02-15-2000 - Resolution Authorizing a Study of the City Hall Heating, Ventilation & Air Conditioning (HVAC) SystemCity of West Covina
Memorandum
TO: City Manager and City . Council AGENDA
ITEM NO. B-5b
DATE Februga 15, 2000
FROM: Jekrey W.. Collier, Director
Public,Services Department
SUBJECT: RESOLUTION AUTHORIZING A STUDY OF THE CITY HALL
HEATING, VENTILATION AND AIR CONDITIONING (HVAQ SYSTEM
SUMMARY: The existing City Hall HVAC system is over 30-years, old, inefficient, and near
the end of its useful life. If 'authorized, this HVAC study will make
recommendations regarding the -replacement of the system and provide
preli m-inary design data. The State Energy Commission will fand 75%. of the
study, up to.$ 10,000.
BACKGROUND:
The City Hall and Police Department HVAC system was installed at the time the buildings
were constructed. The system is now over 30-years old and much of the equipment . is at or
near the end of its useful life. Addit ionally, the existing system is inefficient when compared
to new modern systems.
ANALYSIS:
f
The City is eligible to participate in a State Energy Commission program that would provide a
detailed study of the HVAC system. This study includes, site visits, equipment inspections, an
energy audit, a detailed analysis and feasibility study, performance specifications, and eventual
assistance with the design process, bid document's and job walks. The program will also consider
the incorporation of a Thermal Energy Storage (TES) system for City Hall to increase energy. A
TES system uses energy at off-peak hours, when rates are lower, to store chilled water, to be used
during the day when rates are higher'. A new system I will result in lower energy and maintenance .
costs. The report will also estimate the time period in which the savings 'of a new system would
pay for itself (payback period).
The program requires the use of a State Energy Commission authorized consultant, therefore there
is no competitive bidding requirement. The State will contribute a grant towards the study in an
amount up to 75% of the cost of the report, to a maximum of $10,000. The program requires a
resolution of the City Council to go forward with this program.
FISCAL IMPACT:
The State's representative has estimated the total cost of the report at 1 $19,500. The City's share in
this case is $9,500. Having the study completed through the State's program will further reduce
costs to the City as it will give detailed design specifications that can be used to complete the
eventual design of the replacement equipment.
In 1994, the City Council authorized CIP Project No. GP-94310 for energy efficiency upgrades
including funding for such a study. Fund 160-320-3440-7500 contains a balance of $24,950.
Funding Source Balance
Capital Projects (160-320-3440-7 00). $24,950
ALTERNATIVES:
The alternative is to not rove the resolution auth rizing the study. In this case, the City will
app 0
eventually have to fund a design study at which time grants may or may not be available.
RECOMMENDATION -
It is recommended that the City Council adopt the following resolution:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA AUTHORIZING AREPORT ON THE DESIGN
AND. EFFICIENCY OF ' THE CITY - HALL BEATING,
VENTILATION AND AIR CONDITIONING (HVAC) SYSTEMS.
Prepared by:
Shannon Yauch�ee
Building.Official
Reviewed and approved by:
ley Collier
lic Services.Director
or
Reviewed by:
Margie TucW&
Finance Director