HomeMy WebLinkAboutItem 2a: Agreement with WLC Architects for City Hall Energy Efficiency Retrofits ProjectDATE: January 19, 2010
TO: Mayor and City Council
SUMMARY
BACKGROUND
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STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
Phil Wray, City Engineer /Deputy Director Development Service
Prepared by: Carmen Trujillo, Management Aide
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH WLC ARCHITECTS INC. FOR THE
DESIGN AND DEVELOPMENT OF THE CITY HALL ENERGY
EFFICIENCY RETROFIT PROJECT IN THE AMOUNT OF $42,145
Recommendation: Approve
On August 28, 2009, the U.S. Department of Energy (DOE) approved the Energy
Efficiency and Conservation Block Grant (EECBG) application and awarded the City of
Arcadia $534,700 for energy efficiency retrofits to City Hall. The modifications approved
by the DOE include an upgrade to the HVAC system at upper City Hall as well as
replacement of all exterior windows at upper and lower City Hall.
The Public Works Services Department solicited proposals for the design and
engineering of the City Hall retrofits project. Staff evaluated proposals and interviewed
firms and recommends that the City Council authorize the City Manager to execute a
Professional Services Agreement with WLC Architects Inc. for the design and
development of the City Hall Energy Efficiency Retrofit Project in the amount of
$42,145.
The American Recovery and Reinvestment Act of 2009 appropriated $3.2 billion for
energy efficiency improvements nationwide. Of the $3.2 billion, $2.7 billion were to be
distributed to the DOE for the EECBG Program. Cities with a population of at least
35,000 were eligible for EECBG direct formula grant funding and were given an
opportunity to submit an application. On April 21, 2009 the City Council authorized the
City Manager to execute a sole source agreement with Willdan Energy Solutions for the
Mayor and City Council
January 19, 2010
completion and submittal of the EECBG application. Public Works Services staff met
with Edison and their consultants Willdan Energy Solutions to discuss EECBG projects.
Willdan Energy Solutions performed a free energy strategy consultation which was used
to determine eligible projects to utilize stimulus funds. City staff determined through the
analysis that an upgrade to the existing HVAC system and replacement of windows with
energy efficient windows at City Hall would be the best project that met all the
requirements for EECBG funding. In August, the DOE approved the City of Arcadia's
EECBG application and awarded the City $534,700 for energy efficiency modifications
to City Hall (HVAC upgrade and replacement of all windows at upper and lower City
Hall).
DISCUSSION
The City of Arcadia Upper City Hall is over sixty (60) years old and was not built initially
to incorporate energy efficiency standards during construction. Currently, both upper
and lower City Hall have single glazed windows that have no insulation to reduce
outside temperatures. Additionally, the glazing compound that provides insulation is
deteriorated and does not allow the building to maintain heating or cooling
temperatures.
Furthermore, the upper City Hall's air conditioning equipment is very old and in poor
condition. The existing equipment lacks the proper air flow to properly cool and heat
City Hall and is not designed to bring in outside air which can supplement the heating
and cooling of the building. The HVAC system is a double duct system which is the
most inefficient system and is no longer designed due to its high energy cost.
A condition of the DOE Grant requires that the City complete the energy efficiency
retrofits to City Hall in three (3) years from the time the Grant was awarded. In the
unlikely event that the project cost is greater that what was approved in the 2009/2010
CIP budget, staff recommends, with City Council's approval, to direct WLC to precede
with schematic design and preliminary engineering. At the end of the preliminary
engineering phase, the preferred design will be selected and compared to the estimate
for the approved budget. If the estimate is greater than the approved budget, options
will be considered for bidding such as deferring portions of work, utilizing next year's
budget or bidding elements as add - alternate bid items.
Notices requesting proposals to provide design engineering for the City Hall energy
efficiency retrofits were published in the adjudicated paper and bid packages were
distributed to area Architects and Mechanical Engineers. The following three (3)
proposals were received on December 03, 2009:
Bidder
Location Bid Amount
1. WLC Rancho Cucamonga $ 42,145
2. LPA Irvine $ 82,740
3. IBE Sherman Oaks $ 401,760
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Mayor and City Council
January 19, 2010
Staff reviewed the proposals for content and investigated the Contractor's background
and recent projects for competency. Additionally, staff interviewed and ranked all three
firms. Based on this process, staff determined that WLC Architects, Inc. can
satisfactorily perform the work.
Therefore, staff recommends that the City Council authorize the City Manager to
execute a Professional Services Agreement with WLC Architects Inc. for the design and
development of the City Hall Energy Efficiency Retrofit Project in the amount of
$42,145.
FISCAL IMPACT
Sufficient funds have been designated for these services in the 2009 -2010 and 2010-
2011 Capital Improvement Project budget.
RECOMMENDATIONS
1. Authorize the City Manager to Execute a Professional Services
Agreement with WLC Architects Inc. for the design and development of
the City Hall Energy Efficiency Retrofits Project in the amount of
$42,145.
2. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
TT: PW:CT
Approved by: P
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Donald Penman, City Manager