10-11-2016 Regular School Board Meeting
Agenda Item #17


Title
Bayside High School - Additional HVAC Engineering Services - SALES SURTAX

Discussion

Plant Operations and Maintenance previously identified that two of the three chillers at Bayside High School are failing. A design services contract was executed with OCI and Associates under their continuing services contract in January 2016. The original scope of work included replacement of two existing 400 ton chillers with new chillers. The original design contract amount was $81,040 including bidding and construction administration.

The design firm researched the initial design intent and subsequent modifications. Based on their review and analysis, they are recommending a new system to better handle the full campus load, reduce the number of chillers from three to two, utilize the third chiller as a portable unit and increase the thermal energy storage system capacity by adding 4 tanks. The recommended system will reduce energy consumption (net reduction from 1030 tons to 900 tons), improve operational reliability and be able to handle the full campus load. OCI has requested additional design services fees in the total amount of $17,040, which includes additional permitting, bidding and construction administration services.

The chillers are not funded in the Sales Surtax Detailed Report (Attachment F) and will need to be funded through the sales surtax contingency. This is an out of sequence project, as Bayside High School is scheduled in year 6 of the sales surtax program. The Independent Citizens Oversight Committee was advised of the urgency of the chiller replacement at their October and December 2015 meetings. Because of the complexity of the system analysis, the project was not ready for summer 2016 construction. The objective is to complete the design and permitting so that equipment can be ordered as soon as possible.

The estimated cost of the entire HVAC project, including controls and electrical system upgrades is just under $2 million, of which approximately $1 million is funded in Attachment F. The initial design contract included all mechanical system components. The additional services relate primarily to the chiller replacements. The differential cost of the recommended system as compared to the replacement of the two failing chillers is approximately $355,000.

Because the additional cost of the design services exceeds 10% of the original contract amount, Board approval is required to issue the purchase order.



Recommendation

Approve increasing the design services budget for Bayside High School chiller replacements and mechanical system renewal in the amount not to exceed $17,040, funded through sales surtax contingency. 

Approve the engineering services proposal submitted by OCI Associates, Inc. under their continuing contract for mechanical, electrical, plumbing and fire protection (MEP) services in the amount not to exceed $17,040.



Meeting Date(s)
Consent w/o Information - 10/11/2016

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
16/17$17,040No39822115204007400684000

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


Attachment:  Bayside Additional Design Services Attachment.pdf