HomeMy WebLinkAboutItem 06.lDate: 28 April 2010
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Item • i
CONTRACT WITH SCR -SOUTHERN DIVISION FOR THE INSTALLATION OF AN
ENERGY MANAGEMENT SYSTEM IN CITY FACILITIES
Proposed Action
Staff recommends adoption of the following motion: Award of contract to SCR -
Southern Division for the installation of an Energy Management System (EMS) in City
facilities.
Passage of this motion enables the installation of EMSs in six City facilities, linked to
the existing system, to improve each facility's energy efficiency.
Overview
For the past several years, the City has been working with SCR -Southern Division for
the installation of EMSs in Fire Station 1, the Water Treatment Facility, the Central
Maintenance Facility, and the new Police station. As part of its HVAC replacement, the
Arts Center will also have an EMS installed. Once installed, the EMS allows centralized
monitoring and the tailoring of HVAC settings to meet each facility's unique needs.
This contract, funded by the Department of Energy through the Energy Efficiency and
Conservation Block Grant Program will install EMSs in the Kenrick and Galaxie liquor
stores, Fire Stations 2, 3, and 4, and the Senior Center. The installation will enable
temperature setbacks, fan controls, and heat controls to minimize energy use when the
facilities are unoccupied and time limited overrides so HVAC systems do not remain in
full operation after staff has left a facility. The City's goal is to improve its overall energy
efficiency by better monitoring and regulating its energy consumption.
SCR -Southern Division is the only distributor for this EMS in Minnesota. Continuing to
install additional EMSs through SCR -Southern Division ensures compatibility and
interoperability with EMSs in existing facilities. Staff recommends award of the contract
to SCR -Southern Division.
Primary Issues to Consider
• None.
Supporting Information
• y of the activity and engineer's evaluation are attached.
Christopher J. tree
Operations & Maintenance Director
Financial Impact: $45,425 Budgeted: Yes Source: Facility Budgets
Related Documents (CIP, ERP, etc.): Energy Efficiency and Conservation Block Grant Program
Notes:
PAGE, 4/26/2010
U.S. Department of Energy
ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT (EECBG) PROGRAM
ACTIVITY WORKSHEET
Grant Number: SC0002381
Grantee: City of Lakeville, Minnesota Date: 09/21/2009
DUNS #: 1351878880000 Program Contact Email: nnormandin@lakevillemn.gov
Program Contact First Name: Mr Neil Last Name: Normandin
Project Title: Addition of Facilities to an Energy Management System
Activity: 5. Energy Efficiency Retrofits
Sector: Public
Proposed Number of Jobs Created: 0.50
Proposed Energy Saved and/or Renewable Energy Generated:
Proposed GHG Emissions Reduced (CO2 Equivalent):
Proposed Funds Leveraged: $5,926.00
Proposed EECBG Budget: $44,975.00
Projected Costs Within Budget:
Administration: $0.00 Revolving Loans
Project Contact First Name Bill
Project Contact Email bmensen@lakevillemn.gov
Metric Activity Building Codes and Standards
Project Summary: (limit summary to space provided)
If Other:
If Other:
Proposed Number of Jobs Retained: 0.00
41.29
$0.00 Subgrants: $0.00
Last Name: Mensen
If Other:
This activity expands the City's energy management system to 10 of the City's occupied facilities. Currently four facilities operate
through the energy management system and are showing reductions in energy use through temperature set backs and better
temperature control across the seasonal weather changes. Six additional buildings will be added to the system resulting in cost
savings of $11,738 per year and annual energy savings of 66,461 KWH and 597 MMBTU over current operation. The installation of
direct digital controls in these facilities will enable closer monitoring of HVAC system activity, the establishing of temperature set
backs, and the customizing of building needs to maximize efficiency. Proposed Leveraged Funds: The city will provide $5,926 in
leveraged funds.
Submitted by: Date:
Typed Name: Mr Neil Normandin 09/21/2009
/s/ Signed Electronically
Approved by: Date:
Typed Name: Barbara Jackson 09/21/2009
/s/ Signed Electronically
ver. 1.o
12:13:21 PM
CAIN OUSECONSULTING ENGINEERS
BIRCH LAKE PROFESSIONAL BUILDING
ASSOCIATES, INC, 1310 HIGHWAY 96 EAST - SUITE 116
WHITE BEAR LAKE, MINNESOTA 55110
Friday, May 22, 2009
City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
Attn: Chris Petree
Operations & Maintenance Director
Re: Energy Management System Evaluation
City of Lakeville, MN
2008-223
As per your request and our proposal we have evaluated the City of Lakeville's existing Energy
Management System. The city currently has a TAC Energy Management System with five buildings on the
system. Future plans include attaching the remaining city buildings to the EMS system.
The existing EMS system uses TAC components and was installed by SCR, formerly known as Cuddy
Energy Systems a Division of St. Cloud Refrigeration. We compared the system with Honeywell, Johnson
Controls and Automated Logic. We offer the following comments.
The TAC components (hardware) are very similar to the components used by other manufacturers.
They all use the same basic architecture. They all use a computer to talk to a controller and the controller
talks to control devices. The control devices are valve operators, damper operators, temperature sensors,
pressure sensors, thermostats, motors, boilers, chillers, condensing units, etc. The computer can talk to
the controller via the internet, intranet or phone system depending how it is set up. There are various
levels of security for people to log into the system and have access to only the level that has been set up for
them. That way only the people with the highest level of security can change set points or controls.
The graphics used on the computer are state of the art graphics. They show systems complete with all
of the components necessary to properly evaluate the system. They also show temperature indications,
valve open indications, damper open indications, pressure indications, fan status, pump status, boiler
status and other information. All of this information will allow the system to be evaluated from one
screen. This is an immense help when trouble shooting or evaluating the system.
The software used to run the system appears to be user friendly. The software is what actually does all
of the controlling of the systems, monitors the systems, views the systems and receives alarms from the
system. Typically the easier it is for people to use the more they will use it. Also the software processes all
of the alarms and figures out what to do with them. The alarms are prioritized by importance and are
programmed to alert the proper people for solution.
PHONE: 651-426.9549 • FAX: 651-416-5048
WEB SITE: WWW.CAINOUSE.COM
Energy Management System Evaluation
Lakeville, MN
May 22, 2009
Page 2 of 2
In conclusion it is our opinion that the TAC Energy Management System is an equal to the three
systems that we compared it to. It is also our opinion that adding points to this system or making changes
to this system will be less expensive.
Also per your request we looked at the support service agreements for the temperature controls for the
five buildings currently on the EMS system. The city basically has 5 buildings with a total of
approximately 95,200 square feet and a total of $9500.00 in service agreements. This equates out to 10
cents per square foot. It has been our experience that this number is usually in the area of 15 to 25 cents
per square foot. It is our opinion that the service agreements the City currently has are very reasonable.
Please do not hesitate to contact us if you have any questions or comments.
Sincerely,
Cain Ouse Associates, Inc.
Wallace M. Ouse P.E.
Mechanical Engineering
Enclosure(s):
File: documentl
CAIN OUSE ASSOCIA'I ES, INC, • WHITE BEAR LADE, MINNESOTA
AGREEMENT
BETWEEN CITY OF LAKEVILLE
AND SCR - SOUTHERN DIVISION
THIS AGREEMENT made this 3rd day of May, 2010, by and between the CITY OF
LAKEVILLE, a Minnesota municipal corporation ("City") and SCR — SOUTHERN
DIVISION, 153 Chestnut Street, Mankato, Minnesota 56001 ("Contractor"). City and
Contractor, in consideration of the mutual covenants set forth herein, agree as follows:
1. CONTRACT DOCUMENTS. The following documents shall be referred to as the
"Contract Documents", all of which shall be taken together as a whole as the contract between
the parties as if they were set verbatim and in full herein:
A. This Agreement.
B. TAC Vista Building Controls Upgrade Project Submittal dated 4 January 2010
C. Special Terms and Conditions — Exhibit A
D. Kenrick Liquor Store #4 Estimate JH402-LVKL
E. Galaxie Liquor Store #3 Estimate JH402-LVGL
F. Fire Station #4 Estimate JH318-LVFS and 11 January 2010 Change Proposal
G. Fire Station #3 Estimate JH409-LVFS3
H. Fire Station #2 Estimate JH403-LVFS2
I. Senior Center Estimate JH402-LVSC
In the event of a conflict among the provisions of the Contract Documents, the order in
which they are listed above shall control in resolving any such conflicts with Contract Document
"A" having the first priority and Contract Document "I" having the last priority.
2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide the goods
and services and perform the work in accordance with the Contract Documents.
3. OBLIGATIONS OF THE CITY. The City agrees to pay and the Contractor agrees to
receive and accept payment in accordance with the prices provided for the unit or lump sum
items as set forth to those in the accepted Contractor's proposal the aggregate of which prices,
based on the provided estimates of quantities, is not to exceed $45,425.00.
4. PAYMENT PROCEDURES.
A. Contractor shall submit monthly invoices and the City shall normally pay properly
itemized the invoices within 35 days of receipt.
B. Payments to Subcontractor.
(1) Prompt Payment to Subcontractors. Pursuant to Minn. Stat. § 471.25, Subd. 4a,
the Contractor must pay any subcontractor within ten (10) days of the
Contractor's receipt of payment from the City for undisputed services provided
by the subcontractor. The Contractor must pay interest of 11/z percent per month
or any part of a month to the subcontractor on any undisputed amount not paid
on time to the subcontractor. The minimum monthly interest penalty payment
for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of
less than $100.00, the Contractor shall pay the actual penalty due to the
subcontractor.
(2) Form IC -134 Required From General Contractor. Minn. Stat. § 290.92 requires
that the City of Lakeville obtain a Withholding Affidavit for Contractors, Form
IC -134, before making final payments to Contractors. This form needs to be
submitted by the Contractor to the Minnesota Department of Revenue for
approval.
The form is used to receive certification from the state that the vendor has
complied with the requirement to withhold and remit state withholding taxes for
employee salaries paid.
5. CONTRACTOR'S REPRESENTATIONS.
A. Contractor has examined and carefully studied the Contract Documents and other
related data identified in the Contract Documents.
B. Contractor has visited the Site and become familiar with and is satisfied as to the
general, local, and Site conditions that may affect cost, progress, and performance of
the Work.
C. Contractor is familiar with and is satisfied as to all federal, state, and local laws and
regulations that may affect cost, progress, and performance of the Work.
D. Contractor has carefully studied all: (1) reports of explorations and tests of
subsurface conditions at or contiguous to the Site and all drawings of physical
conditions in or relating to existing surface or subsurface structures at or contiguous
to the Site (except underground facilities) which have been identified in the General
Conditions and (2) reports and drawings of a hazardous environmental condition, if
any, at the Site.
E. Contractor has obtained and carefully studied (or assumes responsibility for doing so)
all additional or supplementary examinations, investigations, explorations, tests,
studies, and data concerning conditions (surface, subsurface, and underground
facilities) at or contiguous to the Site which may affect cost, progress, or performance
of the Work or which relate to any aspect of the means, methods, techniques,
sequences, and procedures of construction to be employed by Contractor, including
any specific means, methods, techniques, sequences, and procedures of construction
expressly required by the Bidding Documents, and safety precautions and programs
incident thereto.
F. Contractor does not consider that any further examinations, investigations,
explorations, tests, studies, or data are necessary for the performance of the Work at
the Contract Price, within the Contract Times, and in accordance with the other terms
and conditions of the Contract Documents.
G. Contractor is aware of the general nature of work to be performed by City and others
at the Site that relates to the Work as indicated in the Contract Documents.
H. Contractor has correlated the information known to Contractor, information and
observations obtained from visits to the Site, reports and drawings identified in the
Contract Documents, and all additional examinations, investigations, explorations,
tests, studies, and data with the Contract Documents.
I. Contractor has given City written notice of all conflicts, errors, ambiguities, or
discrepancies that Contractor has discovered in the Contract Documents, and the
written resolution thereof by City is acceptable to Contractor.
The Contract Documents are generally sufficient to indicate and convey
understanding of all terms and conditions for performance and furnishing of the
Work.
K. Subcontracts:
(1) Unless otherwise specified in the Contract Documents, the Contractor shall,
upon receipt of the executed Contract Documents, submit in writing to the City
the names of the subcontractors proposed for the work. Subcontractors may not
be changed except at the request or with the consent of the City.
(2) The Contractor is responsible to the City for the acts and omissions of the
Contractor's subcontractors, and of their direct and indirect employees, to the
same extent as the Contractor is responsible for the acts and omissions of the
Contractor's employees.
(3) The Contract Documents shall not be construed as creating any contractual
relation between the City, the City, and any subcontractor.
(4) The Contractor shall bind every subcontractor by the terms of the Contract
Documents.
6. WORKER'S COMPENSATION. The Contractor shall obtain and maintain for the
duration of this Agreement, statutory Worker's Compensation Insurance and Employer's
Liability Insurance as required under the laws of the State of Minnesota.
7. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following
minimum insurance coverage and maintain it at all times throughout the life of the Contract, with
the City of Lakeville included as an additional name insured. The Contractor shall furnish the
City a certificate of insurance satisfactory to the City evidencing the required coverage:
Bodily Injury: $2,000,000 each occurrence
$2,000,000 aggregate products and
completed operations
Property Damage: $2,000,000 each occurrence
$2,000,000 aggregate
Contractual Liability (identifying the contract):
Bodily Injury: $2,000,000 each -occurrence
Property Damage: $2,000,000 each occurrence
$2,000,000 aggregate
Personal Injury, with Employment Exclusion deleted:
$2,000,000 aggregate
Comprehensive Automobile Liability (owned, non -owned, hired):
Bodily Injury: $2,000,000 each occurrence
$2,000,000 each accident
Property Damage: $2,000,000 each occurrence
8. WARRANTY. The Contractor guarantees that all new equipment warranties as
specified within the bid shall be in full force and transferred to the City upon payment by the
City. The Contractor shall be held responsible for any and all defects in workmanship, materials,
and equipment which may develop in any part of the contracted service, and upon proper
notification by the City shall immediately replace, without cost to the City, any such faulty part
or parts and damage done by reason of the same in accordance with the bid specifications.
9. INDEMNITY. The Contractor agrees to indemnify and hold the City harmless from any
claim made by third parties as a result of the services performed by it. In addition, the
Contractor shall reimburse the City for any cost of reasonable attorney's fees it may incur as a
result of any such claims.
4
10. MISCELLANEOUS.
A. City and Contractor each binds itself, its partners, successors, assigns and legal
representatives to the other party hereto, its partners, successors, assigns and legal
representatives in respect to all covenants, agreements, and obligations contained in
the Contract Documents.
B. Any provision or part of the Contract Documents held to be void or unenforceable
under any law or regulation shall be deemed stricken, and all remaining provisions
shall continue to be valid and binding upon City and Contractor, who agree that the
Contract Documents shall be reformed to replace such stricken provision or part
thereof with a valid and enforceable provision that comes as close as possible to
expressing the intention of the stricken provisions.
C. Data Practices/Records.
(1) All data created, collected, received, maintained or disseminated for any
purpose in the course of this Contract is governed by the Minnesota
Government Data Practices Act, Minn. Stat. Ch. 13, any other applicable state
statute, or any state rules adopted to implement the act, as well as federal
regulations on data privacy.
(2) All books, records, documents and accounting procedures and practices to the
Contractor and its subcontractors, if any, relative to this Contract are subject to
examination by the City.
D. Software License. If the equipment provided by the Contractor pursuant to this
Agreement contains software, including that which the manufacturer may have
embedded into the hardware as an integral part of the equipment, the Contractor shall
pay all software licensing fees. The Contractor shall also pay for all software
updating fees for a period of one year following cutover. The Contractor shall have
no obligation to pay for such fees thereafter. Nothing in the software license or
licensing agreement shall obligate the City to pay any additional fees as a condition
for continuing to use the software.
E. Assignment. Neither party may assign, sublet, or transfer any interest or obligation in
this Agreement without the prior written consent of the other party, and then only
upon such terms and conditions as both parties may agree to and set forth in writing.
F. Waiver. In the particular event that either party shall at any time or times waive any
breach of this Agreement by the other, such waiver shall not constitute a waiver of
any other or any succeeding breach of this Agreement by either party, whether of the
same or any other covenant, condition or obligation.
G. Governing LawNenue. The laws of the State of Minnesota govern the interpretation
of this Agreement. In the event of litigation, the exclusive venue shall be in the
District Court of the State of Minnesota for Dakota County.
H. Severability. If any provision, term or condition of this Agreement is found to be or
become unenforceable or invalid, it shall not effect the remaining provisions, terms
and conditions of this Agreement, unless such invalid or unenforceable provision,
term or condition renders this Agreement impossible to perform. Such remaining
terms and conditions of the Agreement shall continue in full force and effect and shall
continue to operate as the parties' entire agreement.
I. Entire Agreement. This Agreement represents the entire agreement of the parties and
is a final, complete and all inclusive statement of the terms thereof, and supersedes
and terminates any prior agreement(s), understandings or written or verbal
representations made between the parties with respect thereto.
J. Permits and Licenses; Rights -of -Way and Easements. The Contractor shall procure
all permits and licenses, pay all charges and fees therefore, and give all notices
necessary and incidental to the construction and completion of the Project. The City
will obtain all necessary rights-of-way and easements. The Contractor shall not be
entitled to any additional compensation for any construction delay resulting from the
City's not timely obtaining rights-of-way or easements.
K. If the work is delayed or the sequencing of work is altered because of the action or
inaction of the City, the Contractor shall be allowed a time extension to complete the
work but shall not be entitled to any other compensation.
12. SPECIAL TERMS AND CONDITIONS.
A. This project is funded in part under Energy Efficiency and Conservation Block Grant
program funds under the American Recovery and Reinvestment Act (ARRA) of
2009. As such, contractors and sub -contractors must comply with the special terms
and conditions provided in Exhibit A.
B. To meet job reporting requirements under the terms of the ARRA, contractors and
sub -contractors shall report to the City the total number of hours worked that are
directly funded through this project each month during the contract period.
CITY OF LAKEVILLE CONTRACTOR:
SCR -SOUTHERN DIVISION
BY:
Its Mayor
AND
Its City Clerk
BY:c
Its MAN►tL1&2
Its