CITY MANAGER MEMORANDUM. The Honorable Mayor Kelley and City Commissioners. John Noble, P.E., Acting City Engineer

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1 CITY MANAGER MEMORANDUM To: Through: From: The Honorable Mayor Kelley and City Commissioners Joyce A. Shanahan, City Manager John Noble, P.E., Acting City Engineer : August 11, 2011 Subject: Facility Lighting Replacement (DOE Grant) Additional Work Request Introduction: This is a notice of additional work performed by Chinchor Electric, Inc., during the Facility Lighting Replacement at various City facilities. Background: Under the American Recovery and Reinvestment Act of 2009 through the U.S. Department of Energy (DOE), the City of Ormond Beach was awarded an Energy Efficiency and Conservation Block Grant (EECBG) in the amount of $166,800 on September 28, By Resolution , the City s consultant, Wilbur Smith Associates, was authorized to prepare a comprehensive strategy for the City to increase energy efficiency, reduce fossil fuel emissions, and reduce overall energy consumption through investments in appropriate technologies. Replacing fluorescent ballasts and lamps with energy efficient technology and installing occupancy (motion) sensors in City facilities were two projects identified in the study and approved by the City Commission on August 17, 2010, by Resolution Staff conducted a total fixture count of the City facilities and prepared a scope of work to solicit written quotations from electrical contractors for installation only. After reviewing the quotations, staff issued a Purchase Order to Chinchor Electric, Inc., with the lowest quote of $21,800. In order to expedite the project and reduce expenses related to sales taxes and the contractor s overhead, the City purchased all the materials for the project in compliance with the Buy American clause of the DOE grant. The approved Capital Improvement Program identified $82,760 for this replacement project of which $34,941 was spent on the direct purchase of materials for this project. Discussion: Throughout the course of the project, staff authorized the contractor to perform additional work to address unforeseen conditions not included in the original scope of work, but necessary to complete the required lighting upgrades and occupancy sensor installations and at the same hourly rate used in the original quotation. Most of the additional work was to correct the fixtures where there were two existing ballasts for one new ballast and to make modifications to the existing electrical system to install the occupancy sensors. A full description of the additional work, man hour breakdown and fixture count per location is attached. The total cost for this additional work was $12,638.

2 The Honorable Mayor and City Commissioners August 11, 2011 Page 2 Budget Impact: This project was budgeted in Fund 116-Grants Fund at $82,760 and funded entirely through the Energy Efficiency and Conservation Block Grant. Final expenses incurred, including the direct purchase of materials in the amount of $34,941 and the work performed by Chinchor Electric in the amount of $34,438, totaled to $69,379. The $13,381 balance remaining will be used to replace additional fixtures using in-house and contract labor. Recommendation: This item is for your information, and no action is required by the City Commission. Reviewed by: /s/ Theodore S. MacLeod, P.E. Assistant City Manager /s/ Kelly McGuire, Finance Director Approved by: /s/ Joyce A. Shanahan, City Manager Prepared by: Paul MacDonald, Landscape Architect Page 2 of 2

3 CHINCHOR ELECTRIC, INC. Florida EC FIELD ORDER NO.1 Company: City of Ormond Beach To: Paul MacDonald : 06/28/2011 Street Address: 22 South Beach Street City/State/Zip: Ormond Beach, FL Phone: Project Name: Ormond Beach Retrofit. SCOPE: Additional work completed outside of scope. Four (4) lamp fixtures require the removal of two (2) ballast and the newly installed ballast terminates as two (2) ballasts. This required exactly double the time per four (4) lamp fixture. Additional labor required for motion sensors. The line item is provided below. Fire Stat/on No. 94 Credit for not installing 33 2 lamp ballast. Line item below. Credit for not installing 66 lamps. Line item be/ow Replaced four (4) 3' fixtures with two (2) 4' fixtures over vanities in bathrooms. Additiona/labor for ten (10) four (4) lamp fixture ballast assemblies per aforementioned. Ormond F/eet Office Installed three (3) emergency ballasts. Installed two (2) 2' two (2) lamp ballasts. Additional labor for thirty-one (31) four (4) lamp fixture ballast assemblies per aforementioned. PAC~~ ~ Installed ballasts and lamps in two (2) one (1) tamp 4' fixtures within elevator. Removed seven (7) existing lay-in fixtures and installed six (6) new three (3) lamp lay-in fixtures. Replaced 4' two (2) lamp fixture in closet by stage. Re-wired fixture in closet. Existing junction box and conductors did not meet the NEC requirements. Troubleshot and fixed conductors on one (1) stage light. Removed forty (40) T-12 lamp protectors and installed forty (40) T-8 iamp protectors. Replaced seventy-four (74) lamp holders (tombstones). Additional labor for eighty-six (86) four (4) lamp fixture ballast assemblies per aforementioned. SS (Sen/or Center) Replaced ballast & lamps in twelve (12) additional fixtures. Properly fastened two (2) light fixtures that were not supported. Replaced twenty-seven (27) lamp holders (tombstones). Additional labor for forty-four (44) four (4) lamp fixture ballast assemblies per aforementioned. Public Works Replaced ballast & lamps in four (4) additional fixtures. Installed four (4) additional 8' fixtures with two (2) 4' fixtures mounted internally. Installed ten (10) new emergency ballasts. Removed one (1) 8' fixture over drop ceiling. Installed twenty (20) T-8 lamp protectors. Replaced ten (10) lamp holders (tombstones). Additional labor for sixty-four (64) four (4) lamp fixture ballast assemblies per aforementioned. P.O. BOX 4311 ENTERPRISE, FL PH FX

4 Wall & Ceiling Mounted Occupancy Sensors Installed 22 ceiling mounted & 29 wall mounted occupancy sensors. All ceiling mounted occupancy sensors required supplemental circuitry installation. All wall mounted occupancy sensors required an additional switch leg and circuit investigation. We shall furnish labor and materials complete and in accordance with above specifications and in compliance with the National Electric Code, Local Code and Standard Practices for the sum of: Original Purchase Order: $ Credit for lamps & ballasts at Fire Station No. 94: ($882.00) Additional labor for 4 lamp ballasts: $ All additional work stated above: $ Additional labor for motion sensors: $3, Total: $ Journeyman & Apprentice Hours: 338 Hrs Per Hour Charge Average: $40.00 New Purchase Order Amount: $34, Full payment of all invoices shall be due within 30 days of presentation. Any and all legal fees and cosls, collection costs, and court costs which arise out of non-payment of any invoice shall be paid by Customer, regardless of whether formal legal action has been instituted. The venue for any disputes or legal actions related to this agreement shall be Volusia County, Florida. All past due amounts shall bear interest at the rate of 18% per annum or the maximum statutory rate, whichever is less. We retain all Florida Lien rights until final payment in full. Any deviation from the above specifications resulling in extra work will be executed only upon written order. All agreements are contingent upon accidents or delays beyond our control. This proposal is subject to acceptance within ten (10) working days and is void thereafter at the option of Chinchor Electric, Inc. Chinchor Electric, Inc. City of Ormond Beach Authorized Signature By signing this proposal you are accepting Chinchor Electric. Inc. to begin work. In Electric. Inc. will be paid for the work the terms as outlined above and authorizing addition you are guaranteeing that Chinchor performed. 2

5 Job Name: DescrIption: BId Site Location PAY ITEM Ormond Beach Retrofit (Field Order No.1) Ballast, Lamp, & Motion Sensor Installation 6/ Various City Buildings DESCRIPTION OrigInal Purchase Order Price (484 Hours) Credit for rhe 33 Ballast & 66 Lamps Additional Labor ror 4 lamp Ballallls (198 Hours) - AddiUonal Labor for Extras as Staled Within Altached Scope (51 Hours) Additional Labor for Occupancy Sensors (89 Hours) Chinchor Electric, Inc. P.O. Box4311 Enterprise, FL Conl1act UNITS UNIT PRICE # Units Amount LS S 21, S 21, S S LS S (862.00) 1.0 S (882.00) HR S S - 7, HR S S 2, HR S S 3, Total: $ 34, Note: 1) See atlached scope for further detail 2) Chlnchor Electric, Inc. only includes what Is slated above

6 LIGHT FIXTURES Location 4'-4Iamp 4'-2Iamp 8' repi. wi 4' tan. 4' - 3 lamp Water Treatment II PAC 13l 14 2 City Hall Fleet Public Works SS Nova Airport Sports 8 3 PAL 4 Riverbridge 4 2 Casements 64 6 Tennis 18 6 Fire # (l1-12t) Shuffleboard Soccer 4 3 Wastewater Ballast Total 565 ballast 409 ballast 101 fixtures 212 ballast x4 x2 x4 x3 2, Ballast Installation = 1,186 Lamp Installation = 4,118 Fixture Replacement = 101 (remove existing ballast and tombstones, install new tandem fixtures, wire ballasts, install lamps and attach existing wire safety cages). Occupancy Sensor = 100 (50 switch mounted, 50 ceiling mounted)