Agenda #: 5.8
Meeting Date: November 21, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PUBLIC WORKS AGREEMENT WITH TRANE U.S. INC. DBA TRANE
FOR THE DIAMOND BAR CENTER AC REPLACEMENT & AIR
QUALITY UPGRADES PROJECT.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that approving the Construction Agreement for the proposed project is exempt from the California Environmental Quality Act pursuant to Section 15301 of the CEQA Guidelines;
B. Appropriate an additional $606,670 from General Fund, for a total construction budget of $1,356,670;
C. Adopt Resolution No. 2023-35 approving the Diamond Bar Center AC Replacement & Air Quality Upgrade Project (FP22501C) with Trane U.S. Inc. dba Trane; and D. Approve, and authorize the City Manager to sign, the Public Works Agreement with Trane U.S. Inc. dba Trane for the DBC AC Replacement & Air Quality Upgrades Project, in a not-to-exceed contract amount of $1,292,067, plus a contingency amount of $64,603 (5%) to be approved by the City Manager.
FINANCIAL IMPACT:
The FY2023/24 CIP budget includes $750,000 for this Project. It is recommended that an additional amount of $606,670 be appropriated from the General fund to this CIP Project to cover the actual costs of the project. Upon appropriation, the total not-toexceed amount of the Construction Agreement would be $1,292,067, plus a contingency of $64,603 (5%), for a total construction budget $1,356,670.
Approved FY23/24 CIP project budget $750,000
Additional budget appropriation $606,670
Total construction budget $1,356,670
Contract not-to-exceed ($1,292,067)
Contingency (5%) ($64,603)
Balance $0
BACKGROUND:
On October 4, 2022 the City Council approved the turnkey design contract with Trane US Inc. dba Trane for the DBC AC Replacement & Air Quality Upgrades Project (Project). The Diamond Bar Center (DBC) currently operates seven days per week and is a premier setting for many large and small events. The consistent and reliable operation of crucial systems of the DBC building, such as ventilation, has become even more of a priority to the groups that utilize the facility. The existing Air Conditioning (AC) equipment is original to the facility, which went online in 2004, and has reached the end of its operational life. This agreement is for the construction portion of this Project.
Below is a brief summary of the major equipment being replaced as part of this Project:
• 6 - 3 Ton packaged units.
• 2 – 5 Ton packaged units.
• 1 – 7.5 Ton packaged unit.
• 1 – 90 Ton unit.
• 1 – 1 Ton ductless split unit.
• 1 – Hot water boiler & pump.
• Updated building automation system (BAS).
To date, Trane has completed the design and the plans have been approved by the Building & Safety Department. Consistent with the staff report brought to the City Council on October 4, 2022, staff is now bringing the construction portion of this turnkey project to the Council.
ANALYSIS:
Staff has evaluated and approved the procurement and construction schedule prepared by Trane, under the turnkey program. A Resolution has been prepared for Council adoption whereas the City accepts the bid of Contractor as a sole source procurement (Attachment 1). The public works agreement with Trane for the Project is included in Attachment 2.
In order to minimize the operational impact to the Diamond Bar Center, the following procurement/construction schedule has been prepared.
Project Schedule Start
• Notice to proceed November 2023
• Submittals December 2023
• Procurement (lead time 125 days) January 2024
• Installation June 2024
• Final Completion July 2024
Plans are on file with the City’s Public Works Department.
ENVIRONMENTAL REVIEW:
Staff has determined that this Project is exempt from the California Environmental Quality Act (CEQA) provisions pursuant to the California Code of Regulations, guidelines for the implementation of the CEQA, Section 15301, Existing Facilities.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement and Resolution as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.8.a Resolution No. 2023-35; Sole Source of DBC HVAC Replacement
2. 5.8.b Public Works Contract; Trane - DBC AC Replacement & Air Quality Upgrades (FP22500)