Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Authorizing a Change Order in the Amount of $19,095.00 for the Agreement with Anchor Mechanical, Inc. for Installation of a New Chiller and Cooling Tower Pipes at Village Hall.
End
Overview
Overview
The new Village Hall chiller and cooling tower, which provides air conditioning to the entire building, will have new chilled water pipes installed as part of the new system. The new pipes will need to be welded together at numerous locations. In an effort to minimize disruption to the daily activities at Village Hall, this change order would allow work to move forward in welding the new pipes during premium time between 10:00 p.m. and 6:00 a.m.
Body
Staff Recommendation
It is recommended that an amendment to the existing Agreement with Anchor Mechanical, Inc. be approved in an amount not to exceed $19,095.00 over and above the original contract price of $444,750.00 to perform welding work during premium time inside the west mechanical room at Village Hall.
Fiscal Impact
Anchor Mechanical submitted a change order to perform welding work on premium time between 10:00 p.m. and 6:00 a.m. for a total cost not to exceed $19,095.00. This amount would be added to the previously approved contract amount of $444,750.00. The additional $19,095.00 would be covered by unspent 2015 CIP Building Improvement Fund monies. The total contract amount would then not exceed $463,845.00.
Background
The Village Board approved a contract with Anchor Mechanical on September 15, 2014 to replace the Village Hall chiller and cooling tower systems. Work began shortly thereafter and the new chiller has been delivered and set in place inside the west mechanical room in the lower level of Village Hall.
As part of the project, several feet of cast iron water supply and return pipes were removed and were scheduled for replacement. The demolition team removed the specified pipe sections in January. The new sections of pipe that are to be connected to the remaining pipe must be welded in place at several different locations inside the mechanical room (approximately sixty welds in all). Upon learning about the volume and scope of work required, staff requested a proposal from Anchor Mechanical to perform the welding work during premium time to avoid potential issues with unpleasant odors that could be detected by Village Hall staff and visitors if the work was done during regular hours. Anchor Mechanical submitted a proposal with two alternatives: 1) performing the work on premium time; and 2) using an entirely different type of pipe connectors (victaulic fittings).
Staff's recommendation is to proceed with welding during premium time (between 10:00 p.m. and 6:00 a.m.). Although the use of victaulic fittings at pipe joints and unions instead of welding would reduce potential odors, it would not entirely eliminate the need for welding and is not recommended. The potential for leaks is much greater with victaulic fittings, and the cost for this change would be greater than the cost of performing the work on premium time.
The project completion date, originally established as April 15th, would be moved to May 1st as a result of this change.
Alternatives
One alternative would be to proceed with the work as planned and perform welding during regular hours. This could potentially become disruptive to staff and visitors at Village Hall as unpleasant odors could be experienced.
Previous Board Action
The Village Board approved a contract with Anchor Mechanical on September 15, 2014.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Staff will ensure that the mechanical room where welding is to take place will be properly vented. Fans will be placed near the mechanical room entranceway to keep welding odors out of the Police Dept. hallway, and protective covers will be placed over supply air intakes and fan housings.
Intergovernmental Cooperation Opportunities
There are no intergovernmental cooperation opportunities for this work.
Performance Management (MAP) Alignment
A Governance Priority established for the Public Works Department is Infrastructure/Capital.