HomeMy WebLinkAbout15 - Civic Center Chiller Maintenance and Repair — Amendment No. 1 to M/RSA (C-8674-1)Q �EwPpRT
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<,FORN'P City Council Staff Report
September 14, 2021
Agenda Item No. 15
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Kyle Brodowski, Equipment and Facilities Manager
kbrodowski@newportbeachca.gov
PHONE: 949-718-3464
TITLE: Civic Center Chiller Maintenance and Repair — Amendment No. 1 to
Maintenance and Repair agreement with Envise Inc. (C-8674-1)
ABSTRACT:
Staff requests City Council approval to amend a Maintenance and Repair Services
Agreement with Envise Inc. for Civic Center Chiller Maintenance and Repair services. On
March 23, 2021, the City Council approved the award of a three-year agreement with
Envise Inc. (Envise) for recurring maintenance and on-call maintenance and repair
services for the Civic Center's Heating, Ventilation and Air -Conditioning (HVAC) systems,
with a total not -to -exceed (NTE) amount of $150,000.
The proposed amendment will add technical support of the HVAC systems to the scope
of work and increase the NTE amount by $117,189, for a total NTE of $267,189. These
added services will replace the technical support services currently being provided by
Climatec, LLC as their contract is about to expire and staff does not plan to renew it. The
three-year term of the Envise contract will remain the same, expiring March 31, 2024.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
b) Approve Amendment No. One to Maintenance and Repair Agreement with Envise Inc.
(C-8674-1) to add technical support of the HVAC systems to the scope of work and
increase the NTE by $117,189 for a total NTE amount of $267,189; and
c) Authorize the Mayor and City Clerk to execute the amendment
15-1
Civic Center Chiller Maintenance and Repair — Amendment No. 1 to Maintenance and
Repair agreement with Envise Inc. (C-8674-1)
September 14, 2021
Page 2
DISCUSSION:
On March 23, 2021, the City Council awarded and approved a three-year agreement with
Envise for recurring maintenance and on-call repair services for the Civic Center's HVAC
systems, with a total NTE amount of $150,000. The $150,000 overall NTE amount
provides for three years of fixed services, and on-call/as-needed maintenance/repair
services, and 2% fixed Consumer Price Index (CPI) increases for the second and third
years.
In addition to these maintenance and repair services, Public Works also has an
agreement with Climatec, LLC (Climatec) to provide technical support for the Civic
Center's HVAC control/automation systems. This includes account management, control
system and service review/adjustments/preventative maintenance, remote support, and
software upgrades and maintenance for various Alerton (and some Dell) manufactured
units. The Climatec agreement expires December 31, 2021; however, there is only
enough NTE capacity remaining to provide coverage through September 2021. The
current annual cost for these services is $41,088.
To consolidate contracts and save costs, staff solicited a proposal from Envise to provide
the same services currently being provided by Climatec. The total two and a half-year
cost to add these services to the existing Envise agreement is $57,189, which includes a
2% fixed CPI increase for the second and third years.
Year
Amount
1
$22,513
2
$22,964
3
$11,711
Total:
$57,188
Combining the control system services with the maintenance and repair services under
one contractor will result in a 44% reduction in costs (approximately $18,000 per year)
and more efficient, direct supervision of both service components. Multiple visits were
completed with Envise as City of Newport Beach staff discussed these additional
services, and inspected control devises and equipment that would be added to the scope
of services of the original maintenance and repair agreement. It was noted that some of
the equipment and controls have exceeded service life cycles and would be needing
replacement in the near future. For this reason, staff would like to also add $20,000 per
year ($60,000 in additional NTE) to cover any possible unforeseen on-call component
replacements for both the control systems and the HVAC systems.
15-2
Current
Contract Terms
Proposed
Amended Terms
Revised
Contract Terms
Term Expiration
3/31/2024
No Change
3/31/2024
Routine Maintenance
$85,623
No Change
$85,623
On -Call Repairs
$64,377
Add $60,000
$124,377
Technical Support
$0
Add $57,189
$57,189
Total NTE
$150,000
$117,189
$267,189
15-2
Civic Center Chiller Maintenance and Repair — Amendment No. 1 to Maintenance and
Repair agreement with Envise Inc. (C-8674-1)
September 14, 2021
Page 3
FISCAL IMPACT:
The adopted budget includes sufficient funding for this amendment. Services will be
expensed to the Facility Maintenance and Repair account (0108041-851016) in the Public
Works Department. Funding for future years will be included in the development of the
proposed budgets.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A —Amendment No. 1 Maintenance and Repair Services Agreement with
Envise, Inc.
15-3
ATTACHMENT A
AMENDMENT NO. ONE TO
MAINTENANCE/REPAIR SERVICES AGREEMENT
WITH ENVISE FOR CIVIC CENTER CHILLER MAINTENANCE AND REPAIR
THIS AMENDMENT NO. ONE TO MAINTENANCE/REPAIR SERVICES
AGREEMENT ("Amendment No. One") is made and entered into as of this 14th day of
September, 2021 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a
California municipal corporation and charter city ("City"), and ENVISE, a California
corporation ("Contractor"), whose address is 12131 Western Avenue, Garden Grove,
California 92841, and is made with reference to the following:
RECITALS
A. On March 23, 2021, City and Contractor entered into a Maintenance/Repair
Services Agreement ("Agreement") for fixed and on-call maintenance and repair
services for the Civic Center Chiller and related equipment ("Project").
B. The parties desire to enter into this Amendment No. One to reflect additional
Services not included in the Agreement, and to increase the total compensation.
NOW, THEREFORE, it mutually agreed by and between the undersigned parties
as follows:
1. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). Exhibit A to the Agreement, and Exhibit A to this Amendment No. One shall
collectively be known as "Exhibit A." The City may elect to delete certain Services within
the Scope of Services at its sole discretion.
2. COMPENSATION TO CONSULTANT
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference. Exhibit
B to the Agreement, and Exhibit B to this Amendment No. One shall collectively be known
as "Exhibit B."
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Contractor for the Services on a time and expense not -to -exceed
basis in accordance with the provisions of this Section and the Schedule of Billing Rates
attached hereto as Exhibit B ("Billing Rates") and incorporated herein by reference.
Except as otherwise provided herein, no rate changes shall be made during the term of
this Agreement without the prior written approval of City. Contractor's compensation for
all fixed maintenance Services performed in accordance with this Agreement, including
all reimbursable items, shall not exceed Fifty Thousand Four Hundred Ninety Dollars
and 75/100 ($50,490.75) for the initial one-year term. Contractor's total compensation for
15-4
all Services performed in accordance with this Agreement, including on-call
compensation and all reimbursable items, shall not exceed a total of Two Hundred Sixty
Seven Thousand One Hundred Eighty Nine Dollars and 001100 ($267,189.00), without
prior written amendment to the Agreement."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed One
Hundred Seventeen Thousand One Hundred Eighty Nine Dollars and 001100
($117,189.00).
3. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
ENVISE Page 2
15-5
IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: 9 20
B
aron C. a
City Attorney
ATTEST:
Date:
is
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Brad Avery
Mayor
CONSULTANT
corporation
Date:
By:
ENVISE, a California
Leilani I. Brown Theodore Docharty Lynch
City Clerk Chief Executive Officer
Date:
By:
Rebecca Jeanne Reyes
Secretary
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
ENVISE Page 3
15-6
EXHIBIT A
SCOPE OF SERVICES
AMENDMENT NO. 1
CIVIC CENTER CHILLER MAINTENANCE AND REPAIR
Contractor shall provide maintenance, repair and new sequencing services for the City's
Alerton Controls System. Contractor shall provide dedicated control technicians that have
all been Alerton Factory trained.
Buildinq Automation Program Overview
• Monthly Controls Maintenance
• Four (4) additional visits which may be utilized at the beginning of contract in
order to onboard Envise Controls technicians and familiarize with the City of
Newport Beach system.
• Remote Support (with Client Permission)
• Discounted Service and Labor Rates
• Dedicated Primary and Secondary Technicians
• 24-hour Emergency Response
Preventative Maintenance Scope of Work
Equipment Covered: Alerton Control System
Parts and Materials: This agreement excludes replacement of any Alerton components
including, but not limited to, motors, flow meters, damper actuators, wiring, control
panels, computer parts, fuses and motors. In the event that an Alerton controller fails,
Envise would replace with compatible BacNet controller.
Labor: Included in the agreement price is all labor to perform corrective and
preventative maintenance services as recommended in this proposal. All Service
Agreement deliverables are assumed to be executed Monday thru Friday during normal
Envise business hours.
Preventative Maintenance: Envise will provide a critical component to improved
equipment life expectancy and help your facility operate at peak efficiency, as frequent
maintenance is important to ensure proper site operations. The Preventative
Maintenance routines defined below will be executed on a monthly basis (12 visits a
year) by Envise's trained professionals and will be executed as follows:
• System Backup: Data, programming, and system file losses can be costly to
your facility. During each Preventative Maintenance visit, our technician will
perform (1) full system backups, one kept onsite at your facility and the second
archived at our facility for safekeeping.
ENVISE Page A-1 15-7
Facility Maintenance Review: Our technician will review with the onsite facilities
manager and review the current operating system and determine any current
issues and/or deficiencies.
Network Communication Review: Reliable Network communication is critical
for your Building Automation System to function and operate as designed. Our
technician will analyze communication between your front-end server, system
and field level controllers, plus verify communication between all configured
facilities.
• Alarm Log Review: Our technician will document all equipment and points
generating excessive alarms and make recommendations to correct the faults
that are triggering the alarms. During the alarm log review, our technicians will
also make recommendations in ensuring that enough alarms are configured in
the BAS system to help protect your equipment and cover your needs.
• System and Field Level Device Review: Envise will review all system and field
level controllers and document all devices that are not communicating and/or
operating correctly on the network and make recommendations on how to correct
the issue, if applicable.
• BAS Failed Points Review: Envise's technician will review the entire BAS
system for failed points, which may be indicators of equipment and control
devices needing corrective maintenance. Additionally, the technician will make
recommendations for cause of these failed points.
• General System Operational Review: Our technician will review the BAS
system, as a whole, from the front-end server to field controllers, and ensure the
system is configured and operating as desired. Any discrepancies, such as
graphical errors, will be documented and recommendations will be reviewed with
the client.
System Presentation and Review: Upon completion of each Preventative
Maintenance routine, a written report and presentation of the technician's
analysis and solutions will be provided to Facilities Personnel by Envise's
Operations Team.
BUILDING AUTOMATION SERVICE & MAINTENANCE TASKS
MONTHLY WORKSTATION OPERATIONAL
• Review control system operations with building lead operator/technician.
• Review system for critical and off-line status indications.
• Review system for override, and disabled status indications.
• Review event and alarm log for critical or recurring instances and possible
operational issues.
ENVISE Page A-2 15-8
• Review trend logs for need and operator use.
• Perform database maintenance on the software application, if applicable.
• Save/copy network workstation database, including custom graphics and system
controller point data, schedules, alarms and trend -log.
• Perform network analysis tasks analysis tasks as required to confirm
communications with all networked controllers and 3rd party devices.
• Confirm proper time sync of all system controllers with workstation, if applicable.
QUARTERLY WORKSTATION OPERATIONAL
• Review chiller plant system controllers and field modules, verify proper operation
of controls processes, if applicable.
• Review heating hot water plant system controllers and field modules, verify
proper operation of controls processes, if applicable.
• For all the AHU/RTU/FCU application/control modules, verify setpoints, proposer
operation of critical controls process and points associated with unit, if applicable.
• For all terminal equipment/control modules, verify setpoints, operation of critical
controls processes and associated points with unit, if applicable.
• Verify all override switches are on auto and review findings on all system
controllers.
• Review findings with building lead operator/technician.
• Provide written suggestions for system repairs, upgrades, enhancements and
energy improvements.
QUARTERLY FIELD OPERATIONAL
• Check system controllers and system managers to verify proper device
properties, DC power levels. Communication, and possible error code
indications.
• Verify all override switches are on auto and review findings on all systems
controllers.
• Remove excessive dust from internal surfaces of control panels.
• Verify current copy of the as -built drawings exist at control panels.
• Review findings with building lead operator/technician.
• Provide written suggestions for system repairs, upgrades, enhancements and
energy improvements.
SEMI-ANNUAL WORKSTATION OPERATIONAL
• Check and verify system start/stop schedules and temperature min/max set
points and adjust per design or written building schedule of operation.
-[ J-
ENVISE Page A-3 15-9
EXHIBIT B
SCHEDULE OF BILLING RATES
AMENDMENT NO. 1
CIVIC CENTER CHILLER MAINTENANCE AND REPAIR
Monthly Building Automation System Maintenance Program
Year 1 (October 1, 2021 — September 30, 2022) $22,513
Included in Year 1 are four (4) additional visits which may be utilized at the
beginning of contract in order to onboard Envise Controls technicians and
familiarize with the City of Newport Beach system.
Year 2 (October 1, 2022 — September 30, 2023)
$22,964*
Maintenance Agreement coverage will begin following Program Year 1.
Year 3 (October 1, 2023 — March 31, 2024)
$11,711.50*
Maintenance Agreement coverage will begin following Program Year 2, but end
March 31, 2024 to coincide with final agreement term date. Year 3 cost is half the
$23,423 annual rate.
Preferred Maintenance Agreement Client Controls T&M Rates**
2 hours minimum for normal business days, 4 hours minimum for overtime or Holidays
On -Call Hourly Rate: Work under this item includes the hourly rate for any as -needed
repair or maintenance work during regular business hours, outside of the monthly
maintenance visits.
Straight -time (M -F 7:00am to 3:30pm)
$165.00 per hour
On -Call After Hours Hourly Rate: Work under this item shall include the hourly labor rate
for any as -needed repair or maintenance work outside of regular business hours,
outside of the monthly maintenance visits.
Overtime (M -F 3:30pm to 7:00am; Saturdays) $247.50 per hour
Sundays & Holidays $330.00 per hour
Vehicle Charge $55.00 per truck, per day
*This cost includes the ANNUAL 2% CPl increase perAgreement; also includes four (4) additional
visits (only 2 visits for Year 3) that may be utilized for repairs and/or system sequencing.
**T&M labor rates are subject to change based upon Union negotiations and Envise's field
operating costs.
ENVISE Page B-1 15-10