01-19-2016 Regular School Board Meeting
Agenda Item #42


Title
Westside Elementary School - HVAC Engineering Services - SALES SURTAX

Discussion

Plant Operations and Maintenance has identified that the chiller at Westside Elementary School is failing. The chiller was installed in 1997 and is beyond its life cycle.

The project is funded in the Sales Surtax Detailed Report (Attachment F) for Westside Elementary School. However, the school is not scheduled until year 5 of the sales surtax program. Due to the failing system, Project Management staff reported the urgency of replacing the chiller to the Independent Citizens Oversight Committee at their August and October 2015 meetings and advised moving forward with an out-of-sequence project. This is one of several failing chillers/mechanical systems that will be addressed out of sequence.

Energy Conservation, Plant Operations and Maintenance and Project Management staff collaborated on the scope of work required. Because failure of mechanical system components at similar schools have occurred, the design scope will encompass a more extensive program of work in anticipation of future system component renewal that is not currently funded through the sales surtax. Therefore, a prorated portion of the design fee and administrative costs will be charged to non-sales surtax Capital funds.

OCI Associates, Inc. has submitted a design proposal under their continuing contract for mechanical, electrical, plumbing and fire protection (MEP) services in an amount not to exceed $76,080. This scope of work concludes the facility renewal work program identified in Attachment F with the exception of the relocatable covered walkways. 

Staff administrative support budget in the amount of $5,000 is also requested.

Board approval is required for purchase orders over $50,000. In order to expedite the work, approval is requested as a consent item without prior information.



Recommendation

Approve the design services budget for Westside Elementary School chiller replacements and related mechanical system renewal in an amount not to exceed $81,080 ($20,342 funded by non-sales surtax Capital).

Approve the engineering services proposal submitted by OCI Associates, Inc. under their continuing contract for mechanical, electrical, plumbing and fire protection (MEP) services in an amount not to exceed $76,080 ($19,088 funded by non-sales surtax Capital). 



Meeting Date(s)
Consent w/o Information - 1/19/2016

Authority for Action
F.S. 1001.42

Involves Expenditure of Funds Directly in the Classroom
No

Source of Funding
Capital Projects

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
15/16$36,267Yes39822125204007400684000
15/16$2,384Yes39822125204007400686000
15/16$19,088Yes37522123059637400684000
15/16$1,254Yes37522123059637400686000
15/16$9,817Yes39822125205007400684000
15/16$645Yes39822125205007400686000
15/16$10,908Yes39822125103007400684000
15/16$717Yes39822125103007400684000

Contact
Susan Hann, P.E., Director of Planning and Project Management 633-1000 ext. 446


Attachment:  Westside Chiller Attachments.pdf