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CITY COUNCIL AGENDA ITEM NO. 7

Meeting Date: January 13, 2004

Subject/Title: Approve a Resolution awarding contract for the Installation of 60 KW Co-Generator, CIP Project No. 522-5202 to Comfort Dynamics, Inc., in the amount of $137,540 and authorize the City Manager to execute the agreement and necessary documents and authorize change orders up to 4% of the contract amount.

Submitted by: Craig Bronzan, Director of Parks and Recreation
Ken De Silva, Park Services Manager

Approved by: John E. Stevenson, City Manager

RECOMMENDATION
Approve a Resolution awarding contract for the Installation of a 60 KW Co-Generator, CIP Project No. 522-5202, to Comfort Dynamics, Inc., in the amount of $137,540 and authorize the City Manager to execute the agreement and necessary documents and authorize change orders up to 4% of the contract amount.

PREVIOUS ACTION
• A Council Resolution to reinstate the Balfour Road Aquatic Complex (as part of the 2001-2006 Capital Improvement Program) approved by City Council on January 8, 2002 as CIP number 522-5202.
• A Professional Services Agreement with Water and Energy Management to perform a Cost Feasibility Analysis, and design this project, was approved by the City Council and was executed on February 26, 2002.
• City Council Approval of the purchase of the Tecogen 60 KW Co-Generator on February 11, 2003.

BACKGROUND
This project is one component of the Aquatics Complex Capital Improvement Program, CIP Project No. 522-5202.

A cost/benefit study was performed by Water and Energy Management to quantify the economic, technical, and environmental aspects of co-generation at the Aquatics Facility. He produced a report last March that recommended this would be a very good means of lowering the annual utility costs associated with the operation of the Brentwood Family Aquatics Complex. In his report he estimated that the project could save an estimated $41,875 annually (at current energy costs). This translates to a simple payback of 2.9 years for our investment in this project.

Co-generation is the simultaneous production of electricity and thermal energy (hot water) from a single energy source (natural gas). The study focused on how to lower the electrical and pool heating, costs by installing a 60 KW co-generation system to generate electricity while concurrently making hot water that is used to heat the pools. This would reduce the operation of the existing pool heaters and supply electricity for the pumps and other electrical needs of the Aquatics Facility. The natural gas purchased for running the co-generator is also half of the cost of our current rate due to the fact that the PUC is encouraging the use of such devices.

The current progress of this project:
• Cost Feasibility Report completed March 8, 2002.
• PG&E Generating Facility Interconnection Application filed and site visit completed in June 2002.
• Public Notice from the Bay Area Air Quality Management District sent to parents of the neighboring school site (Brentwood Elementary School). Public Notice period was complete, with no comments from the public, and our “Permit to Operate” was approved in January 2003.
• PG&E Self-Generation Incentive Program Grant applied for, and conditionally approved (April 2003), for a minimum amount of $60,000.
• The design for the pool equipment plumbing modifications was complete in May of 2003.
• The City has purchased, and has available to install (since August of 2003), the co-generator unit.
• The initial co-generator design, with current PG & E requested modifications to the original design, was completed in October of 2003.
• Informal Bid documents were sent out on December 1, 2003.
• Staff held a mandatory pre-bid meeting on December 4, 2003.
• December 9th, City Council acceptance of PG & E agreements for use of co-generator.
• Addendum No. 1 sent to bidders on December 12, 2003.
• Bids were opened on December 19, 2003 at 2 p.m.

At the bid opening on December 19, 2003, the following five bids were received:

Comfort Dynamics, Inc., Inc. $137,540
American Heating and Air Conditioning $138,557
Therma Mechanical Contractors Late with bid (but was higher than above)
Rissi Mechanical No bid submitted

The lowest, responsible bid was received from Comfort Dynamics, Inc. in the amount of $137,540.

Since this bid falls within the project construction budget of $144,032, staff recommends authorizing the City Manager to execute the contract with Comfort Dynamics, Inc., Inc. in the amount of $137,540.00. Including a 4% construction contingency of $5,500, this brings the total project construction cost to $143,040.

This project has a 30 calendar day construction period.

FISCAL IMPACT
• A reduction of annual utility costs of $41,875 (this includes the purchase of co-generator fuel and an outside maintenance agreement).
• There is $84,032 left in this CIP fund Project. Finance will loan this project the additional money needed ($60,000) until the guaranteed minimum PG & E grant ($60,000) is awarded to the City of Brentwood.

ATTACHMENTS:
Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AWARDING CONTRACT FOR THE INSTALLATION OF 60 KW CO-GENERATOR, CIP PROJECT NO. 522-5202 TO COMFORT DYNAMICS, INC., IN THE AMOUNT OF $137,540 AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE AGREEMENT AND NECESSARY DOCUMENTS AND AUTHORIZE CHANGE ORDERS UP TO 4% OF THE CONTRACT AMOUNT.

WHEREAS, City Council of the City of Brentwood approved the contract documents for the Installation of 60 KW Co-Generator, CIP Project No. 522-5202 and staff put the project out to an informal public bid on December 1, 2003; and

WHEREAS, the lowest responsive, responsible bid was received from Comfort Dynamics, Inc., Inc. in the amount of $137,540.00; and

WHEREAS, the total project cost falls within the approved 2003/04-2007/08 Capital Improvement Program construction line item budget for City Park Redesign, CIP No. 522-5202;

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby awards contract for the Installation of 60 KW Co-Generator, CIP Project No. 522-5202 to Comfort Dynamics, Inc., in the amount of $137,540 and authorizes the City Manager to execute the agreement and necessary documents and authorize change orders up to 4% of the contract amount.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 13th day of January 2004, by the following vote:

AYES: Council members
NOES:
ABSENT:
_____________________________
Brian Swisher
Mayor

ATTEST:

__________________________________
Karen Diaz, CMC
City Clerk
 

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