HomeMy WebLinkAboutResolutions - 2020.11.19 - 33892MISCELLANEOUS RESOLUTION #20573 November 19, 2020
BY: Commissioner Penny Luebs, Chairperson, Health, Safety and Human Services Committee
IN RE: PARKS AND RECREATION COMMISSION — AMENDMENT #3, OAKLAND COUNTY 4-H FAIR
ASSOCIATION AGREEMENT - SPRINGFIELD OAKS
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners, via MR #16177, approved an Agreement with
the Oakland County 4-H Fair Association (the "Association"), which provides for the following (1) the
lease of the Springfield Oaks Administrative Building/Building E; (2) the Cooperative Oakland County 4-H
Fair Agreement; (3) the license for indoor vehicle/boat storage; and (4) the license of Springfield Oaks
Activity Center Kitchen ("Original Agreement'); and
WHEREAS subsequently, the County and the Association entered into two amendments: (1) the 18,
Amendment on May 25, 2017, for the re -paving of certain grounds at the Springfield Oaks Activity Center
(MR #17159) and (2) the 2nd Amendment on April 19, 2018, to assist with the costs and labor associated
the Springfield Oaks Activity Center water quality project (MR #18070); and
WHEREAS the Oakland County Parks and Recreation Commission and the Association desire to
amend the Original Agreement to permit the Association to fund installation of 50-ton Variable Air Volume
(VAV) roof top unit (RTU) in the kitchen area of the Springfield Oaks Activity Center building for Oakland
County; and
WHEREAS the funding and description of work associated with the Springfield Oaks HVAC project is
codified and described in the attached Amendment; and
WHEREAS Corporation Counsel has reviewed and/or prepared all necessary documents related to the
attached Amendment; and
WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission that the
Oakland County Board of Commissioners accepts and approves the attached Amendment.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes and
approves the attached Amendment #3 to the Agreement between Oakland County Parks and Recreation
Commission and the Oakland County 4-H Fair Association.
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners directs its Chairperson
or designee to execute the attached Amendment.
Chairperson, on behalf of the Health, Safety and Human Services Committee, I move the adoption of the
foregoing resolution.
Commission r Penny Luebs, District #16
Chairperso , Health, Safety and Human
Services Committee
HEALTH, SAFETY AND HUMAN SERVICES COMMITTEE VOTE:
Motion carried on a roll call vote with Gingell absent.
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OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
OCTOBER 79 2020 AGENDA ITEM NO. 1l0 B-1
FACILITIES MAINTENANCE & DEVELOPMENT
To: Chairman McGillivray and Commission Members
From: Daniel J. Stencil, Executive Officer
Michael J. Donnellon, Jr. Chief of Park Facilities, Maintenance & Development
Zach Crane, Project Manager
Submitted: October 8, 2020
Subject: Springfield Oaks Activity Center — HVAC Replacement (Construction Approval)
PROJECT CATEGORIES
Agenda Type:
Approval Type:
Project Type:
EXECUTIVE SUMMARY
Consent Agenda
Conceptual Approval
✓ Capital Improvement
✓ Regular Agenda
✓ Construction Approval
Maintenance
General Approval
Enhancement
1. Scope
The scope of work includes the replacement of the Heating, Ventilation and Air Conditioning (HVAC) air
handler, condenser unit and other equipment installed in 1971 used for building heating, cooling and
ventilation located in the Activity Center, including a new network data drop to complete the park -wide
Energy Management System upgrade. The existing Air handling unit does not meet the current
mechanical code for supplying the necessary make-up air to a mixed use of assembly, kitchen and
office spaces. In addition, staff inspected the existing underground air ducts by camera and found
several collapsed locations.
a. Base Bid includes;
i. Replacement of the existing 40-ton Air Handling Unit (AHU) and remote condenser with a 40-
ton Variable Air Volume (VAV) Roof Top Unit (RTU) on grade.
ii. Install and re -duct (5) new VAV boxes/zones with hydronic heating off the existing boiler
system.
iii, Repair collapsed underground duct and restore flooring finishes.
iv. Install a ductless split HVAC system for the office space
v. Removal of the existing kitchen hold, duct, roof fan, gas piping and patching ceiling & roof.
vi. Since no moisture or corrosion was visible in the existing underground ducts, in a minimum of
(4) locations, remove concrete slab, repair existing duct and restore the existing floor, including
finishes.
vii. Incorporate the standard Tridium Jace integrated system controller for the energy management
system.
All. Alternate #1
(1) Increase the 40-ton VAV, RTU to a 50-ton VAV, RTU and maintain existing kitchen hood,
duct, roof fan and gas piping for the purpose of meeting mechanical codes.
ix. Alternate #2
(1) Provide PVC coating of the existing underground ducts, for sealing minor holes and
promoting efficient air movement.
x. Alternate #3
(1) Replace (14) small hydronic unit heaters with (6) larger hydronic unit heater to provide better
airflow down to the floor level.
Page 2
2. Need
Project is part of the park system -wide management of building equipment. Replacement is scheduled
when warranted by the age and condition of equipment and is intended to reduce unscheduled
replacement and increase efficiencies.
a. Existing 40-ton AHU size does not the current mechanical code for supplying the necessary make-
up air to a mixed use of assembly, kitchen and office spaces
b. Existing underground air ducts are collapsed in a minimum of (4) locations.
3. Review and approval history
I Date Description
Sept 2019 Approved within the FY2020 Capital Improvement Program Budget
Jan 2020 Project Conceptual Approval
4. Funds requested
a. FY2020 budgeted amount (Design):
$28,235
b. FY2021 budgeted amount (Construction):
$369,000
i. Total Budgeted amount:
$397,236
c. Recommended total amount:
i. Mechanical/Electrical Engineering
$28,235
(1) Annual Contract with Hooker DeJong, Inc, Muskegon
ii. Owner Annual Contract(s)
$3,000
iii. Base Bid #1
$354,000
(1) Alternate #1 (Funded by OCFB)
$12,550
(2) Alternate #2 (Not recommended)
$16,000
(3) Alternate #3 (Not recommended)
$82,800
iv. 10% Construction Contingency:
$36,000
(1) Total Project Costs
$433,785
v. Request to fund the $36,550 from unrestricted net position.
vi. The Oakland County Fair board to fund Alternate #1, pending
final amendment approval by
Oakland County Corporation Counsel.
vii. Refer to the Alternatives Section of the Planning Review for other
project cost considerations.
ATTACHMENTS
1. Attachment A —Planning Review/Park Map
2, Attachment B — Project Construction Drawings
3. Attachment C — Bid Summary
STAFF RECOMMENDATION
Staff recommends the Commission award a bid to the lowest qualified vendor, Conti LLC of Sterling Heights,
MI, for a not to exceed contract amount of $366,550 for Base Bid #1 and Alternate #2 for a total project cost of
$433,785 as follows:
Design/Engineering Hooker DeJong, Inc. $ 28,235
Base Bid #1 Conti LLC $354,000
Alternate #2 Conti LLC $ 12,550
Annual Contract —System Controls $ 3,000
10% Construction Contingency 36,000
Total Project Costs $433,785
Staff further recommends the Commission approve additional funding from Unrestricted Net Position in the
amount of $36,550; and
Page 3
Staff recommends the Commission adopt the proposed miscellaneous resolution approving the attached
amendment for the Springfield Oaks Activity Center HVAC Replacement Project, and forward it to the Oakland
County Board of Commissioners for final approval.
MOTION
Move to award the bid to the lowest qualified vendor, Conti LLC of Sterling Heights, MI, for a not to
exceed contract amount of $366,660 for Base Bid #1 and Alternate #2 for a total project cost of
$433,785 as follows:
Design/Engineering Hooker DeJong, Inc. $ 28,235
Base Bid #1 Conti LLC $364,000
Alternate #2 Conti LLC $ 12,550
Annual Contract —System Controls $ 3,000
10% Construction Contingency 36,000
Total Project Costs $433,785
And, move to approve additional funding from Unrestricted Net Position in the amount of $36,560; and
Move to adopt the proposed resolution approving the attached amendment to the Oakland County
Parks and Recreation Commission and Oakland County 4-H Fair Association Agreement for the
Springfield Oaks Activity Center HVAC Replacement Project, and forward it to the Oakland County
Board of Commissioners for final approval.
TFIIRD AMENDMENT TO THE AGREEMENT
BETWEEN
OAKLAND COUNTY PARKS AND RECREATION COMMISSION AND
OAKLAND COUNTY 4-H FAIR ASSOCIATION
This Third Amendment (3rd Amendment) is entered this day of 20_,
between the County of Oakland, by and through the Oakland County Parks and Recreation
Commission ("OCPRC"), located at 2800 Watkins Lake Road, Waterford, MI 48328 and the Oakland
County 4-H Fair Association ("Association"), located at 12451 Andersonville Road, Davisburg, Ml
48350.
BACKGROUND
A. The Parties entered into an Agreement on January 1, 2017 that provided the following: (1) lease
of the Springfield Oaks Administrative Building/Building E; (2) Cooperative Fair Agreement; (3)
license for indoor vehicle/boat storage; and (4) license for use of Springfield Oaks Activity Center
Kitchen (hereinafter " Original Agreement'),
B. The Parties entered into two amendments: (1) the 1"Amendment on May 25, 2017 for the re-
paving of certain grounds at the Springfield Oaks Activity Center and (2) the 2"d Amendment on
April 19, 2018 to assist with the costs and labor associated the Springfield Oaks Activity Center
water quality project, which included the following: (1) drilling of a new well; (2) electrical work
to operate the new well; and (3) construction of a new well house.
C. The Original Agreement, I" Amendment, and 2nd Amendment shall be collectively referred to as
the "Agreement."
D. OCPRC is in the process of replacing the heating, ventilation and air conditioning (HVAC) air
handler, condenser unit, and other equipment installed in 1971 used for building heating, cooling
and ventilation located in the Springfield Oaks Activity Center, including a new network data drop
to complete the park -wide Energy Management System upgrade.
E. The Association has offered to pay for a portion of the above -referenced project.
F. In consideration of the mutual covenants and benefits contained herein, the Parties agree as
follows:
31d AMENDMENT
§1. Descriution of Proiect and Association Fundine, OCPRC is in the process of replacing
the heating, ventilation and air conditioning (HVAC) air handler, condenser unit, and other
equipment installed in 1971 used for building heating, cooling and ventilation located in the
Springfield Oaks Activity Center, including a new network data drop to complete the park -
wide Energy Management System upgrade ("Project'). The Association will reimburse
OCPRC for the purchase and installation of a 50-ton Variable Air Volume (VAV) roof top
unit (RTU) in the kitchen area of the Springfield Oaks Activity Center, as set forth in the
below Section.
Page 1 of
3`d Amendment
FINAL VERSION
§2. Proieet Responsibilities.
2.1. OCPRC will perform all work associated with the Project.
2.2. OCPRC shall pay for all costs associated with the Project, provided that the
Association will reimburse OCPRC for all costs associated with the purchase and
installation of the 50-ton Variable Air Volume (VAV) roof top unit (RTU) in the
kitchen area of the Springfield Oaks Activity Center. OCPRC shall invoice the
Association such costs and the Association shall pay the invoice within thirty (30)
calendar days of receipt of the invoice. Notwithstanding any other provision, the
Association's obligation to reimburse OCPRC shall not exceed twelve thousand, five
hundred and fifty dollars ($12,550.00).
§3. Continuation of Aereement Terms and Conditions. All other terms and conditions of
the Agreement shall continue with full force and effect, except as modified herein.
§4. Entire Aereement. The Agreement and the 1st 2na and 3" Amendments constitute the
entire agreement and understanding between OCPRC and Association and supersede all
other prior oral or written understandings, communications, or agreements between OCPRC
and Association.
THE COUNTY OF OAKLAND:
IN WITNESS WHEREOF, David T. Woodward acknowledges that he has been authorized by the
County to sign this Agreement.
David T. Woodward, Chairperson,
Oakland County Board of Commissioners
WITNESS:
By:
THE OAKLAND COUNTY 4-H FAIR ASSOCIATION:
IN WITNESS WHEREOF,
authorized by the Association this Agreement.
WITNESS:
By:
Page 2 of 2
3`a Amendment
FINAL VERSION
Date
Date
acknowledges that she/he has been
Date
Date
Resolution #20573
November 19, 2020
Moved by Long seconded by Luebs the resolutions on the Consent Agenda be adopted.
AYES: Gingell, Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham,
McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack,
Gershenson. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the Consent Agenda were adopted.
I, GL
I HEM -BY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November 19,
2020, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac,
Michigan this 191h day of November, 2020. /[
Lisa Brown, Oakland County