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Home My WebLink AboutPR 23305: REMOVAL AND REPLACEMENT OF HVAC AIRDUCT, SABINE PASS COMMUNITY CENTER Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Ron Burton,City Manager From: Adam J Saunders,Civic Center Dir RE: Proposed Resolution No.23305 REQUEST: The intent of this Agenda Item is for City Council to ratify the emergency replacement of the HVAC airduct insulation and system cleaning at the Sabine Pass Community Center. On 8/10/23 the City Manager signed an emergency memo, authorizing the replacement of the insulation at a cost of $109,156.00. The City Council approved Resolution No. 23-265 in June of 2023 for mold remediation and repairs at the Sabine Pass Community Center. The mold was initially determined to be from a waterline leak in the ceiling. During the remediation it was determined the moisture was also coming from the HVAC airducts. The insulation around the ducts has become brittle with holes and failures. This is causing moisture to leak from the duct onto the ceiling and into the building. It is also determined the HVAC system needs to be cleaned. This discovery caused the contractor doing the mold remediation and repairs to stop the repair of the building until the insulation was replaced on the ducts. The continued infiltration of moisture from the ducts makes it impossible to repair the area and creates an environment for mold. For these reasons the replacement of the insulation needs to be done without delay. INDUSTRIAL AND COMMERCIAL MECHANICAL of Beaumont, TX will do this work, through Buyboard cooperative contract # 638-21, for$109,156.00 out of account number 001-15-043-5312-00-20-000-. ANALYSIS/CONSIDERATION: The Sabine Pass Community Center requested emergency approval by the City Manager to replace the HVAC airduct insulation on 8/10/23. The City Manager signed and approved these repairs. It is requested the City Council ratify this emergency replacement authorization by the City Manager. RECOMMENDATION A resolution ratifying the City Manger's decision to authorize the emergency removal and replacement of HVAC airduct insulation and system cleaning at the Sabine Pass Community Center with a budgetary impact of$109,156.00. BUDGETARY AND FISCAL EFFECT Funds are available in 001-15-043-5312-00-20-000 STAFFING EFFECT None P.R. No. 23305 8/16/23 AJS PAGE 1 of 3 RESOLUTION NO. A RESOLUTION RATIFYING THE CITY MANAGER'S DECISION TO AUTHORIZE THE EMERGENCY REMOVAL AND REPLACEMENT OF HVAC AIRDUCT INSULATION AND SYSTEM CLEANING AT THE SABINE PASS COMMUNITY CENTER WITH INDUSTRIAL COMMERCIAL MECHANICAL OF BEAUMONT, TEXAS THROUGH BUYBOARD CONTRACT NO. 638-21 WITH A TOTAL BUDGETARY IMPACT OF $109,156.00; FUNDING AVAILABLE IN CIVIC CENTER ACCOUNT NO. 001-15- 043-5312-00-20-000. WHEREAS, the City Council approved Resolution No. 23-265 in June of 2023 for mold remediation and repairs at the Sabine Pass Community Center; and, WHEREAS, the initial determination of the cause of the mold in the building was attributed to a waterline leak in the ceiling; and, WHEREAS, during the remediation it was discovered moisture from the HVAC airducts, along with the waterline leak, was the source of the mold, and a need to clean the HVAC system; and, WHEREAS, the HVAC airduct insulation at the Sabine Pass Community Center has developed holes and failure in several locations throughout the building causing moisture onto the ceiling and into the building; and, WHEREAS, the holes and failure of the HVAC airduct insulation is causing moisture to continue to intrude in the building creating an environment that can cause additional mold, delay in replacing this insulation would be detrimental to the building; and, WHEREAS,on August 10, 2023, the City Manager signed an emergency memo (Exhibit "A"), authorizing the HVAC airduct insulation replacement and system cleaning by INDUSTRIAL AND COMMERCIAL MECHANICAL of Beaumont, Texas, through Buyboard cooperative contract# 638-21, in the amount of$109,156.00; and, WHEREAS, pursuant to Section 252.022(a)(3), this is a procurement necessary because of unforeseen damage to mechanical machinery, equipment, or other property. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct; and, THAT, City Council hereby ratifies the City Manager's decision to authorize the emergency replacement of HVAC airduct insulation and system cleaning with a total budgetary impact of$109,156.00 (Proposal attached as Exhibit "B") from Account No. 001-15-043-5312- 00-20-000; and, THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the Meeting of the City Council. READ, ADOPTED, AND APPROVED this day of , 2023 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: , Councilmembers: , , NOES: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Valecia Ti eno Ci Attorney APPROVED FOR ADMINISTRATION: Ronald Burton, City Manager APPROVED AS TO FUND AVAILABILITY: K Kandy Daniel, D. ector of Finance Clifto Williams, CPPB, Purchasing Manager EXHIBIT "A" MEMO Robert A. "Bob" Bowers Civic Center fGor PU 45 e c o^'t telG 3401 Cultural Center Drive IP 3 000 11 A Port Arthur, Texas 77642 409-985-8801 Date: 8/10/23 To: Ron Burton, City Manager CC: From: Adam J Saunders, Civic Center Director Subj: Emergency removal and replacement of HVAC air duct insulation at Sabine Pass Corn Ctr This memo is a request for your approval of emergency removal and replacement of HVAC air duct insulation at Sabine Pass Com Ctr. At the Sabine Pass Com Ctr Mold began to show up in the ceiling at the building. It was thought it was due to a water line leak in the ceiling. Signature Group got the bid to remediate and repair the areas in question. During the demolition, it was noted there was water coming from several HVAC ducts. After looking into it, it was determined there were several holes in the insulation on most of the ducts and virtually all the insulation on the ducts were holding water/moisture. Signature Group finished the demolition and got the environmental clearance needed to proceed with repairing the demolished areas. This cannot be completed until the insulation of the air ducts are removed and replaced (along with the cleaning of the ducts.) The attached items to this memo is the cost to remove and replace the air duct insulation ($102,000.00) and the cleaning of the ducts($7200.00.) My current budget does not have enough for such an expenditure, nor is my budget request for FY'24. Emergency Repairs are needed to prevent more moisture from these ducts(which will lead to more mold and require additional remediation.) Also, Signature Group will not be able to wait an extended period to complete the repair to the areas demolished for remediation. I am requesting your ov I of this work on an emergency basis. You signature below is approval of this request: Ron Burton, City Manager Date I I EXHIBIT "B" • CITY OF PORT ARTHUR—SABINE PASS COMMUNITY CENTER—ICM—CHAPMAN PROPOSAL TO REMOVE BAD SHEET METAL DUCT INSULATION AND INSTALL NEW DUCT INSULATION FOR AC SYSTEM. Industrial and Commercial Mechanical TACLA23943C I= MI 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 August 8,2023 For 0 45 e CITY OF PORT ARTHUR TEXAS O OD ` 9 4444T"STREET IPORT ARTHUR,TX177640 �on�•rgGt 4P 3 ATTN: Adam Saunders—MANAGER Subject: SABINE PASS CON. —ICM/CHAPMAN PROPOSAL TO FURNISH AND INSTALL NEW INSULATION ON AC DUCTWORK SYSTEM FOR THE SABINE PASS COMMUNITY CENTER. INDUSTRIAL COMMERCIAL MECHANICAL IS PLEASE TO FURNISH THE FOLLOWING FOR YOUR REVIEW A'St1 .W. Item QTY Description 1. 1 To remove and replace AC duct insulation at the Sabine Pass Community Center per request. CLARIFICATIONS 1.Chapman Ind purposes to remove all the existing fiberglass duct wrap 2.Seal all the existing duct work 3.Install new fiberglass duct wrap on the existing duct work 4.Remove the metal S/A and R/A drops and replace with duct board 5.Estimated 4 to 5 weeks to complete this work 6.Any damaged or bad metal duct found,would have an extra charge to repair or replace. ITEMS NOT INCLUDED IN PROPOSAL > Any Changes or Modifications,other than specified as part of proposal,or proposed scope of work. ➢ Any Changes or Work delays;due to problems beyond our control. ➢ Warranty of any items not furnished and installed by ICM > ANY ADDITIONAL REPAIRS THAT MAY BE NEEDED,WILL BE REPORTED TO MANAGEMENT FOR APPROVAL -BEFORE PROCEEDING WITH ANY ADDITIONAL REPAIRS. PRICE TO PERFORM THE PROPOSED WORK Labor $ 81,794.73 Materials $ 20,153.68 +.E ,ales Tax is Not Include.° THIS PROPOSAL IS VAUD FOR 30 DAYS-FROM THE DATE OF PROPOSAL !NDP.,USTRIAL P crwN.AFPe"p mFr•HAN!f7 Ic AN AWARDED VENDOR FOR B4'YPOARD CONTRACT#638-21. Thank you for your request for this proposal. We would appreciate the opportunity to provide these services.Please let me know if you would like to proceed with the proposed service repair,and what purchase order number we will utilize,for our billing for services. As always,we thank you for your business and the opportunity to provide our services. Regards, Jerry E. Johnson TACLA 23943CC—Regulated bi the Texas Department of Licensing and Regulation PO Bo,. l'_i ' Austin.TX 78711 1-800-803-9202.512-463-6599 IP, CITY OF PORT ARTHUR—SABINE PASS COMMUNITY CENTER—ICM—POWER VAC AMERICA PROPOSAL TO PROVIDE CLEANING OF DUCTWORK SYSTEMS AT SABINE PASS COMMUNITY CENTER. Industrial and Commercial Mechanical TACLA23943C d INA 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 August 8,2023 CITY OF PORT ARTHUR TEXAS �O D Gt f e 444 4TH STREET I PORT ARTHUR,TX 177640 �'/�1/,1,j, 449t. OV D [ �� ATTN: Adam Saunders—MANAGER �y Subject: SABINE PASS COMMUNITY CENTER—ICMJPOWER VAC AMERICA-PROPOSAL TO PERFORM CLEANING OF DUCTWORK SYSTEMS AT SABINE PASS COMMUNITY CENTER. Jerry Johnson ICM Phone: 409-842-3737 4445 Westpark Avenue Mobile: 409-658-8797 Beaumont,Texas 77705 Email:jjohnson@ic-mechanical.com RE: HVAC SYSTEM CLEANING—Sabine Pass Community Center Jerry: We look forward to working with you to provide a successful project. Power Vac America is a certified member of NADCA, a member of the Indoor Air Quality Association, and a licensed Air Conditioning Contractor(as required by the state of Texas). Please accept this letter as a formal estimate from POWER VAC AMERICA for the cleaning of the two (2) air handler units and their associated ductwork serving the above referenced facility located at 5262 South Guifwway Drive, Sabine Pass., Texas, 77655. THE CLEANING SHALL CONSIST OF THE FOLLOWING: • Clean the interior of the air handler cabinets. • Clean blower assemblies. • Clean blower plenum. • Clean the coils. • Clean the interior of the return ductwork. • Clean the interior of the supply ductwork. • Clean the return grilles and supply diffusers. • INCLUDED IN THIS QUOTATION IS THE COATING OF THE INTERNALLY LINED PORTIONS OF THE AIR HANDLER UNIT AND THE INTERNALLY LINED PORTIONS OF THE SUPPLY DUCTWORK WITH CARLISLE PRODUCTS RE-500 RESURFACING COATING. I ACLA 23943C—Regulated by the Texas Department of Licensing and Regulatim: PO Box 1215- Austin.TX 7871 I I-800-803-9202.512-463-6599 CITY OF PORT ARTHUR—SABINE PASS COMMUNITY CENTER—ICM—POWER VAC AMERICA PROPOSAL TO PROVIDE CLEANING OF DUCTWORK SYSTEMS AT SABINE PASS COMMUNITY CENTER. THIS WILL HELP PREVENT THE FUTURE GROWTH OF FUNGUS AND BACTERIA AS WELL AS FURTHER DEGRADATION OF THE INTERNAL LINER. Cleaning Process *: The cleaning will be performed in accordance to the National Air Duct Cleaners Associations (NADCA)ACR 2021 standards. • The interior of the air handler units are manually cleaned using HEPA filtered contact vacuum machines. The coils, blower,blower assembly, and drain pans are all manually cleaned on an access permitting basis. • Using our portable collection units,the ductwork is put under negative pressure. This creates a strong reverse air flow to evacuate dislodged foreign matter from the system. Collection units that exhaust inside are HEPA filtered. • Appropriate access openings will be provided and existing openings through diffusers and flex duct taps will be used to gain access into the ductwork for the cleaning process. • The interior of the ductwork will be cleaned using rotary power brushes, compressed air brushes and air washing, and/or contact vacuuming using HEPA filtered contact machines. • All return grilles and supply diffusers will be cleaned. • The internally lined portions of the air handler units and supply ductwork will be coated/sealed with Carlisle Products RE-500. • All access openings will be closed and sealed. All work will be performed at mutually agreeable times. ***The City of Port Arthur will provide any security services needed, water, electrical power, and disarming of any smoke/fire detectors. ICM-POWER VAC AMERICA; offers the following estimate to perform this work. $ 7,206.67.00 sales tax is not included. INDUSTRIAL&COMMERCIAL MECHANICAL IS AN AWARDED VENDOR FOR BUYBOARD CONTRACT#638-21. Payment terms—Net 30 days. All prices are subject to the appropriate sales taxes, resale certificate or certificate of exemption. All material is guaranteed to be as specified and the work is to be performed in accordance with the specifications submitted in this proposal and completed in a workmanlike manner. Any changes to the above scope will be agreed to with a written change order. We are looking forward to working with you on this project. Yours truly, GSA Contract: GS-21F-017GA Doug Long, ASCS HUBZone Certificate Number 55973 dlong(a powervacamerica.com *Power Vac America's cleaning process is considered proprietary information and should not be shared with any of our competitors. TACLA 23943C—Regulated be the]exits Department of Licensing and Regulation PO Box 121 7 Austin.TX 78711 1-800-803-9202.512-463-6590