Okaloosa County BOCC — April 7, 2015 — Final Payment on New Jail Chiller — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 7, 2015 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: Final Payment on New Jail Chiller DEPARTMENT: Facility Maintenance BCC DISTRICT: 1 STATEMENT OF ISSUE: Requests BCC approval to Pay to WD Rogers Mechanical Contractors, Inc. the Final Invoice Amount of $30,227.00 for the New Chiller at the County Jail. BACKGROUND: In Fiscal Year 2014, the main chiller at the county jail was over 20 years old. It had been overhauled multiple times and had suffered multiple major components failures over the years. It had exceeded its predicted useful life expectancy. The chiller's replacement first appeared on Facilities Maintenance's 5-Year CIP in FY '07. Replacement of the chiller was approved by the Board and funded in FY '14. By the time the purchasing process had completed and the new chiller fabricated, it was late in the summer of 2014. Taking the A/C off line for several days at the jail during the hottest time of the year was not a viable option. WD Rogers proposed to install the new chiller alongside the existing chiller in a temporary location, so that it could be used as a back-up to the existing chiller. Their proposal including doing this work immediately and then planning an appropriate time after the first of the year, when the weather was much cooler, to remove to existing chiller and relocate the new chiller to its permanent location. WD Rogers agreed to the modified work plan at the same contract price. This work plan was agreed to by Facilities Maintenance and phase 1 was completed in 2014. As agreed, WD Rogers returned to the jail when the weather permitted and relocated the new chiller to its permanent location. The work of the base contract has been completed and final payment to WD Rogers Mechanical Contractors, Inc. is recommended by Facilities Maintenance. OPTIONS: Approve Final Payment in the amount of $30,227.00 to WD Rodgers Mechanical Contractors, Inc. for the New Chiller at the County Jail. Authorize Transferring $30,227.00 from 301 Capital Outlay Fund -3110 Capital Outlay Projects -562190 Account to 301 Capital Outlay Fund - 3120 Capital Outlay Project Projects - Public Safety - 562245 Account Jail- Replace Chiller to be used to pay the Final Payment to WD Rogers Mechanical Contractors, Inc.; or, Authorize Transferring $30,227.00 from General Fund Reserves or another funding source that the Board Deems Suitable to be used to Pay the Final Payment to WD Rogers Mechanical Contractors, Inc. RECOMMENDATIONS: Approve payment to WD Rodgers Mechanical Contractors, Inc. for the final invoice amount of $30,227.00 for the new chiller at the County Jail and to transfer $30,227.00 from 301-3110-562190 to 301-3120-562245, or from such other funding source as the Board deems appropriate. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator