Christ Church Heating, Ventilation & Air Conditioning ...

Christ Church

Heating, Ventilation & Air

Conditioning (HVAC)ProjectConditioning (HVAC)Project

System Procurement Overview

Forum November 10, 2013

1

System Overview

• Most comprehensive and expensive systems we own

• Church & Parish House have several systems that together provide A/C, heating, and limited ventilation

• Main systems date from 1950 and the 1987- 89 remodel efforts• Main systems date from 1950 and the 1987- 89 remodel efforts

• Church: water from boiler room and Meade cellar used to heat and cool both the church and the Parish House

• Parish House – First floor offices use window AC units and radiant floor heating

– Auditorium has independent cooling system and uses forced air heat

– Additional spaces are cooled and heated with forced air system

2

Diagram of the HVAC system components

3

Why replace the HVAC system

• Systems antiquated, unreliable, and components are failing

• Outside technical expertise required to manage controls

• Can not adequately control temperature and humidity – impacts • Can not adequately control temperature and humidity – impacts piano, organ, and church interior

• Single mode system – either heat or air conditioning

• Poor ventilation control

• Controls are mechanical – no central monitoring or control

• System is not very effective or efficient4

HVAC Replacement Timeline

• May 2011 - Increasing number of system failures

• Fall 2011 - Vestry authorized an engineering study

• Mar 2012 - Engineering consultant study recommended replacing the HVAC system

• Apr 2012- HVAC study group began bi-weekly meetings• Apr 2012- HVAC study group began bi-weekly meetings– Evaluated system problems

– Developed an acquisition plan – vestry approved Oct 2012

– Developed a Request For Proposal – vestry approved – Nov 2012

• Dec 2012 – RFP Issued

• Mar 2013 - Selected RM Thornton as the design-builder

• May 2013 – Began development of system design

5

Where are we now

• Full design received 5 Nov 13

• Initial estimate in hand now

• Guaranteed Maximum Price Due 15 Nov 13

• Funding plan – 3 sources

– Church contingency planning fund - reserve fund

– Foundation yearly allocations to the church

– Capital Campaign

• Need a loan as a cash management tool

6

Phased Construction Plan

• Phase 1 – replace chiller and cooling tower

– Cost = $ 793,000

– Estimated 3 months work – mostly in basement & FH roof

– To have AC by Easter - we need to have a contract by 1 Dec 13– To have AC by Easter - we need to have a contract by 1 Dec 13

• Phase 2 – Church systems

– Cost = $ 365,000

– Replace air handlers in tower & basement + new ceiling vent

– Estimated 3 months work

– Will require us to be out of the church for 2-14 weeks

7

Phased Construction Plan, cont.

• Phase 3 – Memorial Parish House

– Cost = $ 435,000

– Replace boiler, auditorium AC unit, remove crows nest storage area, & install new system duct work

– Estimated 6 mo. work in main office area, basement and – Estimated 6 mo. work in main office area, basement and auditorium

• Phase 4 – Old Parish House

– Cost = $435,000

– Replace remaining equipment and replace system duct work

– Estimated 6 mo. work in Meade Room and upstairs offices

8

Project Risks

• City Permits – Low - medium

– Need to be on city calendar for their 18 Dec meeting

– Only minor exterior changes

– Need to upgrade electrical system

• Unknowns

– Lead paint, asbestos, mold, building structure

– Other ?????

• Price – low risk due to contractor GMP

9

What will the new system bring us?

• Will get our air conditioning working

• Greatly improved HVAC system reliability

• Ventilation for church and Parish Hall

• Fully automated controls

– Automated system controls

– Ability to control most spaces separately

• Improved maintainability

• Improved energy efficiency

10

Project Installation Schedule & Funding

Option WhatConstruction

dates

Project

Cost

Reserve $

Available

For Build

Foundation

Property

Allocation

Available

Loan

Needed

Capital

Campaign

Funds

Needed or

Received

Date(s)

Funding

Required

Comment

528,000 100,000 Available December 2013

Phase 1

Install new chiller and

cooling tower - est. ~3

months

Jan - Mar 2014 792,523 0 0 164,523 Jan - Mar 2014

7-8 Weeks lead time required to order

equipment requires signing a contract in late

November 2013

Church AHU's, and

11

Phase 2

Church AHU's, and

vent changes - est. ~ 3

months

Jan - Mar 2014 363,535 100,000 428,058 Jan - Mar 2014 Need loan in place by Jan 2014

PM Costs Thru March 15,000 443,058Needed Feb &

Mar 2014

To do Phases 1 & 2 consecutively we will draw

from the loan funding by April 30th

Phase 3

Memorial Parish

House - est. ~ 6

months

May-Jul 2014 434,846 877,904Loan requirement assuming no new funds

from capital campaign

Phase 4Old Parish House - est.

~ 6 monthsAug-Oct 2014 434,846 100,000 1,212,750

Loan requirement assuming no new funds

from capital campaign

PM and Commission

Testing CostsMay-Oct 2014 15,000 1,237,750 1,237,750

Loan requirement assuming no new funds

from capital campaign

Total Project Cost 2,055,750

Note 1: PM cost are estimates only and are based on how fast the project proceeds

Note 2: The funding requirements here assume no capital campaign funds are raised before Oct 2014. Result we need a loan of ~$1,250,000 and Capital Campaign to pay this off.

Note 3: All figures are ± 20% now but we will have the Guaranteed Maximum Price (GMP) NLT 15 November

Comments and Questions ?

12