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Home My WebLink About2022-02-22-minutes-solid-waste-study-session-KITTITAS COUNTY SOLID WASTE STUDY SESSION MINUTES BOCC CONFERENCE ROOM, 205 WEST 5TH ROOM 108 — ELLENSBURG Special Meeting TUESDAY 1 1:30 PM February22, 2022 Board members present: Laura Osiadacz, Chairman, Cory Wright, Vice -Chairman and Commissioner Brett Wachsmith. Others: Patti Stacey, Lisa Lawrence. Meeting called to order at 1:31 p.m. Review and discuss McKinstry's proposal for Courthouse HVAC: Patti presented the Board with two documents from McKinstry. 1) Investment Grade Audit Proposal dated January 18th, 2022, and 2) Scope Narrative with ROM Estimate for Kittitas County Courthouse dated February 8th, 2022. Discussion was held on the condition of the units, the cost to fix compared to the cost to replace some or all the units. Patti will check on the cost of parts and if they are available and bring more information to the next meeting. Review DLR Schedule and Updates from Department Meetings: Patti presented the Board with the DLR Schedule. Discussion was held on how tight the schedule is and if the Board would be ready to go out for a bond by February of next year. Patti informed the Board that she would go over the analysis at the next meeting of Department needs, that Carly is working on a public survey. Patti informed the Board that they would have a better cost idea after the March meeting. Further discussion including building additional office space to suit for long term lease agreements to help offset costs, a Law and Justice Center and if the County is required to have a jail or a minimal facility. OTHER BUSINESS: A brief discussion was held on the Mobile Home Park and clean up efforts. Meeting adjourned at 2:10 p.m. KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON �-X C)-/) Lisa/Lawrence / Laura Osiadacz, Chairman 2022-02-08 MINUTES KITTITAS COUNTY COMMISSIONERS Solid Waste Study Session Special Meeting Tuesday February 22, 2022 -1:30 PM BOCC Conference Room/WebEx 205 West 5th Room 108 - Ellensburg 1. Call to Order 2. Review and Discuss McKinstry's proposal for Courthouse HVAC 3. Review DLR Schedule and Updates from Department Meetings 4. Other business 5. Adjourn Created on 2/15/2022 3:08:49 PM Q!Ttry850 E Spokane Falls Blvd #100 • SPOKANE, WA 99202.509.747.3389 • mckinstry.com Bulidiug January 18th, 2022 Patti Stacey 205 W 5" Ave STE 108 Ellensburg WA, 98926 Subject: Investment Grade Audit Proposal I Kittitas County Energy Upgrades Dear Patti Stacey: McKinstry Essention, LLC (McKinstry) is pleased to propose an HVAC upgrade project for the Kittitas County Courthouse in response to recent discussions between McKinstry and county representatives. Based on those discussions, we understand the county is interested in improving indoor air quality and replacement of equipment that is operating past its useful life. PROJECT DESCRIPTION This proposal will provide the guidelines for which McKinstry will provide the following tasks: 1. Complete an Investment Grade Audit (IGA) study analysis associated with the following building: a. Kittitas County Courthouse— Upgrade rooftop RTU's with new equipment and provide economizer air. 2. Develop a comprehensive Energy Services Proposal for the identified systems and issues below. Initial scoping concepts below will be vetted during the Investment Grade Audit: a. Kittitas County: General Scope Description: The county has a number of end of life gas/DX RTU's that are not capable of providing outdoor air to improve indoor air quality. The existing facility is expected to be replaced in the near future but the HVAC system needs to be upgraded to ensure that it will last until the new facility is constructed. The existing gas/DX units will need to be upsized to handle the additional heating/cooling load that comes with providing ventilation air. This will also increase the electrical load. Original drawings exist but don't represent the current electrical or HVAC system. There will need to be on site as -built work by the mechanical and electrical engineer to document existing conditions and ensure that code compliance is being achieved. Utility Data Analysis (UDA): Collect and analyze historic utility data to determine how the overall operation of the facility is performing against Energy Star and ASHRAE 100- 2018 benchmarks. instry i!e of Your Building CONFIDENTIAL & PROPRIETARY Kittitas County IGA Proposal iii. Provide an Energy Services Proposal (ESP) that will include a project schedule, scope, Guaranteed Maximum Pricing and Energy Savings for implementation in 2022. The investment grade effort is intended to lead to the implementation of facility improvement measures. The audit will provide all details necessary for implementation of viable initiatives including preliminary design, cost, construction schedule and energy savings. The ESP/IGA will be a product of the direction McKinstry receives, and it is anticipated that the information contained in the IGA and resulting Energy Services Proposal will form the basis of a proposal and contracting documents. The specific deliverables associated with this professional services endeavor can be found in Attachment A. TIMELINE AND MILESTONES McKinstry will initiate this scope of work upon receipt of written direction from Kittitas County. Formal progress review meetings will be conducted regularly throughout the study phase. During these review meetings, McKinstry will recommend measures based on preliminary analysis. The goal of these review meetings is to focus engineering efforts, budgeting, and savings assessment on those measures that possess a high probability for implementation. During this time, McKinstry will provide a detailed measurement and verification (M&V) plan for the energy savings. McKinstry will target completion of the Investment Grade Audit within 90 days upon a signed contract from Kittitas County. REQUESTED INFORMATION For effective execution of this proposal, we ask that Kittitas County provide access to the following: 1. Historical utility bills and steam consumption for the last 24 to 36 months. 2. All mechanical, electrical, architectural, and structural drawings. 3. All operational and maintenance manuals, balancing records, & specifications. 4. Operational records related to the cost of maintaining specific equipment. 5. Information with regards to any on-going maintenance contracts. 6. Access to individuals that have relevant information pertaining to the day-to-day operation of energy using systems on site. 7. Prior energy studies for related systems, if applicable. 8. Any available hazardous material survey reports (i.e. Good Faith Survey). COST EFFECTIVENESS CRITERIA It is Kittitas County's intent that McKinstry will implement all approved projects that meet the project cost effectiveness criteria: QY�try CONFIDENTIAL & PROPRIETARY IPonf lbur Building 12 Kittitas County IGA Proposal McKinstry will develop an HVAC solution that replaces existing roof top units and provides ventilation air to the building. While it is our focus to save energy and show a simple payback within the life of the equipment, it is understood that Kittitas County has directed McKinstry to develop measures that will likely not payback within the life of the equipment. • For the purposes of the financial cash flow models, McKinstry will work with Kittitas County to use appropriate financial rates and other variables to show project benefits. • Kittitas County may infuse capital either from planned capital project budgets, cash reserves, financing, grants, or other sources to assist with implementation of Facility Improvement Measures. PROPOSED COSTS All fees assessed in the Investment Grade Audit proposal will be included in the final implementation costs. In the event McKinstry is unable to recommend projects that meet the criteria above, Kittitas County has no financial obligation to McKinstry. However, if the recommendations meet or exceed the "Criteria" (List above), and Kittitas County chooses not to enter into an agreement with McKinstry to implement the projects, Kittitas County will Reimburse McKinstry for its time and expenses not to exceed the following: Investment Grade Audit Perform Investment Grade Audit for the Courthouse facility as $39,296 identified above. (IGA) TOTAL: $39,296 All associated information, including deliverables, will become the property of Kittitas County upon final receipt of payment. We appreciate the opportunity to continue serving Kittitas County as your energy partner. Please let us know if we can answer any questions or provide you with additional information. Casey McGourin, PE Operations Manager McKinstry cc: Tony Presho — McKinstry QTtryCONFIDENTIAL & PROPRIETARY Building 13 Kittitas County IGA Proposal ATTACHMENT A: INVESTMENT GRADE AUDIT DELIVERABLES The Investment Grade Audit for Kittitas County will include the following elements: 1. A description of the systems which shall receive ESCO Equipment and ESCO Services; 2. The cost-effective Facility Improvement Measures (FIMs) to be installed or caused to be installed by the ESCO and a description of the FIMs analyzed but disqualified; 3. A description of the services that the ESCO will perform or cause to be performed on or in the infrastructure, including but not limited to engineering, construction management, the operations and maintenance procedures for use on ESCO Equipment, training for personnel, warranty service provided, and equipment maintenance provided; 4. The Maximum Allowable Project Cost, itemized in detail, which may be amended to represent actual costs; 5. Recommendations for replacement of existing equipment, along with recommendations for improvements to existing equipment and operating conditions; 6. The service standards appropriate for the infrastructure; 7. The baseline energy consumption, including the data, methodology and variables used to compute the baseline, and the baseline calendar period which shall not be less than twelve (12) months; 8. The estimated energy savings and energy cost savings that are expected to result from the installation of the ESCO Equipment and from the ESCO Service, and an explanation of the method used to make the estimate; 9. The method by which Energy Savings and Energy Cost Savings will be calculated during the term of the Energy Services Agreement; 10. A description of how project financing (if required) will be completed; 11. A description of how the Energy Savings will be guaranteed by the ESCO; 12. A description of how the ESCO proposes to be compensated; 13. The schedule for project completion; 14. The nature and extent of the work and equipment that the ESCO anticipates it will receive from other firms under subcontract; 15. Detailed Measurement and Verification (M&V) Plan a try CONFIDENTIAL&PROPRIETARY !n 0l Your Bolding 14 QTtry850 E Spokane Falls Blvd #100 • SPOKANE, WA 99202.509.747.3389 • mckinstry.comBuilding February 81h, 2022 Subject: Scope Narrative with ROM Estimate for Kittitas County Courthouse PROJECT DESCRIPTION The Kittitas County Courthouse currently has (6) gas/DX roof top units that were placed on the roof as a past HVAC upgrade project. The units currently do not have outside air economizers and therefore have no capability to bring in ventilation air. The existing units are at end of life and need to be replaced. If the units are to be replaced with similar units that provide ventilation air, they will need to be upsized to handle the additional heating and cooling loads as a result of having to heat and cool ventilation air. If equipment size is increased there are a number of items that need to be analyzed that ensure larger units will function properly and be code compliant. The following items will need to be evaluated: • Heating and cooling load calculations to determine the appropriate equipment size to heat, cool, and ventilate all spaces. • Perform on site as -built electrical work to determine the capacity of the existing electrical infrastructure to support larger equipment. Original drawings don't represent the buildings current electrical configuration. • Evaluate the roof structure to determine if larger, heavier, units can be supported by the existing structure. • Evaluate and re -design the gas piping infrastructure to support larger gas loads required to heat the ventilation air. In this case, electrical infrastructure is the biggest wildcard as there will certainly be increased load and this will likely require an L&I plan review. The plan review will essentially require everything we touch and everything upstream of this to be code compliant. These unknowns can drive significant cost into the project. It may be possible to obtain a variance from the local code officials to reduce the scope of the electrical work but will require further investigation. CLARIFICATIONS AND ASSUMPTIONS 1. It is assumed that the HVAC equipment will need to be increased in size. 2. It is assumed that the gas meter and utility side gas piping is large enough to support the new gas loads. 3. It is assumed that the electrical service, main switchboard, and some sub -panels will need to be upgraded to accommodate increased electrical loads. instry it Of Your Building CONFIDENTIAL & PROPRIETARY Scope Narrative 4. It is assumed that the existing roof structure can support the new larger equipment. 5. It is assumed that current duct size and location is adequate to effectively heat and cool all spaces. PROPOSED COSTS a try CONFIDENTIAL & PROPRIETARY le 0/ Yom Bnpoing 2 Kittitas County Courthouse Community Engagement ID O Task Mode Task Name Duration !Start Finish Qtr 1, 2022 Jan Feb Mar Qtr 2, 2022 Apr Mav Jun Qtr 3, 2022 1, Qtr 4, 2022 Qtr 1, 2023 Jul Aug Sep Oct Nov Dec Jan Feb 1 W Jr �$ fr *, >r? >r >r �? A, A? JI A+ ,t Notice to Proceed 1 day Kick Off Meeting 1 day Conceptual Design 71 days Phase 1: Program Verification Meet with department heads, stakeholders, and 5 days operations to interview current and projected needs (1 day meeting within the week) Finalization of program; verification of staffing and future 3 days needs / capacity Blocking and stacking of program elements into two 5 days schemes - low rise & multiple floor Phase 2: Preliminary Discussion of site options Preparation of site information 10 days Site mapping and updated site context 5 days Preliminary civil overview - basic utility connections, 10 days review of available information for general cost implications and comparison between sites Phase 3: Building Form & Site Context Building massing, orientations, and scale 10 days Meeting #1 to review 0 days Public access and entrance to each building option 15 days Meeting #2 to review 0 days Building materials and program elements 15 days Meeting #3 - Final design confirmation 0 days Final Design Materialst Phase 4: Preparation of final report and PIP 1 day information Prepare final renderings for PIP 15 days Present final documentation and PIP 0 days Phase 5: Cost Estimate Prepare preliminary cost estimate 15 days Reconcile Estimate 4 days Provide final costing matrix for PIP (hard construction 5 days costs and soft costs for approval) County Preparation for Public Involvement Plan 59 days Review the items for PIP How to get information to the citizens Confirm schedule of events Implementation of PIP County to provide presentations to the people 56 days Ballot Measure Deadlines Vote to send to ballot 0 days Last day to file for February Special Election 0 days Special Election 0 days Mon 1/3/22 Mon 1/3/22 Thu 1/27/22 Thu 1/27/22 Mon 1/31/22 Mon 5/9/22 Mon 2/7/22 Fri 2/11/22 Thu 2/24/22 Mon 2/28/22 Tue 3/15/22 Mon 3/21/22 Mon 2/21/22 Fri 3/4/22 Mon 3/7/22 Fri 3/11/22 Mon 3/7/22 Fri 3/18/22 Mon 3/14/22 Fri 3/25/22 Mon 3/28/22 Mon 3/28/22 Mon 3/28/22 Fri 4/15/22 Mon 4/18/22 Mon 4/18/22 Mon 4/18/22 Fri 5/6/22 Mon 5/9/22 Mon 5/9/22 Mon 5/10/21 Mon 5/10/21 Mon 5/9/22 Fri 5/27/22 Mon 5/30/22 Mon 5/30/22 Mon 5/9/22 Fri S/27/22 Mon 5/30/22 Thu 6/2/22 Fri 6/3/22 Thu 6/9/22 Tue 6/14/22 Fri 9/2/22 Mon 9/5/22 Mon 11/21/22 Tue 11 /22/22 Tue 11/22/22 Fri 12/16/22 Fri 12/16/22 Tue 2/14/23 Tue 2/14/23 1 v I 1 L I I ►1 1-. Il 1 j hI 3/28 1- a 4/18 Il 5/9 T 5/30 1��I t1 I 1 1 1 u ♦ 11/22 ® 12/16 • 2/14 2 3 4 5 6 7 g 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 Project: Schedule _ConceptDesiry Date: Thu 1/20/22 Task Summa Split Project Summary Milestone ♦ Inactive Task r--i , g Inactive Milestone Inactive Summary Manual Task I Duration-only Start-only E Manual Summary Rollup Finish-only 7 1 Manual Summary r-------i External Tasks External Milestone -> Manual Progress Deadline Progress Page 1