piping loop. The existing cooling towers could remain in use and be repiped to serve the new chillers, served by new condenser water pumps sized for each machine. Each package A/C unit would be replaced with a new VAV chilled water air handling unit (AHU) located In each mechanical room and tied into the existing VAV duct distribution system serving each floor. Chilled water piping loop would be extended down through the mechanical rooms to serve each new AHU. AHU supply fans would include variable frequency drives (VFD) for variable air volume control. The existing ventilation system could remain to serve each AHU in each mechanical room. From our survey of the building we find that the most effective location for the new chillers and pumps 1 would be the covered portion of roof area adjacent to the cooling tower. This space would be enclosed from the tower well with new wall and service doors, and provided with heating and ventilation. This would provide for a chiller room to protect the new central equipment while staying outside of the building itself. New work would include modifying roof to a floor surface, and providing structural reinforcement of the roof deck to support the new equipment. As space is tight this may also require some remodeling on each end to expand this space for the new equipment. Work would also include new water piping, waste piping and floor drains, extension of the fire sprinkler system, and new lighting & power to serve the new room. It is possible that more compact chillers are available from more specialized manufacturers, which could fit within this new room without having to expand and remodel into the building. This could also allow the possibility of locating the new chiller equipment in the service room on the first floor in lieu of on the roof, if preferred. Some additional cost would be anticipated, and there is some concern regarding noise on the first level with this option, New system would include new electric services fed by the existing main switchgear to serve the new central equipment, as well as modification of existing services for the new air handling units. The existing DDC system would be modified to control the new equipment and systems. Other considerations impacting scope of work are summarized as follows: • The existing mechanical rooms are limited in size. This will necessitate custom manufactured air handling units to provide unit sizes that can fit within each room and allow for service access. Existing A/C units will have to be dismantled to transfer them out of the building. New AHU's would be fabricated in modular component sections to move them through the building into each room, and then assembled within each. • The second floor mechanical room is smaller than the other rooms, and is not adequate to contain the new AHU. It appears that the west wall of this room will need to be expanded 2-3 feet into the clerical space in orderto provide adequate clearance around the new air handling unit. It is also recommended that the existing 3'-0" service doors to each room be replaced with 6'-0" double doors, or at least 4'-0" doors, to provide adequate access into each room for tools, parts and equipment components. • Placement of the new air handling units will allow for aisle ways around each unit for service and maintenance. Units will also Include their own access doors and service chambers to accommodate interior service to fans, motors and coils. The one limiting condition will be for coil -pull out of the unit. Should this ever be necessary there will not be adequate space within the room to pull the coil without removal of a wall section. Scheduling of Work: This replacement project will have to be carried out with the building remaining in operation. The new central equipment and distribution work can be carried out while the building is in use. However, replacement of the A/C units with new air handling units will require some downtime of each system. Based on our consultation with Contractors each A/C unit can be replaced sequentially (one floor at a time) which would take up to one week per unit, during which time each floor served would be without any primary cooling air. The time required to replace all units and make the switchover to the chilled water system would be a total of approximately six -eight weeks. It is therefore recommended that this construction period be scheduled over the winter months (January/February), which would allow heating operation to continue throughout the building during this period, as served by the FPVAV terminals. o Realistically the mechanical coaling system would need to be shut down during this entire construction period. The unit serving each floor can still provide primary airflow with free cooling served by the ventilation air that feeds each unit. It is recognized that cooling capability would be limited on mild to warm days during this period. o Should mechanical cooling be required, it would be possible to install a portable temporary chiller with new chilled water piping to serve the new AHU's as each unit is installed and comes online. The existing condenser water system would remain operating to serve the A/C units during this period until each is replaced. When all units are replaced then the system can then be switched over to the new permanent chilled water system. It should be understood that such temporary cooling will be expensive and impose some disruption. Opinion of probable cost for portable temporary chiller would be $125,000.00 (not included in construction estimate). Should it be decided that this facility can live without mechanical cooling during the replacement period described above, it is possible that the existing condenser water piping could be used for the chilled water loop, which would save significantly on piping cost. Otherwise a new chilled water piping loop would need to be installed to serve the new air handling units while the existing condenser loop remains in use during construction until full switchover to the new system can be completed. Long term benefits of new system: • All new central equipment extends system operating life for the building. • New air handling units utilize much simpler unit configurations in each mechanical room, limited to filters, chilled water coils and supply fans. • More conventional equipment types allow for readily available parts and strong local service representation. This should improve maintenance efficiencies, and facilitate greater responsiveness for service and repair to minimize downtime when needed. • Larger replacement parts can be dismantled and reassembled in component sections for rans er m o an I Iout a I Ii F, mg wrt 1111 t 11 iSol rupbon or amage to w mg cons ructron. • Partial system redundancy with dual chillers & pumps, and multiple supply fans in each AHU, to allow for continued part -load operation even while failed or inoperative components are being repaired. • Greater energy efficiency anticipated, using hi -efficiency water-cooled chillers with premium part -load performance. Our opinion of probable construction cost for the new system replacement under Option 1, including CM markup is used, and engineering design fees, would be $1,950,000.00, OPTION 2—Central AHU and Chilled Water System Served by Package Alr-Cooled Chillers: This option would be similar to Option 1 with regard to converting to a central chilled water system utilizing air handling units to replace the A/C units serving each floor as described above. However, in lieu of providing water-cooled chillers and retaining the cooling towers, the cooling towers and condenser water pumps would be removed, and new chilled water would be provided with two new package air-cooled chillers and chilled water pumps. There would appear to be adequate space on the roof within the tower well to install the new package chillers, and thereby concealing them from view. This would require installation of anew raised platform of grated metal within the tower well to mount the chillers at a height where the top discharge of the condenser fans would be level with the main roof in order to allow free air discharge and prevent short-circuiting of airflow back through the condenser coils. This will also require possible structural reinforcement of the roof deck for the new chillers. The new chilled water pumps can be located within the covered roof area adjacent to the tower well. It would not be necessary to enclose this space just for the pumps, although this should still be considered to offer additional protection for the new equipment and piping. Shut down of mechanical cooling would be required as with Option 1, and the existing condenser piping loop could be used for chilled water in the building. Advantages compared to Option 1: • Simpler system configuration utilizing package premanufactured water chilling equipment. • Eliminates maintenance and service needs associated with condenser water system such as chemical treatment, pipe leaks, tower fan maintenance and fill replacement, condenser pumps, periodic drain -down and refill of tower basin and piping, freeze protection, etc. • Will not require enclosed chiller room and associated remodeling within the building. • Lower first cost. Disadvantages compared to Option 1: • Will require mechanical cooling to be shut down for entire six week replacement period. Opportunity for temporary cooling will be very limited. • Less efficient. Rated efficiencies of air-cooled chillers are lower than water-cooled. Would not expect any material energy savings over existing system. Based on a rough estimation we would expect an additional $30,000/yr in energy cost compared to Option 1. • Re uced equipment operating li e. Exterior air-coole c i ers expose tot a outsi a wou have an average equipment life of approximately 25 years, compared to interior water cooled chillers of something like 30 years or more. • Exterior chilled water piping will require freeze protection, including aluminum jacketed insulation and heat tracing. Our opinion of probable construction cost for Option 2, including markup and Engineering fees, would be $1,792,000.00. OPTION 3 --- Provide New Variable Refrigerant Flow Svstem IVRFI: This option would involve a more extensive replacement of the existing system including removal of entire condenser water system (cooling towers, pumps, piping), all package A/C units and FPVAV terminals. New system would Include central outdoor heat pump units that serve assigned groups of Individual fan & coil units via variable flow refrigerant piping loops. We would anticipate that each floor would require three heat pump units assigned to building zones, for a total of 12 units. Heat pump units would be located in the tower well on the roof mounted on raised platform, as well as on the lower roof in the back of the building. Each group of fan & coil units associated with each heat pump would replace the FPVAV units for individual room control, Installed above ceilings. The central supply duct systems would be converted to ventilation supply systems to serve all of the fan & coil units. Each package A/C unit would be replaced with a VAV ventilation supply fan in each mechanical room, tied into the existing main supply duct on each floor. supply duct branches previously feeding the FPVAV terminals would be modified to connect to the new fan & coil units, to serve as ventilation air to each unit. Replacement work can be carried out sequentially for each heat pump system, which would require shutdown of each building zone one at a time. It is expected that installation of each system would take at least one week/system. Central cooling system would be inoperative throughout the replacement period in order to remove cooling towers and pumps for installation of new heat pumps. Existing A/C units can remain in operation for air circulation and free ventilation cooling, until all building zones on each floor are converted to new heat pump systems and each A/C unit is replaced. Advantages Compared to Other Options: • Premium energy efficiency. Rated equipment efficiencies of around 23-28 SEER. Based on a rough estimate we would anticipate energy cost savings at approximately $30,000/yr over Option 1, and approximately $60,000/yr over Option 2 as well as existing energy use. • Removes the use of all water-based systems. Eliminates maintenance issues relating to chemical treatment, pipe leaks, freeze protection, etc. • Fully distributed heating & cooling. Does not rely upon central cooling or airflow systems that pose a more widespread impact on building operation associated with service and repair of central components. Disadvantages Compared to Other Options: • ost expensive system option, ep acement wor wi a more ex enswe, impac ing mos areas of the building. • Not all outdoor heat pump units can fit within the tower well. Remaining units will have to be installed on the lower roof in back of the building. Architectural screens would have to be provided to conceal units from view. While screening can match the architectural style of the Will require longer construction period for replacement work of approximately 10-12 weeks. Existing mechanical cooling will not be available for the building throughout this period. Each building zone will be without any heating or cooling during installation of each heat pump system. This is not a common system application. Equipment brands and local service representation will be more limited. Will likely require training of maintenance staff to become familiar with this new application. Shorter equipment life anticipated at approximately 20-25 years. Our opinion of probable cost for Option 3, Including Engineering fees, would be $2,271,000.00. Consideration of Other System Alternatives: Other system options were also considered, but were deemed not to be feasible or offer effective solutions for this facility: • Package Rooftop /C Units: This application could involve one or two central A/C units to serve the entire building, water-cooled or air-cooled VAV type, or could be four units one for each floor. These units are significant in size, exceeding the available size of the tower well. We would not anticipate that there is sufficient roof space on the main roof. This would also require significant screening to conceal units from view, and would be difficult to maintain present appearance of the building. We also do not believe that there would be adequate room above ceilings to route all of the main supply & return ducts from new unit locations. • Geothermal system: This application would utilize individual ground source heat pump units of a quantity similar to the FPVAV terminals for independent room control. Units would be served by well water piping loops that circulate water through underground geothermal wells to serve as heat rejection. While a very efficient system, there is not enough site area around the building for the 300 or so geothermal wells. It is also very expensive and would be highly disruptive to building operation during installation. • Other Unitary Systems: There are different types of unitary applications available such as individual split -system heat pumps or a/c units. Due to lack of available locations for the numerous outdoor units, these types of systems are not considered feasible for this facility. RECOMMENDATIONS It is recognized that implementation of HVAC upgrade replacement will need to accommodate ongoing operation and use of this facility. Any downtime of the HVAC system will need to be held to a minimum, and replacement work shall be phased such that a reasonable degree of comfort conditions will be maintained during construction. The long-term benefit of this project will be geared toward sturdy reliable operation, with good performance, energy efficiency, and effective provisions for maintenance and service Of the new system alternatives evaluated, we consider the upgrade option that offers the best overall benefit for this facility would be Option 2, utilizing a new chilled water system with chilled water air handling units serving each floor, and served by package air-cooled chillers. This represents a relatively straight -forward system application that can be more easily installed with the least disruption, and at a lowerfiirst cost. It will establish good operating reliability and offer greater assurance of maintained operation for heating and cooling. DRAWINGS OF NEW SYSTEM OPTIONS 10 NEW CHD. - WATER PIPING 118 SCJ. ADWN tY-- SA D W NEW DOOR kvirl ❑PTI❑N 1 & 2 - NEW CHILLED WATER SYSTEM 21 141101 1 . . H NEW WALL NEW CHILLER ROOM i ® ��W IJC CHIT R lir i iiR_ �11I � u � n HFZI H Iy II �yMaslow X423 RC10F WF FOURTH FL❑❑R 430 OFFICE `'1 W H m m ��► •ip �:�:�: moi►• .�►.:�:�:�, 0 0 /��♦ ►gyp �►� ►������ a NEW SCREEN WALL IF NEEDED CO3RDOR438 OPTION 3 - NEW VRF HEAT PUMP SYSTEM l REMOVE FPVAV TERMINAL NEW FAN & COIL UNITS TO REPLACE FPVAV TERMINALS ABOVE CEILINGS - TYPICAL ALL UNITS. COST ESTIMATIONS FOR OPINION OF PROBABLE CONSTRUCTION COSTS NEW HVAC OPTIONS 11 1/29/2015 OPINION OF PROBABLE COSTS FOR HVAC UPGRADE REPLACEMENT SOUTHLAKE TOWN HALL OPTION 1 -- Water-cooled Chilled Water Svstem Item Unit Quantity Extension Cost New Air Handling Units s 110,000 4 ea 440,000 New WC Chillers $ 150,000 2 ea $ 300,000 New chd wtr pumps $ 10,000 4 ea $ 40,000 Repl.cond wtr pumps $ 10,000 2 ea $ 20,000 New piping $ 300,000 1 Is $ 300,000 Electric $ 80,000 1 Is $ 80,000 DDC controls $ 80,000 1 Is $ 80,000 TAB $ 25,000 1 Is $ 25,000 New chiller room $ 250 600 sf $ 150,000 Expand mech room $ 25,000 1 Is $ 25,000 New mech doors $ 2,000 4 ea $ 8,000 Structural Reinforcement $ 75,000 1 Is $ 75,000 Miscellaneous $ 150,000 1 Is $ 150,000 Sub -total 7.5% 1,693,000 CM Markup 7.5% % $ 126,975 Engineering Fee 7.5% % $ 126,975 TOTAL jr 1,946,950 OPTION 2 -- Air-cooled Chilled Water System Item Unit 5 Quantity Extension Cost New Air Handling Units 110,000 4 ea $ 440,000 New AC Chillers $ 180,000 2 ea $ 360,000 New chd wtr pumps $ 10,000 4 ea $ 40,000 New piping $ 225,000 1 Is $ 225,000 Electric $ 80,000 1 Is $ 80,000 DDC controls $ 80,000 1 Is $ 80,000 TAB $ 25,000 1 Is $ 25,000 New chiller platform $ 75,000 1 Is $ 75,000 Expand mech room $ 25,000 1 Is $ 25,000 New mech doors $ 2,000 4 ea $ 8,000 Structural Reinforcement - $ 75;000 7 - -Is $ 75;000 Miscellaneous $ 125,000 1 Is $ 125,000 Sub -total $ 1,558,000 CM Markup 7.5% $ 116,850 Engineering Fee 7.5% % $ 116,850 TOTAL $ 1,791,700 OPTION 3 -- New Variable Refrigerant Flow Heat Pumo Svstem Item Unit $ Quantity Extension I Cost New VRF Heat Pump System $ 16 85000 sf $ 1,360,000 Electric $ 150,000 1 Is $ 150,000 DDC controls $ 150,000 1 Is $ 150,000 TAB $ 40,000 1 Is $ 40,000 New Heat Pump Platform $ 75,000 1 sf $ 75,000 Structural Reinforcement $ 50,000 1 Is $ 50,000 Miscellaneous $ 150,000 1 Is $ 150,000 Sub -total $ 1,975,000 CM Markup 7.5% $ 148,125 Engineering Fee 7.5% % $ 148,125 TOTAL $ 2,271,250