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.
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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
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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,
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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.
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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;
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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
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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
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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
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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
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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
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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.
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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