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Home My WebLink About12-08-2008 Library Commission Agenda Packet City of Saratoga Library Commission Special Meeting DATE: December 8, 2008 TIME: 12:00 p.m. LOCATION: Saratoga City Hall Administrative Conference Room 13777 Fruitvale Avenue Saratoga, CA 95070 Commissioner Sam McBane Mulford will be participating by phone from the following location: PALM SPRINGS PUBLIC LIBRARY 300 S. Sunrise Way Palm Springs, CA 92262 1. Call to Order 2. Roll Call: Chiou, Lemmon, Khan, McBane Mulford, Nilan 3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on December 4, 2008. 4. Accept Agenda Items and Order: No additional items may be added pursuant to Government Code Section 54954.2. 5. Oral & Written Communication: Any member of the public may address the Commission about any matter not on the agenda for this meeting for up to three minutes. Commissioners may not comment on the matter, but may choose to place the topic on a future agenda. 6. Fiscal Year 2008/09 Budget Amendment for the Library Capital Improvement Fund 7. Adjournment In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability‐related modification or accommodation to participate in this meeting, please contact the City Clerk’s Office at 408.868.1269 or ctclerk@saratoga.ca.us. Requests must be made as early as possible and at least one full business day before the start of the meeting. Library Commission Agenda Note: In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Library Commission by City staff in connection with this agenda are available at the office of the City Manager at 13777 Fruitvale Avenue, Saratoga, California 95070. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Manager at the time they are distributed to the Library Commission. Certificate of Posting of Agenda: I, Crystal Morrow, Administrative Analyst for the City of Saratoga, declare that the foregoing agenda for the meeting of the Library Commission of the City of Saratoga was posted on December 4, 2008 at the office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at http://www.saratoga.ca.us/boards‐commissions/library/index.html. 6 November 2008 Ms. Christi Berger SANTA CLARA LIBRARY ADMINISTRATION 14600 Winchester Los Gatos, CA 95032 Re: Saratoga Library – Mechanical Review Ms. Berger: Thank you for this opportunity to work with your office. Our observations and thoughts are as follows. Should you like to review with other staff members, please advise and we will schedule a meeting. Mechanical Drawing Observations 1. The plans prepared by Mechanical Design Studio, Inc. dated 21 October 2001 appear reasonable. 2. Not able to review the project specifications, Operation and Maintenance Manual, Test and Balance Report or product submittals. Could not locate a temperature control sequence of operation. Field Observations 1. Boilers have failed due to low temperature operations. Installed equipment and piping configuration must be revised to prevent low temperature water from returning to the boilers. 2. Building controls are from various manufacturers and may not communicate. Without a sequence of operation, it is not possible to determine how the system was intended to operate. This is not good now, and will continue to plague the facility until rectified. 3. High ceilings in the Library allow for a significant amount of stratified heat. 4. Fire Alarm: User reports multiple false fire alarm incidents with the duct mounted smoke detectors being the cause. Maintenance Contractor reports original construction used photoelectric area type smoke detectors. Such detectors can be UL Listed for such an application, but UL Listing can’t be verified in this case without submittal data. Recommendations 1. Replace both boilers and flues. The specified boilers can work, but they are not designed to be operated with low temperature return water. Current control allows this and the piping configuration can’t stop it. At a minimum, must add ‘tempering valves’ across the boiler Saratoga Library Mechanical System Review 6 November 2008 Page 2 of 2 inlet/outlets(s). These boilers are only 80% efficient and they are the lowest first cost (cheap) boiler available. The least expensive solution. 2. If higher energy efficiency, or a lower life-cycle cost boiler is desired, a different boiler technology will be required, and those boilers may not fit on the (e) equipment platform. There is space available adjacent to the pump station for new boilers. Most high efficiency boilers are not designed for outdoor installations. The lowest life-cycle-cost solution. 3. Reinstall the sheet metal covers on the primary pumps. Failure to do so before the rain season will destroy the motors. Best solution would be to replace motors with totally enclosed fan cooled motors. 4. Controls: Overhaul temperature control system so that communications between each controlled device and between the system and the web is verified and available. Johnson Controls, Inc. is part of the system and probably the system to use and expand. Create (or locate and review) a sequence of operations for the building. This will be necessary for the DDC system expansion. 5. Add ceiling fans in all high bay areas as a means to lower energy costs by reducing the stratified heat. Need to select style and identify the extent of the mod. 6. Fire Alarm: Either service (clean) detectors at a frequency that prevents false alarms or replace detectors with ionization type detector which is less prone to such failures. Engineer’s comment: single story facility with numerous exits is not going to require a smoke control system that relies on no-flow type smoke detectors. Also, verify that the air handling unit filters are doing a complete job cleaning the air. Libraries are great sources for dust. Perhaps a different technology or higher filter efficiency should be considered. Next Step Please review this report for consistency with your needs. When done, please contact the writer and we’ll schedule a meeting to review specific features, design documents, maintenance tasks and District requirements.. Sincerely, LIST ENGINEERING COMPANY Ronald M. Blue, PE Principal 1 December 2008 Ms. Christi Berger SANTA CLARA COUNTY LIBRARY 14600 Winchester Blvd Los Gatos, CA 95032 Re: Saratoga Library HVAC System Improvements Dear Christi, Thank you for this opportunity to continue working with your office. We have reviewed the project data and are pleased to submit this proposal. This proposal represents Task 2 of our original proposal. General Provisions: • Product of service: construction documents and support for use in replacing two roof mounted boilers, adding ceiling fans and improving the temperature controls consistent with the LEC report dated 7 November. • Technical specifications by LEC. Division 1 specification by the Owner. Mechanical • Design replacement of two roof mounted boilers including piping and pumps. • Design the addition of ceiling fans in side the library after reviewing locations with your office. • Provide a control sequence of operation for use in completing the controls upgrade. Electrical • Provide power for ceiling fans and boiler replacement revisions. LEC will be using Fehr Engineering Company for this part of the project. Construction Phase: • Assist Owner during the construction process, submittal reviews, respond to RFIs, project reviews and close-out. Special Features: • Proposal relies on adequate electrical power available for the additional ceiling fans. • Proposal is based on producing a set of plans for a single project. Should the Owner need to split the project into multiple projects, additional fees will be necessary. Items Not Included At This Time: • Hazardous materials mitigation. • Structural calculations, should they be required. • Architectural details, should they be required. • As-built drawings. • Bulk printing. Design Fee: • CDs: Fixed fee, $25,800. • CA: Hourly, estimated to be $6,000 Saratoga Library HVAC System Improvements 1 December 2008 Page 2 of 2 • Reimbursable expenses will be invoiced at cost plus 15% and are estimated to be $1,000. Thank you for your confidence in List Engineering Company. Please call should you have any questions after reviewing this proposal for consistency with your requirements. Sincerely, LIST ENGINEERING COMPANY Ronald M. Blue, PE Principal Project: Saratoga Library Location: Saratoga, CA Client: County of Santa Clara Description: ITEM # DESCRIPTION QUANTITY UNIT COST/UNIT TOTAL Controls Materials and Labor 1 lot 50,000.00$ 50,000.00$ Ceiiing Fans Provide (n) ceiling fans w/ electrical 36 each 1,000.00$ 36,000.00$ Smoke Detectors Replace 50 each 300.00$ 15,000.00$ Boilers Remove (e) boilers 2 each 1,000.00$ 2,000.00$ Revise (e) hydronic piping 1 lot 2,000.00$ 2,000.00$ Replace primary pumps 2 each 1,200.00$ 2,400.00$ Revise gas piping 1 lot 2,000.00$ 2,000.00$ Provide drain 1 lot 750.00$ 750.00$ (N) PK Mach boilers 2 each 16,700.00$ 33,400.00$ Labor for installing boilers 1 lot 15,000.00$ 15,000.00$ Equipment rental 1 lot 5,000.00$ 5,000.00$ Start-up, testing, warranty, training 1 lot 10,000.00$ 10,000.00$ TOTAL MATERIALS AND LABOR 173,550.00$ Contingency @ 10%17,355.00$ Overhead and Profit @ 25%47,726.25$ TOTAL 238,631.25$ Estimate Date 12/03/2008 08060.00 RB LEC Job No. Prepared By: Checked By: Page 1 of 1