HomeMy WebLinkAboutSR - AGR-6205 - HVAC REPAIR SANTA FE TRAIN DEPOT RUBYS RESTAURANT�q OF 0
AGENDA ITEM
March 1 0, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
Ci nager
FROM: Marie Knigl 4Direct
Community Se ce
ReviewedNerified By:
City Manager
Finance Dire or
To Be Present : Marie
Knight
X Cons Calendar _
City Mgr Rpts
Council Reports _
Legal Affairs
Boards /Crates _
Public Hrgs
Admin Reports
Plan. E..... —
1. SUBJECT
Agreement with Integrity Automated Solutions for an amount not to exceed $53,360.00 for heating,
ventilation, and air conditioning (HVAC) repair at The Santa Fe Train Depot/ Ruby's Restaurant Building.
F2. SUMMARY
This agreement is to provide heating, ventilation, and air conditioning (HVAC) repair to The Santa Fe
Train Depot/ Ruby's Restaurant Building.
3. RECOMMENDED ACTION
Approve agreement and authorize the Mayor and City Clerk to execute on behalf of the City.
C FISCAL IMPACT
Funds are available to cover the cost of the agreement as follows:
• 725.5028.56020.19809 (City Facility Improvements) $28,000.00
• 100.7022.51401.00000 (Repairs to Building and Fixed Equipment) $25,360.00
TOTAL: $53,360.00
5. STRATEGIC PLAN GOAL(S)
3. Enhance and promote quality of life in the community.
a. Refurbish, maintain, develop and /or expand public use places and spaces.
ITEM 3.5 03/10/15
6. GENERAL PLAN IMPLEMENTATION i
Cultural Resources Element Goal 1.0: Identify and preserve potential and listed historic resources,
including buildings, structures, objects, sites, districts, and archaeological resources citywide.
Policy 1.6
Promote the preservation of cultural and historical resources controlled by governmental agencies,
including those related to City, School District, and other agencies.
7. DISCUSSION and BACKGROUND
Background
Prior to Ruby's lease of the Santa Fe Train Depot building in 2009, an assessment of the building including
the Heating, Ventilation & Air Conditioning (HVAC) system was performed. The assessment indicated
that the aging Roof Top Units (RTUs) would need to be replaced in the near future, as well as other
components of the HVAC system showed areas of deficiency in performance. One of the five (5) RTUs
has been replaced since then, and in February 2013 a four -ton RTU was replaced and upgraded to a five -
ton RTU, leaving three (3) older RTUs remaining. The fan motor for the air supply unit to the building
was also replaced. Although this solved some problems, various deficiencies still remained.
In January 2014, the Santa Fe Depot property ownership was transferred to the City from the Successor
Agency. The Community Services Department is responsible for the maintenance of the site, including
the building which houses the Santa Fe Train Depot/ Ruby's Restaurant. Throughout the summer of 2014,
staff continually received feedback from the Ruby's management that the building would not properly
cool during warm weather. Staff made repeated visits with the contractor who installed the equipment in
an effort to find solutions to the problems, and each time only minimal and /or temporary relief occurred.
After several attempts to identify the source of the inefficiencies with the cooling system, a preliminary
air balance test of the building was conducted to determine whether the intake and exhaust air was
sufficient for servicing the structure, and an assessment was conducted on the remaining RTUs. The results
of the test showed that the remaining RTUs had significant deficiencies in both intake and exhaust
throughout the system, a cracked heat exchange in one RTU making it inoperable to heat the building, and
two (2) of the other RTUs were determined to be in poor condition and also needed to be replaced.
Discussion
Staff drafted a specification for the needed repairs and sent out a bid request to five pre - qualified HVAC
companies. Three bids were received. The lowest responsible bid was received from Integrity Automated
Solutions (IAS) in the amount of $46,400.00. Staff recommends an award of contract to Integrity
Automated Solutions in the amount of $46,400.00, plus a 15% contingency of $6,960.00 for unforeseen
circumstances, for a total not to exceed contract amount of $53,360.00.
Upon Council approval and execution of the agreement, the contractor will begin work immediately on
the project to repair the HVAC system of the Santa Fe Depot Building. The projected timeline for
completion is 30 days.
ITEM 03/10/15
8. ATTACHMENTS
Draft Agreement
Bid Abstract
ITEM 03/10/15