DATE:
December 10, 2024
TO:
Adam Politzer Interim City Manager
FROM:
Mohamed Alaoui, Director of Public Work
SUBJECT:
Civic Center HVAC and BMS System Replacement:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A Contract With Legacy Mechanical & Energy Services, Inc. In An Amount Of $531,032 For Replacement Of The Existing HVAC System (AC Unit And Boiler System) In The Civic Center In The City Of Emeryville Project No.15650018 And Authorizing The City Manager To Increase The Contract By $100,000 For A Total Amount Not Exceed $631,032. CEQA Determination: Exempt Under Section 15061(b)(3) Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A Contract With SYSERCO, Inc. In An Amount Of $285,000 For Replacement Of The Existing BMS System (DELTA And BMS Upgrade / Replacement) And Plumbing Repairs In The Civic Center In The City Of Emeryville Project No.15650018 And Authorizing The City Manager To Increase The Contract By $40,000 For A Total Amount Not Exceed $325,000. CEQA Determination: Exempt Under Section 15061(b)(3) Recommendation
Staff recommended that the City Council adopt the requested resolutions. A separate Resolution for each contract is provided.
Background
The City’s Capital Improvement Plan includes a project for the replacement of the City’s Civic Center HVAC system. The system is over 20 years old and breaks down frequently. The project is intended to replace the existing system with a new system that is energy efficiency, reduces energy consumption, and operational costs.
Originally the replacement of the Civic Center HVAC was scoped for an all-electric system. Staff conducted a study with Taylor Engineering included in Attachment A to study and scope this work. However, the construction estimate for the work was significantly higher than the allocated budget for the project. As such, on April 29, 2024, staff held a discussion at the Budget and Governance Committee regarding the economic feasibility of an all-electric HVAC system. On May 13, 2024, staff held the same discussion with the Sustainability Committee. Both committees supported pursuing a gas boiler that was significantly more efficient than the existing system, but remained within the budget of the existing project. Additionally, both committees requested staff to continue to monitor all-electric heat pump technology as it continues to mature, should it become more cost effective for larger facilities in the future.
On July 9, 2024, the drive motor, variable frequency drive, control panel system and air condenser of the existing system failed and were thereafter repaired. Subsequently, on October 8, 2024, the boiler temperature reached over 200 degrees causing a real risk of catastrophic failure to the system. Hot water pipes were observed to be vibrating significantly.
As a result, on October 10, 2024, in accordance with Administrative Instruction No. 605 Section 6.3 Emergency Purchase Orders, the Public Works Department sought and obtained the City Manager’s permission to issue an Emergency Purchase Order and replace the heating and cooling systems at City Hall.
Discussion
To reduce costs, the emergency work was bid out in two different components, one for the mechanical work like the condensers and the new boiler (HVAC work), and one for the control system that runs the mechanical components (BMS work). On October 18, 2024, the City issued two requests for bids and directly solicited certain qualified contractors in accordance with AI.605 Section 6.3’s requirement that Public Works make every effort to solicit bids from qualified vendors despite the emergency authorization.
Two companies responded and submitted proposals for the HVAC work. After a review of the bids, staff determined Legacy, Mechanical & Energy Services Inc. to be the low bidder, in the amount of $531,032, in order to proceed with the design/build work of the new system under the contract in Attachment B. Staff are requesting an additional $100,000 of capacity for this contract to be authorized by the City Manager should it become necessary due to unforeseen conditions.
Two companies responded and submitted proposals for the BMS work. After a review of these proposals, staff determined SYSERCO, Inc. to be the low bidder in order to proceed with design, installation, programming and startup of the new upgraded BMS system. The amount of this contract shall not exceed $285,000 for the services indicated in the contract in Attachment C. Staff are requesting an additional $40,000 of capacity for this contract to be authorized by the City Manager should it become necessary due to unforeseen conditions.
Fiscal Impact
There is sufficient funding available for this project in CIP # FM-06, Project # 15650018 from Fund 650-Major Maintenance.
Staff Communication with the Public
No communication with the public.
Conflict of Interest
No conflict of interest.
CEQA DETERMINATION
Both these projects are exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the State CEQA Guidelines.
Conclusion
The replacement of the existing HVAC and control systems will reduce constant repair and maintenance, improve energy efficiency, minimize energy consumption and sustain a comfortable temperature though out the Civic Center building. Staff recommends that the City Council of the City of Emeryville authorize both of the attached agreements.
PREPARED BY: Ali Ahmadzadeh, Senior Civil Engineer
Approved and Forwarded to the
City Council of the City of Emeryville:
Adam Politzer, Interim City Manager
Attachments
Attachment A – Emeryville Civic Center HVAC Concept Design Report Draft Resolution – HVAC System
Exhibit A – Legacy Mechanical and Energy Services, Inc. Contract Draft Resolution – BMS System
Exhibit A – Syserco, Inc. Contract
Civic Center HVAC System Replacement
City Council Meeting | December 10, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM