Title
Approval of Task Order No. 30 under Services Agreement No. AGR22-18a with All-Rite Construction, Inc. in the Amount of $570,281.16 plus Applicable Gross Receipts Tax for Justice Center Computer Room Air Conditioning System Improvements and Establish a Project Budget in the Amount of $790,000
Recommended Motion
I move that Council approve Task Order No. 30 under services agreement no. AGR22-18a with All-Rite Construction, Inc. in the amount of $570,281.16 plus applicable Gross Receipts Tax for Justice Center computer room air conditioning system improvements and establish a project budget in the amount of $790,000.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The Los Alamos County Emergency Dispatch Server Room is located at the Police Department within the Justice Center. This Server Room houses critical communication equipment supporting the 911 Emergency Response System, Computer Aided Dispatch System, National Crime Information Center Communication Server, and other public safety communication systems.
The Computer Room Air Conditioning (CRAC) unit serving the Dispatch Server Room is nearing the end of its expected service life. Although it is still functioning as intended, Facilities staff are concerned about the feasibility of repairing it in the event of a failure. Replacement parts and technical support for this model are increasingly difficult to obtain.
Data Aire, Inc., the manufacturer of our existing unit, is no longer in operation. The emergency communications equipment in the Dispatch Server Room cannot function reliably without adequate air conditioning. Additionally, there is no cooling redundancy should the current CRAC unit fail or be unable to return to service promptly. This presents an opportunity to implement the necessary upgrades, improvements and redundancy to the Dispatch Server Room’s cooling systems.
To address these issues, the County engaged Lloyd and Associates Architects, P.A. to develop construction documents for the CRAC unit replacement and the installation of a backup air conditioning system. Their services, which include construction administration, were secured under Task Order No. 9 of On-call Services Agreement AGR22-21d.
County staff requested a proposal from one of its on-call construction contractors, All-Rite Construction, Inc., to complete this project. After review, staff determined that All-Rite’s proposal includes all necessary labor, services, equipment, and materials to execute the work in accordance with the construction documents. The proposed scope also includes upgrades to the building automation system that manages all HVAC operations at the Justice Center. In addition, the scope provides improvements to the server room flooring and lighting, as well as installation of a thermal containment curtain to enhance cooling efficiency and protect the thermal integrity of the communications equipment.
With this proposal at hand, staff prepared Task Order No. 30 under Services Agreement AGR22-18a to Upgrade and Improve the Dispatch Computer Room Air Conditioning System and Upgrade the Building Automation System at the Justice Center in the amount of $570,281.16 plus applicable gross receipts tax. See Attachment A. Staff also prepared the project budget which is included in this staff report as Attachment B.
All-Rite Construction, Inc., has provided excellent services to the County with previous projects such as the electrical updates at Ashley Pond, the installation of electric golf cart infrastructure, and rain drainage improvements at the Justice Center. In addition, All-Rite Construction, Inc. is also experienced with the background checks and safety protocols required from contractors performing work at the Police Department.
Upon approval of Task Order No. 30, County staff will provide notice to proceed for this project. The construction has been sequenced to maintain the Dispatch Server Room in operation during the conduction of this project. First, the existing CRAC unit will remain in operation while the backup air conditioning unit is installed. Once the backup unit is in operation, the contractor will proceed with the removal of the existing unit and installation of the new CRAC unit. The Police Department Consolidated Dispatch and the Deputy Emergency Communications Center Managers have participated actively in the project throughout design and the sequencing of construction.
Alternatives
Council could choose not to approve the agreement and postpone or cancel the project. However, the existing unit is nearing its service life placing the operation of vital emergency communication equipment at risk.
Fiscal and Staff Impact/Planned Item
Funding for the project is programmed and budgeted in the FY2025/2026 Major Facilities Maintenance Fund (MFM). The total project budget is $790,000 which includes contingency for any unanticipated conditions (Attachment B). Public Works Capital Projects staff will oversee the project in coordination with Police Department staff. No other staff or budget impacts are anticipated.
Attachments
A - Task Order No. 30 - AGR22-18a
B - Project Budget Spreadsheet