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February 25, 2020 Regular School Board Meeting
Title
Columbia Elementary School - Facility Renewal Design Services - SALES SURTAX
Meeting Date(s)
Consent w/o Information - 02/25/2020
Consent Type
Without Information
Discussion

The ICOC and the School Board previously (August, September 2019 respectively) approved an allocation of $7 million in surtax funds over the $198 million sales surtax program target to the Challenger 7, Columbia and McAuliffe projects as all were significantly underfunded.   In November 2019, DDC Engineering was awarded the design contract for Challenger 7 and McAuliffe (RFP 20-146-P-DR) and Wharton Smith was awarded the construction management contract for Challenger 7, Columbia and McAuliffe (RFP 20-147-P-DR).

The design services proposal for the Columbia Elementary facility renewal project was approved by the Board in April 2019.  TLC Engineering Solutions had submitted a proposal under their continuing contract for mechanical, electrical, plumbing and fire protection engineering (MEP) services in an amount not to exceed $92,955. This scope of work at the time was to replace the existing mechanical system which utilized water source heat pumps.

As the designs evolved, it became apparent that conversion to chilled water at Columbia as well as McAuliffe and Challenger 7 might be a better approach. These are the only three schools in the District utilizing water source heat pumps. The teams involved in these projects evaluated a like-for-like approach against converting the schools to chilled water. Although the initial costs are higher, all agreed that chilled water is highly preferred considering maintenance and system performance/reliability. Consequently, the design at Columbia paused and the staff presented the recommendation to change to chilled water to the ICOC and the School Board. An additional $2 million for the conversion was recommended by the ICOC in December and approved by the Board in January. 

Because of the change in scope, additional engineering services were needed at Columbia to convert the system to chilled water. TLC Engineering Solutions has submitted a proposal to change the mechanical system design to chilled water under their continuing contract for MEP services in an amount not to exceed $69,930. A credit is expected for unused construction administration services on the earlier design contract. 

Board approval is required for purchase orders over $50,000. The standard agreement template has been used, which does not require legal review.

 

Recommendation

Approve the additional design budget and the proposal submitted by TLC Engineering Solutions under their continuing contract for MEP services in an amount not to exceed $69,930 to change the mechanical system design to chilled water at Columbia Elementary School .

Authority for Action
F.S. 1001.42
Involves Expenditure of Funds Directly in the Classroom
No
Source of Funding

Sales Surtax
Financial Impact
FY Amount Budgeted Fund Cost Center Project Function Object Program
19/20 $69,930 Yes 398 2131 520400 7400 684 000
Legal Counsel Review
No
Contact
Susan Hann, P.E., Assistant Superintendent Facilities Services 633-1000 ext. 11446 David Lindemann, AICP, Director Planning and Project Management 633-1000 ext. 11463
Attachments
Columbia Chilled Water Design Attachments.pdf
Agenda Plus