450-Bosek Gibson-HVAC Project March 2, 1992
Mr. Roar G. Herman
Public Wor~ Director
Ci~ of ~nford
P.O, ~ox 1778
Sanford, FL 32772-1778
Re: Contract Proposal for Ci~ Hall HVAC Project
Dear Mr. Herman:
, Per our meeting last Wednesday, FebmaN 26th, BGA is pleased to submit this contract/proposal for
study services to evaluate the HVAC system in the Sanford City Hall.
Scope of Work
Phase I:
A. An evaluation of the existing conditions of the HVAC system shall be completed.
Tas~ Shall include:
1 ) Specification and coordination of system testing by test & balance contractor.
2) Load calculations
3) Duct pressure loss evaluations
4) Development of an alternative system revisions/modifications/etc.
B. As pan of Phase I:
1 ) Meetings shall be required to document the future use planning for the facili~.
2) The Phase I study shall be summarized ~n a repoR itemizing the findings of the Test and
Balance contractor, the load analysis, the future changes anticipated, itemizing alterna-
tive systems with pros and cons.
3) The engineer shall make a presentation of the Phase I study repoR and findings to the
Ci~ of Sanford.
Phase I1:
A. An analysis of alternatives systems:
1 ) Develop DO E 2.1 D computer model of fatilia.
2) Calibrate the "AS IS" model.
~,
Mr. Robert G. Herman
March 2, 1992
Page 2
3) Model the recommended systems alternatives.
4) Develop" Opinions of Estimated Installation Costs" for each alternativ~
B. Evaluation of Thermal Storage Alternatives
C. Preliminary Report
D. Meeting to Review Preliminary Findings
E, Minor revisions of the Report Draft
F. Copy, binding and mailing of the FINAL Report
G. Meeting with the City to Present Final Report and Recommendations
Phase IIh
Implementation Options
There are two basic options to implement the results of Phases I and II. The first option is
the traditional plan/specification preparation and public bid. The second option would in-
volve the request for proposals from performance contracting organizations. If an energy
savings situation exists at the Sanford City Hall, the performance contractors would provide
their own or borrowed capital, implement the projects, and share in the energy savings from
the installed project with the City. This approach would require no up front capital from the
City and the savings would be guaranteed by the performance contractor.
BGA is very experienced with the performance contracting business and is currently in-
volved in such projects with the Florida Dept. of Corrections and the Florida State University
System. To prepare for the possibility of a performance contracting option, BGA proposes
that a short report be developed discussing some alternative methods of financing the
project. A fee quote is provided in Attachment A.
As part of its agreement with the City of Sanford, Besek, Gibson and Associates, Inc. agrees that:
1. Three copies of the final reports will be delivered to the City of Sanford and the
necessary number of copies of the studies will be provided to the Florida Energy
Office.
2. Bosek, Gibson and Associates, Inc. will not assign or in any way transfer this con-
tract to any other corporation or other legal entity without the approval of the City
of Sanford.
3. Bosek, Gibson and Associates, inc. has substantial professional liability and general
liability insurance that will be maintained during the term of the technical audit
project. A certificate of insurance will be provided upon request. (Professional Li-
ability $1,000,000 and General Liability $2,000,000)
Mr. Robert G. Herman
March 2, 1992
Page 3
4. Invoices will be sent monthly to the City of Sanford by Bosek, Gibson and Associ-
ates, Inc. for work completed during that month. The invoice amount will be deter-
mined on a percent of completion of the project during the calendar month.
5. The Company will comply with Executive Order 11246, entitled "Equal Employment
Opportunity", as amended by executive order 11375, and as supplemented in the
United States Department of Labor regulations (41 CFR, Part 60). As part of
EEO policy, the Company does not maintain or provide any segregated facilities and
that the Company does not permit its employees to perform their services at any
segregated facility.
6. The City of Sanford may, upon fifteen days notice in writing terminate this contract
at anytime without cause. In the event of such termination, the City of Sanford,
shall pay all reimbursable costs incurred and performed up to the date of termination
and all reasonable costs incurred in connection with the termination. Payment of
such fees and costs shall constitute the City of Sanford sole obligation to Bosek,
Gibson and Associates in the event of such termination.
7. In the event that Bosek, Gibson and Associates fails to perform its obligations as
specified in this contract, the City of Sanford shall have the right to terminate this
contract with no liability to Bosek, Gibson, and Associates for termination costs and
may resort to any remedies available at law or inequity.
As part of its obligation on the technical audit project, the City of Sanford agrees to:
1. Allow access to City Hall property at all reasonable times by audit team members.
2. Provide reasonable and available technical assistance to the study team. Examples
of assistance would be tours of buildings and mechanical rooms with custodial or
maintenance personnel, allow use of building plans, etc.
3. Pay Bosek, Gibson and Associates, Inc. invoices within 30 days from the invoice
date. Invoices will be mailed on a monthly basis and will reflect the percentage of
work completed during that month,
4. Reserve the right to use Bosek, Gibso:~ and Associates, Inc. for additional services to
include but not be limited to completion of this study. Future design services on the
selected study options for City Hall shall be included as future scope of work, to be
defined once the study is complete.
The experience of the Bosek, Gibson and Associates, Inc. team will allow for minimal disruption of
the normal City Hall operation. Each team member understands the importance of making the com-
pletion of the technical audit process as smooth as possible.
The total fee requested for this project is 911,550 as shown in attachment "A".
ATTACHMENT "A"
CITY OF SANFORD
FEE SUMMARY
The requested fees for each project phase described in the attached contract, is as follows:
1. Study Phases FEE
Phase I - Evaluation of Existing Conditions 96,350
(Includes testing by test & balance company)
Phase II - Analysis of alternative systems and ~.6,.400
thermal storage study
. 5l.~t~-tctal #1 912,750
FPL Rebate for Phase II-B, (92.500)
Thermal Storage Study
Net Fee for Study Phases 910,250
2. Implementation Phases
At this time, no decisions have been made as to whether the
project will be a design/bid project or a performance contracting
project. If a decision is made to make this project a conventional
design/bid job, design and construction inspection fee quotes will
be provided by BGA once the study (Phases I and II) is complete
and the projects scope defined. At this time, without a design
scope, it is not possible to quote design fees.
if a performance contracting approach is considered, BGA can
investigate some alternative methods of financing the project and
a short letter report prepared discussing these options. A fee
quote is provided below:
Fee to evaluate performance financing alternatives ~s! ,300*
and provide a short letter report.
Total "not to exceed" net fee requested 911,550
*Note: If a performance contracting approach is approved, a performance specification
package will need to be prepared and bids evaluated. Fees for these services are not in-
cluded in this proposal.
Mr. Robert G. Herman
Mamh 2,1992
Page 4
I hope that this letter contract for completion of the HVAC study at the City of Sanford is satisfac-
tory to you. If you have any questions, please do not hesitate to call. I have provided a signature
line for an authorized representative of the City of Sanford. If you concur with the terms of the
agreement as outlined in this proposal, please sign in the proper location below and forward an
original copy to me. Receipt of a signed contract will suffice as a notice to proceed.
Again, thank you for the opportunity to submit this contract/proposal.
Sincerely,
BOSEK, GIBSON AND ASSOCIATES, INC.
~k, P.E~.~
President
City of Sa~rd B and Associates, Inc.
~,~.'/')~- Ralph S. Bosek, P.E., President
Willi~ A. S~ns ~
City ~ager