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CHANGE ORDER NO. ONE TO CONTRACT NO. K-1213-133: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND ALLIANCE ELECTRIC SERVICES, INC., INCREASING THE CONTRACT BY $4,450 FOR A REVISED CONTRACT AMOUNT OF $200,416 FOR BUILDING C GENERATOR/UNINTERRUPTIBLE POWER SUPPLY (UPS) UPGRADE PROJECT, FINAL ACCEPTANCE OF THE PROJECT, AND AN APPROPRIATION FROM THE CAPITAL FUND BALANCE.
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BACKGROUND: On February 12, 2013 City Council approved Contract K-1213-133 with Alliance Electric Services, Inc. in the amount of $195,966 to remove the existing backup electric power generator servicing the Computer Room located within Municipal Complex Building C and re-locate it to Building 201; providing the necessary electrical connections to allow backup generator power to the City Clerk and City Manager's wing of the building; to furnish and install a new 250 Kilovolt-amp (kVA) generator to provide backup electrical power to the Computer Room and all of Building C; to furnish and install a new 60 kVA Uninterruptible Power Supply (UPS) in the Computer Room; to remove the existing UPS to a storage facility; and all necessary supplemental electrical work. Due to the significant increase in the size, heating load and capacity of the new UPS for the Computer Room, it was determined that a professional engineering survey to determine the capacity of the existing Computer Room Heat, Ventilating and Air Conditioning (HVAC) facilities, and the ideal location of the new UPS for proper air flow and cooling would be beneficial. The study determined it would be best to centrally locate the new UPS in the Computer Room. This required the relocation of the temporary wall that separates the server area cooled by the Computer Room Air Conditioning Units ("CRAC" units) from the technician's work area. The study determined that with the current loading the UPS would have on it, the existing CRAC units could accommodate the additional heat, measured in British Thermal Units (BTU's), it would generate. The engineering study pointed out, however, that as loading increases on the new UPS the additional BTUs generated by the UPS and the additional equipment will require an increase in the cooling capacity for the Computer Room in the future.
This change order increases the contract amount by $4,450 to cover the cost of relocating the temporary wall to accommodate locating the new UPS in the center of the cooled air space; moving the new UPS; and putting the wall back up. This Change Order also requests an appropriation of Capital Fund balance for the additional costs of the contract and the engineering study. Last, the item requests final acceptance by Council of the project.
DISCUSSION: Change Order One in the amount of $4,450 incorporates removing the temporary wall; relocating the new UPS to a more central location within the computer room; and replacing the temporary wall. This final change order brings the Alliance Electric contract (K-1213-133) to a total of $200,416. There is $4,034 available in Building C Generator/UPS Upgrade Project, Construction (account 050-9540-419.61-01; project BG0026). We would request an appropriation from Capital Fund balance to cover the remaining $416 needed for this change order, and an additional appropriation of $2,332.95 to Building C Generator/UPS Upgrade Project, Design (account 050-9540-419.62-01; project BG0026) to pay Garver Engineers, LLC for the HVAC analysis, performed under the previously-approved Contract for On-Call Engineering Services.
RECOMMENDATION NO. 1: Staff recommends approval of Change Order No. One increasing Contract No. K-1213-133 by $4,450.
RECOMMENDATION NO. 2: Staff recommends approval of the appropriation as outlined above designating $416 to Change Order No. One and $2,332.95 to pay for the services provided by Garver Engineers, LLC for the HVAC analysis.
RECOMMENDATION NO. 3: Staff recommends final acceptance of the Building C Generator/UPS Upgrade project for a total contract cost of $200,416 and final payment in the amount of $4,450 to Alliance Electric Services, Inc.