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1 <br /> ORANGE COUNTY <br /> BOARD OF COMMISSIONERS <br /> ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: June 18, 2013 <br /> Action Agenda <br /> Item No. 5-w <br /> SUBJECT: Bid Award — Community Geothermal HVAC — Phase II <br /> DEPARTMENT: Asset Management Services, PUBLIC HEARING: (Y/N) No <br /> Financial and Administrative <br /> Services <br /> ATTACHMENT(S): INFORMATION CONTACT: <br /> 1) Certified Bid Tabulation Wayne Fenton, (919) 245-2628 <br /> 2) Agreement Jeff Thompson, (919) 245-2658 <br /> Clarence Grier, (919) 245-2453 <br /> David Cannell, (919) 245-2651 <br /> PURPOSE: To: <br /> • Award the bid and approve a construction agreement with Warren Hay Mechanical, <br /> Hillsborough, NC, in the amount of $1,579,193 for the installation of a geothermal HVAC <br /> system to replace the existing traditional HVAC systems at: 1) the Orange County Jail <br /> (excluding equipment serving the 1997 addition, which has been replaced during the past <br /> five years, but including adequate well capacity to serve this portion of the facility); 2) the <br /> District Attorney Building; 3) the Court Street Annex building; and 4) the Historic <br /> Courthouse; <br /> • Authorize the Chair to sign the agreement on behalf of the Board of County <br /> Commissioners ("BOCC"), subject to final review by the County Attorney; and <br /> • Authorize the Manager to execute individual change orders within the limit of the <br /> Manager's authority ($250,000) up to the extent of the project budget. <br /> BACKGROUND: On June 19, 2012 the BOCC approved funding for this project as part of the <br /> Board's approved Capital Investment Plan (CIP) for FY 2012-13. Project bid specifications, <br /> developed by the County's engineering consultant, Reece, Noland & McElrath, Inc. (RN&M), <br /> were issued on May 2, 2013 for bidding. Bids were accepted until 2:00 pm on May 23, 2013. <br /> Four bids were received (see Attachment 1, "Certified Bid Tabulation"). After review of the bid <br /> documents by Reece, Noland & McElrath, Inc., Warren Hay Mechanical was determined to be <br /> the lowest responsive, responsible bidder for this project. <br /> The Board-adopted FY 2010-11 Capital Investment Plan contemplated replacement of existing <br /> traditional HVAC systems at the four buildings included in this project with geo-thermal systems <br /> at an original estimated cost of $2,432,000, and was identified for completion during fiscal year <br /> 2012-13. After plans to develop a new County Jail by 2015-16 were proposed, Asset <br /> Management Services ("AMS") staff recommended completing all aspects of the proposed <br />