Cluster Training - Public Works Topic

Cluster Training - Public Works Topic Interpretation of Public Works SUAM 9003: Public Works Construction Contracts “Public works involve the erection, construction, alteration, painting, repair, or improvement of any state structure, building, road, or other state improvement of any kind.” SUAM 9701: Categories of Public Works Projects :01 Minor Capital Outlay :05 Day Labor :02 Special Repair/Plant Repair :06 Major Capital Outlay Projects :03 Repetitive Work Projects (JOC) :07 Design Build Major Capital :04 Emergency Construction Outlay Projects Projects :08 CM at Risk SPECIAL CASES AND CONCERNS :02 Special Repair/Plant Repair “Examples of repair projects, regardless of cost, are repainting a facility, re-roofing, electrical repairs, plumbing repairs, road repairs, and also replacement of deteriorated equipment such as motors, boilers and chillers”. CASE STUDY NUMBER ONE :04 Emergency Construction Projects “The emergency must be due to an act of God, such as earthquake, flood, storm, fire, landslide, public disturbance, vandalism, or other unexpected cause, which results in damage to a state-owned building, state-owned real property, or any improvement thereon, and immediate work and remedial measures are required to protect the public health, safety, and welfare. This might include emergencies such as an unforeseen power failure that would cause serious dislocation or material disruption of the campus education mission. …. However, unless there is an immediate threat of damage or injury to persons or property, the campus shall make an effort to secure at least three written bids on such contracts, awarding the contract to the lowest bidder. Note that even in an emergency, some form of bidding (“informal”) is required. Hiring a contractor without bidding is not authorized.” Case Study Number Two and Three Low Value Projects Other projects which are over the $5,000 limit Case Study Number Four

Discuss and conclude for each case –

 Process Discussions o Would you classify this case as Public works? o Are all Minor Cap? o Would you modify in any way either the requisition or the processing? o What concerns you on each case? o Do you ever split equipment from labor and use a SO? o Do you utilize SB/DVBE and how? o Do you utilize JOC and how? o Do you have any campus only procedures? o Do you modify the PW paperwork  Bonds  Notice of Completions  Etc

 Protests Discussions: o Campus examples (each campus bring at least one) . What has been protested . How has it been resolved . What was the ‘take-away’ from the experience

 DVBE o How are you responding to new requirement? o Campus Examples on Bidding Timelines (each campus bring one)

Cluster Training - Public Works Topic Sample Cases

Case Study Number One: Repair/Replace Coils The facilities maintenance group submitted a requisition for repairs to replace (4) existing leaking heating coils with identical replacements. The requisition is for the units and labor and is valued at approximately $6000. The department reports that it is not an improvement and there are no changes or modifications to the design. They also obtained an additional informal quote for $ 16,000 which was about $ 10,000 above the submitted requisition.

The coils stand alone and are not part of a Boiler and/or Chiller as Boilers and Chillers are Public works. They define these re-heat coils as parts just like a circulating pump is a part to a heating system, and therefore state it is not a part of a piece of equipment. They also give an example of heating coils that are pieces of equipment such as a heating coil in an Air Handler which they agree are PW for a change-out or upgrade, but insist the ones on the requisition are very little and are housed in offices far away from the boiler or Air handler.

Cluster Training - Public Works Topic Sample Cases

Case Study Number Two: (note: it is not usually the Dramatic Emergency which is difficult to evaluate but variations on emergencies. These cases represent the variations.) Emergency Repair to an Existing Air Conditioner

The facilities maintenance group submitted the following emergency justification:

EMERGENCY JUSTIFICATION Project: Replace Chiller Barrel Contractor: ABC COMPANY Dollar Amount: $30,000.00

1. When and where did the emergency occur? Building 21 was under construction this summer for new bathrooms and all the mechanical systems were turned off. Last week we discovered that the air conditioner was not working, and after investigating the problem, it was discovered that the chiller barrel needed to be replaced.

2. Nature of emergency (explain): The existing air conditioning system was installed in 1961, and has been in service for 48 years. The existing chiller barrel, the cooling component of the air conditioning system, is leaking and needs to be replaced.

3. Was there an immediate threat of damage to persons or property? Yes_ X_ No___ If yes, explain: The current ambient outside temperature trending at approximately 100 degrees, this is a health and safety issue for our residents who will be moving in on September 20th.

4. What actions were taken? Were more than one contractor contacted for estimates? If so, attach written quotes. If not, explain why other contractors were not contacted.

We received three quotes, two to replace the existing air conditioning system: ABC Company - $77,000.00 and XWZ Systems - $71,200.00; and ABC Company for just the chiller barrel for $30,310.00.

ABC Company can secure a replacement chiller barrel in 5 days and will be able to install the new chiller barrel next week, prior to move in on the 20th of September. Cluster Training - Public Works Topic Sample Cases Case Study Number Three: Emergency Repair for Valve Replacements - The facilities maintenance group submitted the following emergency information and background detail:

 July 22nd Department requested approval from their manager to purchase items from Vendor. The plumbing shop was informed by the contractor performing the lower domestic reservoir project that two water shutdowns would need to be scheduled. First shutdown on Thursday July 23rd and the second sometime in mid-August, which allows time to request valve replacements and wait for a PO to be created for the supplier. Noted that there could potentially be a problem with the valves required for a scheduled shutdown, but was not deemed as an emergency at that time. The valves appeared able to give the needed shutdowns; but due to the age and outside condition of the valves we could not depend on any future shutdowns. Plan on replacing them during the second shutdown in August.

 Wednesday July 22nd. In preparation for the shutdown on July 23rd there is work required on Wednesday afternoon. This work is to control runoff from the main pump transmission line and lower it to a level requiring slow drainage as not to cause pipe slip / separation and have water off early Thursday morning July 23rd for the contractor.  Approximately 2:00 p.m. Wednesday July 22nd notice valves were not shutting down all the way; called vendor at approximately 2:30 p.m. to find out how quickly valves could be delivered, and communicating to vendor we are in an emergency situation.

 Thursday July 23rd valves delivered; but did not have restraints and mounting hardware, canceled shutdown while trying to control water flooding into Cistern. Late July 23rd made provision with hosing to control flooding and pumped reservoir over weekend to maintain a safe water level for fire protection & protect against contamination.

 Monday July 27th exposed existing piping and bad valves and began emergency repair. There wasn’t a delay between receiving materials and making the emergency repair, while maintain water quality, reservoir storage for potable usage and fire safety, and supporting the contractor. Value $6,000 Case Study Number Four:

BioDiesel Tank Automation System

Vendor shall furnish materials, design, permitting and labor as specified herein to perform the following phases of work:

 Wiring - Upon receipt of proposal authorization, vendor will determine if existing wiring can be utilized to hard wire communication between BioDiesel tank and the existing Veeder Root Machine and the existing site controller.

 Conduit needed will also be installed by vendor

 Prior to permit application submission, vendor will provide the designated project representative with electronic copies of the completed drawings and specifications for review and acceptance. Following review and acceptance, vendor will submit permit drawings to local Building, Fire, Air and CUPA Departments for review and permitting.

 Automation - New equipment will be provided by vendor in order for site controller to have capability of BioDiesel tank communication. Vendor will also provide new pulsar for BioDiesel tank dispenser.

 It is proposed that the fee for performance of the UST installation and UST removal outlined in scope of services herein is determined on a fixed price basis as provided below: (The cost below reflects non-prevailing wage rates) Equipment: $2,250.00, Labor: $7,750.00, Sales Tax (9.75%): $219.00

Project Total: $10,220.00