HomeMy WebLinkAbout5/20/2015 - STAFF REPORTS - 2.O. - �OEpALM Sp4
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CQ<lF90 RON,?. City Council Staff Report
DATE: May 20, 2015 CONSENT CALENDAR
SUBJECT: APPROVAL OF CITY INITIATED ADDITIONAL WORK ASSOCIATED
WITH MUNICIPAL COGENERATION FACILITY UNDER CHANGE
ORDER NO. 9 IN THE AMOUNT OF $180,067 WITH OPTERRA
ENERGY SYSTEMS INC FOR THE CITYWIDE ENERGY PROJECT
FROM: David H. Ready, City Manager
BY: Department of Maintenance & Facilities
SUMMARY
The proposed action requests City Council approval of Change Order No. 9 to Contract
A6375 in the amount of $180,067 with Opterra Energy Systems, Inc. to install by-pass
valves for the proper cleaning of underground loop, replacement of four underground
valves, replacement chilled water thermal storage tank supply and return lines. This
additional work is expressly at the recommendation of staff and addresses deficient
utility infrastructure that is a part of the municipal cogeneration system, but given
reduced budgets for facilities maintenance, replacement of certain elements of the
system has been deferred. Replacement and repair of these items is important to
ensuring the overall efficiency of the entire system which is scheduled to start up for
commissioning in July 2015.
RECOMMENDATION
1. Approve Change Order #9 to Contract A6375 with Opterra Energy Services, Inc.
in the amount of$180,067.
2. Authorize the City Manager to execute all necessary documentation.
STAFF ANALYSIS
Opterra Energy Services, Inc. (formerly Chevron Energy Systems) was hired by the City
to rebuild its aging cogeneration infrastructure as well as implement a City wide energy
conservation effort thru infrastructure improvements at City Facilities. On several
occasions staff has brought forward change orders to the Opterra contract to implement
further improvements to aging infrastructure as well as to implement efficiencies in our
ITENA NO. 'Q
City Council Staff Report
May 20, 2015 -- Page 2
Opterra Change Order No. 9
systems and maintenance efforts. As staff has toured the facilities that are tied to the
Municipal Cogeneration plant with Opterra, additional maintenance, safety and
efficiency improvements have been identified for both the Airport Terminal building as
well as other Civic Center structures. As we near completion on the Citywide Energy
Project there are a number of repairs and replacements staff has identified. At staffs
recommendation and request Opterra Energy Systems, Inc. has provided costs to make
necessary repairs to the Municipal Cogeneration Plant; given their familiarity to the
system and expediency needed for the requested repairs. This is City directed
additional work not part of the original contract with Opterra for the Citywide Energy
Project. This report will detail the specific concerns discovered and recommended
solutions to alleviate the issues.
1. Change Order 9b: Replacement of Four(4) Underground Valves.
The chilled and hot water valves that are utilized for Fire Station #2 are non-
operational and they are deteriorated beyond repair. The underground chilled and
hot water loops are out of Opterra's scope of work and the Facilities Department is
requesting the replacement due to prior leaks outside of the Municipal Plant.
$31,224.00
2. Change Order 9c: Installation of By-Pass Valves.
All Municipal Co-gen Satellite facilities need by-pass valves installed on the supply
and return chilled and hot water loop lines. By-pass valves are needed to properly
isolate interior building loops from underground in order to flush and clean piping.
The underground chilled and hot water piping and valves are out of Opterra's scope
of work; however, must be properly cleaned prior to operations in order to ensure
that new equipment meets the manufacturers warrantee. $99,912.00
3. Change Order 9d: Replace Piping to Underground Chilled Water Storage.
It was discovered, when renovating the Sunrise Plant that the 10" PVC piping to the
underground chilled water thermal storage tank was failing to due to age. At that
time it was determined that the City would replace the piping at both the Sunrise and
Municipal Plants; however, the City did not issue a change order for Municipal work.
Therefore, replacing the underground piping to the chilled water storage was not
included in Opterra's scope of work. $17,224.00
4. Change Order 9e: Fiber Cable Installation.
The City is responsible for the interconnect communications path from City Hall to
the City Yard. Therefore, installation of approximately 3,000 feet of 12 strand fiber
optic cable is required. The City's current communication infrastructure will not
support DDC control system. $31,707.00
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City Council Staff Report
May 20, 2015-- Page 3
Opterra Change Order No. 9
None of the above items are part of the original Opterra (Chevron) scope of work.
These items are deferred mechanical and facility maintenance items that have not been
programmed due to reduced or frozen facility maintenance budgets over the last several
years. However, there are significant cost efficiencies in pursuing replacement of these
mechanical systems given the work currently underway by Opterra, given their special
expertise to install all of the above work at the same time they are in the buildings
during their contract work. Staff has carried out its due diligence on proposed pricing by
checking actual part prices, comparing previous pricing for control work on other
buildings as well price checking with local contractors. To bid this work separately
would require development of actual designs, preparation of bid documents and the bid
process, all of which would add cost and run the timeline out on the completion of the
work.
FISCAL IMPACT
The total cost of the additional work included in Change Order No. 9 is $180,067,
sufficient funding is available in the following accounts.
Project Cost Funding Source
Replacement of Four (4) valves $31,224 550-5806-42001
By-Pass Valves and cleaning of system $99,912 550-5806-42001
Thermal Storage Tank supply $17,224 550-5806-42001
Fiber Cable Installation $31,707 520-5641-43010
Grand Total Change Order#9 $180,067
SUBMITTED
Patrick Sweeney, 0 Marcus L. Fuller, MPA, P.E., P.L.S.
Director of Maintenance & Facilities Assistant City Manager/City Engineer
Approved by:
David H. Ready,
City Manager
Attachments:
1. Change Order 9
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CHANGE ORDER NO. 9
PROJECT TITLE: City Wide Energy Conservation Measures Project
CONTRACT: Energy Services Contract (CU 1361)
CONTRACT NO.: A6375
CONTRACT DATE: July 29, 2013
CONTRACTOR: Opterra Energy Services
The following changes are hereby made to the Contract:
# Item Cost
1. CO#9b:Replacement of four(4) gate valves IT (hot water)
and 4" (chilled)) serving Fire Station No. 2 from Muni Plant
existing valves. $31,224.00
2. CO#9c: Install by-pass valves, pressure test,flush and
Clean existing piping. $99,912.00
3. CO#9d:Muni TES (Thermal Energy Storage Tank PVC
Pipe Replacement) $17,224.00
4. CO#9e:3000 ft. Fiber Cable Run and switches from City
Yard to City Hall $31,707.00
$180,067.00
Justification:
Item #1: The underground chilled and hot water valves that are utilized for Fire Station #2 are
non-operational and have deteriorated beyond repair. The underground chilled and hot water
loops are not in the current scope of work with Opterra.
Item #2: All Municipal Co-gen Satellite facilities need by-pass valves installed on supply and
returns chilled and hot water lines. Valves are needed to properly isolate interior building loops
from underground in order to flush and clean piping. The underground chilled and hot water
piping and valves are currently out of Opterra's scope of work: however piping must be properly
cleaned prior to operations in order to ensure that new equipment meets the manufactures
warrantee.
Item #3: It was discovered, when renovating the Sunrise Plant that the 10" PVC piping to the
underground chilled water thermal storage tank was failing due to age. At that time it was
determined that the City would replace piping at both Sunrise and Municipal Plant; However, the
City did not issue a change order for Municipal work.
Item #4: The City is responsible for the interconnect communications path from City Hall to the
City Yard. Therefore, installation of approximately 3,000 feet of 12 strand fiber optic cable is
required. The City's current communication infrastructure will not support DDC control system
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CHANGE TO CONTRACT AMOUNT
Original Contract Amount: $17,507,842
This Change Order: $ 180,067
Previous Change Order(s): $ 1,527,709
Revised Contract Amount: $19,215,618
CHANGE TO CONTRACT TIME
The Contract Time is hereby extended until August 30, 2015.
Approvals Required:
To be effective, this Change Order must be approved by both Opterra ES and City, unless
otherwise permitted under the terms of the Contract.
Recommended by date
Maintenance and Facilities Director
Ordered by date
City Manager
ATTEST: date
City Clerk
Accepted by date
Opterra Energy Services
Opterra ES acknowledges and agrees, on behalf of Opterra ES, all subcontractors and all
suppliers, that, except as provided above, the stipulated compensation provided for in this
Change Order includes payment for all work contained in this Change Order, plus all payments
for interruption of schedules, incremental extended overhead costs, acceleration costs, delay and
all impact, ripple effect or cumulative impact on all other work arising out of, or related to, the
work that is the subject of this Change Order. In addition, Opterra ES agrees that this Change
Order comprises the total compensation due Opterra ES, and all subcontractors and all suppliers,
for the work or change defined in this Change Order, including all impacts arising out of or related
to this Change Order, including all impacts arising out of or related to this Change Order, except
for the additional time-related issues noted above, if required.
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Barry Kirschenbaum M-626-487-69851 Email: barryk@Opterraenergy.com
Project Manager '
150 E.Colorado Blvd, Ste. 360
Pasadena, CA 91105
OPTERRA
May 11, 2015
Mr. Patrick Sweeney
Facilities Operations Director
City of Palms Springs
425 N. Civic Drive
Palm Springs, CA 92262
Re: OES PROJECT ACHCN-32261 /ESC#CU-1361 /COPS Contract#A6375/Rev -1 CO#9b
(City of Palm Springs Muni—Replacement of four(4) gate valves(3" (hot water) and
4" (chilled) ) serving fire station#2 from Muni Plant existing valves.
Scope of Work:
l. Replace two(2)existing failed 3"gate valves and two(2)existing failed 4"gate valves
with four(4) new Resilient Wedge Gate Valves (2 -3" and 24") serving Fire Station
#2 at Muni Plant. Valves are located underground(8 ft deep)
2. Cut and remove existing 4"and 3" gate valves and raise piping vertical from 8 ft. deep.
Install new PVC riser enclosures to replace existing riser enclosures.
3. Prep existing rusted iron piping to install new pipe adaptors to install new section of
piping to allow new gate valves to be installed.
4. Labor to assist City of Palm Springs in trenching,pipe removal and initial backfill.
5. New gate valves are in stock.
6. Provide sump pump to pump out water that may drain from existing piping in trench.
Pump out to ground level to perform work.
7. Work to take approximately one week to complete after receipt of gate valves and
piping materials.
Exclusions:
1. 'Trenching, bedding,backfill. Gravel, Shoring. Permits.
Total installed cost is ........................ $ 31,224.00
Respectfully,
Barry Kirschenbaum
�an��y.yin a c,le a�i a/r ec r�yr�
Project Manager
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Barry Kirschenbaum - M-626-487-6985/Email:barryk@0pterraenergy.com
Project Manager �_ ,,,
150 E. Colorado Blvd, Ste.360 t
Pasadena, CA 91105
OPTERRA
April 21,2015
Mr. Patrick Sweeney
Facilities Operations Director
City of Palms Springs
425 N. Civic Drive
Palm Springs, CA 92262
Re: OES PROJECT ACHCN-32261 /ESC#CU-1361 /COPS Contract#A6375 /
CO# 9c
(City of Palm Springs Muni Satellite Bldgs—Install by-pass valves/pressure test/flush and
clean City of Palm Springs existing piping.)
Scone of Work:
1. Install full size by-pass butterfly valves and ball valves, piping,welding, fittings, manual '/<"
ball valve for air bleed, '/" automatic air vent and pressure gages on both pipes at the
following locations:
a. City Hall: Chilled Water(2"ball valve)
b. City Hall Expansion: Chilled Water/Hot Water(4"butterfly/2"ball valve)
c. IHUB: Chilled Water/Hot Water(3"butterfly/2"ball valve)
d. Police Dept.: Chilled Water/Hot Water(4"butterfly/3"butterfly)
e. Police Training: Chilled Water(2"ball valve)
f. Fire Station #2: Chilled Water/Hot Water(3" butterfly/4"butterfly)
g. Airport Central Pant: Chilled Water (6"Butterfly)
h. Airport Underground (Hot Water 4"Butterfly)
Air handler Room:
2. Insulate all chilled and hot water pipe where by-pass valves were installed with aluminum
jacketing as required for outdoor piping only.
3. Pressure test existing hot and chilled water piping from Muni Plant to locations as stated above
with static pressure test for 24 hours and submit report to the City of Palm Springs,
4. Provide temporary pump and filtration system to flush and clean chilled water and hot water
pipes after static pressure test has been performed to determine if pipe breaks are present in
existing underground or above ground pipes.
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Barry Kirschenbaum M-626-487-6985!Email.barryk@Opterraenergy.com
Project Manager .. _
150 E. Colorado Blvd, Ste. 360
Pasadena, CA 91105
OPTERRA
April 21,2015
Page 2 of 2
(City of Palm Springs Muni Satellite Bldgs— Install by-pass valves / pressure test / flush and clean
City of Palm Springs existing piping.)
Exclusions:
1. Condition of existing(steel, transite or PVC piping)in the hot water and chilled water below
grade and above ground outside of the Muni Plant area at all satellite buildings tied into the
Muni Plant..
2. Adding of any chemicals to clean piping systems and to maintain water quality by others.
3. Diesel fueling of pump on diesel motor skid by City Of Palm Springs.
4. Overtime work
5. Permits
Total cost is ........................ $ 99,912,00
Respectfully,
Barry Kirschenbaum
�' ann���in�a,/eP9c/rtuorr�
Project Manager
2
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Barry Kirschenbaum M-626-487-69851 Email: barryk@Opterraenergy.com
Project Manager
150 E. Colorado Blvd, Ste. 360 ti
Pasadena, CA 91105 - '`'
OPTERRA
April 30, 2015
Mr. Patrick Sweeney
Facilities Operations Director
City of Palms Springs
425 N. Civic Drive
Palm Springs, CA 92262
Re: OES PROJECT ACHCN-32261 /ESC#CU-1361 /COPS Contract# A6375 /
Rev 1 CO#9d
(City of Palm Springs Muni TES (Thermal Energy Storage Tank PVC Pipe
Replacement)
Scone of Work:
1. Remove and dispose of existing, old and damaged buried 10" PVC pipe at TES tank
at Muni Plant.
2. Install approximately 100 feet of 10" schedule 80 PVC pipe, fittings, 90's, flanges,
special fittings and adaptors as required to tie into Muni Plant piping.
3. Pressure test system as required.
4. Back fill of pipe as required.
Total installed cost is ........................ $ 17,224.00
Respectfully,
Barry Kirschenbaum
�are�r��l�i�ror�Piiadccccmi
Project Manager
1 i
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Barry Kirschenbaum M-626-487-6985I Email:barryk@Opterraenergy.com - �}
Project Manager �l� in ra
150 E. Colorado Blvd, Ste. 360 i
Pasadena, CA 91105
OPTERRA
April 20, 2015
Mr. Patrick Sweeney
Facilities Operations Director
City of Palms Springs
425 N. Civic Drive
Palm Springs, CA 92262
Re: OES PROJECT ACHCN-32261 /ESC #CU-1361 /COPS Contract#A6375 /CO#9e
(City of Palm Springs 3000 ft. Fiber Cable Run and switches from City Yard to City Hall
Scone of Work:
1. Install approximately 3000 feet of 12 strand fiber optic cable from City Hall to City yard in
existing conduit and using existing vaults.
2. One(1)new HP network switch at City Hall
3. One(1)new HP network switch at the City Yard
4. Two (2) fiber optic transceivers
5. This work will allow a much faster signal from the City yard where the main DDC computer will
be located for the facility manager and staff.
Total installed cost is ........................ $ 31,707.00
Alt deduct•.
1. Delete the installation of running 3000 feet of 12 strand fiber optic cable from City Hall to City
yard in existing conduit and using existing vaults.
2. Utilize existing 2 strands of fiber that exist from City Hall to City Yard
Total deduct is ........................ < $ 12,143.00 >
Respectfully,
Barry Kirschenbaum
Project Manager
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