HomeMy WebLinkAboutR-1999-023 Ventilation System ImprovementsRESOLUTION NO. R-99-23
A RESOLUTION authorizing and directing the City Manager of the City of Yakima to
execute a professional engineering services agreement with Bovay
Northwest Inc., regarding improvements to the ventilation system
of the maintenance shop and parking. garage located at the City of
Yakima Public Works Complex, 2301 Fruitvale Boulevard, Yakima,
Washington.
WHEREAS, the City requires engineering design, specification, and
administrative services associated with required improvements to the ventilation
system - of the maintenance shop and parking garage located at the City of Yakima
Public Works Complex, 2301 Fruitvale Boulevard, Yakima, Washington; and
WHEREAS, the City has complied with the requirements of RCW Chapter 39.80
regarding procurement of engineering services for the ventilation system improvement
project; and
WHEREAS, Bovay Northwest Inc. represents that it has the expertise necessary
and is willing to perform the engineering services required by the City in accordance
with the terms and conditions of the attached agreement; and
WHEREAS, the City Council deems it to be in the best interest of the City of
Yakima to authorize execution of the attached agreement with Bovay Northwest Inc. for
said engineering services; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager of the City of Yakima is hereby authorized and directed to
execute the attached and incorporated "Engineering Services Agreement" with Bovay
Northwest Inc., regarding improvements to the ventilation system of the maintenance
shop and parking garage located at the City of Yakima Public Works Complex, 2301
Fruitvale Boulevard, Yakima, Washington.
ADOPTED BY THE CITY COUNCIL this 2nd day of March, 1999.
ATTEST:
City Clerk
res/ bovay northwest/pm
ohn Puccinelli, Mayor
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ENGINEERING SERVICES AGREEMENT
THIS ENGINEERING SERVICES AGREEMENT (hereinafter "Agreement") is
made and entered into by and between the City of Yakima, a Washington municipal
corporation (hereinafter the "City"), and Bovay Northwest Inc. (hereinafter
"Engineer").
WHEREAS, the City requires engineering design, specification, and
administrative services associated with improvements to the ventilation system of the
maintenance shop and parking garage located at the City of Yakima Public Works
Complex, 2301 Fruitvale Boulevard, Yakima, Washington.
WHEREAS, the Engineer represents that it has the expertise necessary and is
willing to perform the engineering services required by the City in accordance with the
terms and conditions of this Agreement.
NOW, THEREFORE,in consideration of the mutual covenants, promises, and
agreements set forth herein, it is agreed by and between the City and Engineer as
follows:
1. Scope of Services. The Engineer shall perform the following engineering design,
specification, and administrative services associated with improvements to the
ventilation system of the maintenance shop and' parking garage located at the City of
Yakima Public Works Complex, 2301 Fruitvale Boulevard, Yakima, Washington.
Task 1. Detailed Design
Engineer shall make two 1 -day visits to the Public Works Complex. The initial visit
shall be used to discuss and confirm the ventilation system improvement requirements
with City representatives and to gather specific data regarding the maintenance shop
and parking garage. The second visit shall entail a meeting with City representatives to
review design progress and obtain comments for incorporation into the final
construction package regarding the ventilation system improvements.
Engineer shall design and specify additional . ventilation system equipment,
modifications to existing ventilation system equipment and controls, and modifications
of the facility operating. procedures to ensure that the ventilation systems of the
maintenance shop and parking garage at the Public Works Complex meet or exceed the
Washington State Ventilation and Indoor Air Quality Code, WAC 51-13 et seq.
Regarding the maintenance shop, such engineering design services shall include, but
not be limited to, design of new. make-up air units and a vehicle exhaust removal
system for the maintenance shop. Concerning the parking garage, such engineering
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design services shall include, but not be limited to, design of new make-up air units and
a carbon monoxide system that shall minimize air flows whenever possible to save
energy.
Engineer shall prepare and provide the City with the following construction documents
associated with improvements of the ventilation system of the Public Works Complex
maintenance shop and parking garage:
• Demolition and equipment salvage drawings
• Mechanical general arrangement and details drawings
•. Electrical general arrangement and details drawings
• Technical specifications (Division 2 through 16)
• Administrative specifications (Division 1)
Engineer shall prepare drawings in its standard format for CADD drawings. Bid
specification documents shall be prepared using Microsoft Word. Engineer shall
provide the City with one reproducible copy (mylar drawings) and one non-
reproducible copy (standard blue print drawings) of the final project record drawings
showing accurate construction measurements/ dimensions.
Task 2. Bidding Services
Engineer shall prepare and place a reasonable number of ads in suitable publications
calling for bids and, further, furnish plans and specifications to the appropriate plan
centers for review and/ or sale. Engineer shall represent the City during the bidding
process, including conducting a pre-bid meeting along with the City's representative.
Engineer shall respond to bidder's questions, review substitution requests, and compile
and issue addenda if necessary. Following bid opening, Engineer shall assist the City in
the evaluation of bids and make a recommendation for bid award.
Task 3. Construction Administration
Engineer shall conduct a pre -construction meeting in cooperation with the City's
representative. Engineer shall provide a review of all the contractor's submittals;
process request for information; evaluate and process change orders; review for
completeness all operating and maintenance manuals prepared by the contractor; and
ensure that training of _ City personnel is conducted on all vendor -supplied equipment.
A minimum of three meetings during the project's construction phase shall be held
among the Engineer, contractor, and the City's representative.
2. Project Schedule. Upon execution of this Agreement by the parties, the City
shall provide the Engineer with a written notice of authorization to proceed.
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Immediately thereafter, the Engineer shall, proceed with completion of the
services/tasks described in Section 1 in accordance with the following schedule:
Task 1
Detailed Design
Task 2
Bidding Services
Task 3
Construction Admin.
Weeks from Authorization to Proceed
The Engineer shall proceed with such services/tasks in a timely and diligent manner,
but shall not be responsible for delays beyond the Engineer's control or which could not
have been reasonably foreseen by the parties at the time the Agreement was executed.
3. Term of Agreement. The term of this Agreement shall commence upon
execution hereof and shall terminate at the time of completion of all services/tasks
required and described in Section 1 of this Agreement, unless the Agreement is earlier
terminated by either party under Section 23 of this Agreement. The Engineer shall
provide such services/tasks as are described in accordance with the project schedule
described in Section 2 of this Agreement.
4. Compensation.
a. Fees for Services. The City shall compensate the Engineer a total of no
more than Thirty Thousand Eight Hundred and Fifty Dollars for all services required
and rendered under the terms of this Agreement. The compensation for services shall
be allocated in accordance with the following:
Task 1 Detailed Design $18,201.00
Task 2 Bidding Services $4,628.00
Task 3, Construction Administration $8,021.00
Total — All Tasks $30,850.00
The compensation total is subject to adjustment in accordance with Section 5 of this
Agreement.
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b. Payment of Compensation. Engineer shall submitmonthly invoices to the
City. Said invoices shall itemize all services rendered during the preceding monthly
period. The City shall make payment to the Engineer within thirty (30) calendar days of
receipt of the invoice. All payments are expressly conditioned upon the Engineer
providing services hereunder that are satisfactory to the City.
c. Payment in the Event of Termination. In the event that either party
terminates this Agreement under Section 22, Engineer shall be compensated in
accordance with the above terms for all satisfactory services provided to the City up to
the effective termination date.
5. Additional Services and Charges. During the term of this Agreement, the City
may require additional services and/or changes to the scope of the services provided
by the Engineer under this Agreement. The City shall provide the Engineer with
written notice of such additional services and/or changes. If such additional services
and/ or changes affect the cost or time required for performance of this Agreement, the
Engineer may request in writing an adjustment in the compensation and/or time of
performance for such services. A written request for such an adjustment must be
received by the City within ten (10) calendar days from date of the City's written notice
regarding such additional and/ or changed services; otherwise, the Engineer shall be
deemed to have waived the need for any adjustment in compensation and/or time of
performance for such services. If an adjustment is requested, the Engineer shall not
proceed with the additional services/changes until such time as the adjustment in
compensation and/ or time of performance is approved by the City.
6. Maintenance of Financial Records/Documents. The Engineer shall make the
cost records, accounts and related financial documents pertaining to this Agreement
available for inspection by representatives of the City during the term of this
Agreement and for a period of three (3) years following the final payment to the
Engineer by the City. In the event that any audit or inspectionidentifies any
discrepancy in such financial records, the Engineer shall provide the City with
appropriate clarification and/ or financial adjustments within thirty (30) calendar days
of notification of the discrepancy.
7. Standard of Performance. The Engineer shall perform all work and services
required under this Agreement in accordance with generally accepted engineering and
consulting standards, and shall be responsible for the technical soundness and accuracy
of all work and services furnished pursuant to this Agreement.
8. Ownership of Documents. All reports, designs, drawings, and specifications
prepared by the Engineer pursuant to this Agreement shall be the property of the City
upon payment being made by the City to the Engineer in accordance with Section 3 of
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this Agreement. The Engineer shall provide the City with originals and/ or
reproducible copies of such documents when requested by City representatives.
9. Information to Be Provided by the City. The City shall provide the Engineer
with access to all information at its disposal that is pertinent to the site of project area,
including but not limited to previous reports, drawings, plats, surveys, utility records,
and other similar data. Prior to Engineer's preparation of contract specifications, the
City shall provide Engineer with its standard construction terms and conditions
(Division 0 Specifications) for inclusion in the construction bid package.
10. Status of Engineer. Engineer and the City understand and expressly agree that
Engineer is an independent contractor in the performance of each and every part of this
Agreement. The Engineer shall have the sole judgment of the means, mode or manner
of the actual performance of services required under this Agreement. The Engineer, as
an independent contractor, assumes the entire responsibility for carrying out and
accomplishing the services required under this Agreement. Additionally, and as an
independent contractor, the Engineer and its employees shall make no claim of City
employment nor shall claim against the City any related employment benefits, social
security, and/ or retirement.
11. Taxes and Assessments. Engineer shall be solely responsible for compensating
its employees and for paying all related taxes, deductions, and assessments, including
but not limited to, federal income tax, FICA, social security tax, assessments for
unemployment and industrial injury, and other deductions from income which may be
required by law or assessed against either party as a result of this Agreement. In the
event the City is assessed a tax or assessment as a result of this Agreement, Engineer
shall pay the same before it becomes due.
12. Nondiscrimination Provision. During the performance of this Agreement,
Engineer shall not discriminate on the basis of race, age, color, sex, religion, national
origin, creed, marital status, political affiliation, or the presence of any sensory, mental
or physical handicap in violation of any applicable federal, state, or local law and/or
regulation. This provision shall include but not be limited to the following:
employment, upgrading, demotion, transfer, recruitment, advertising, layoff or
termination, rates of pay or other forms of compensation, selection for training, and the
provision of services under this Agreement.
13. Compliance with Law. Engineer agrees to perform all services under and
pursuant to this Agreement in full compliance with any and all applicable laws, rules,
and regulations adopted or promulgated by any governmental agency or regulatory
body, whether federal, state, local, or otherwise.
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14. No Insurance. It is understood the City does not maintain liability insurance for
Engineer or its employees and subcontractors.
15. Indemnification and Hold Harmless.
a. Engineer agrees to protect, defend, indemnify, and hold harmless the City,
its elected officials, officers, employees and agents from any and all claims, demands,
losses, liens, liabilities, penalties, fines, lawsuits, and . other . proceedings and all
judgments, awards, costs and expenses (including attorneys' fees and disbursements)
caused by or occurring by reason of any negligent act, error and/ or omission of the
Engineer, its officers, employees, agents, and/or subcontractors, arising out of or in
connection with the performance or non-performance of the services required under
this Agreement.
b. In the event that both Engineer and the City are negligent, the Engineer's
liability for indemnification of the City shall be limited to the contributory negligence
for any resulting suits, actions, claims, liability, damages, judgments, costs and expenses
(including reasonable attorneys' fees) that can be apportioned to the Engineer, its
officers, employees, agents, and/ or subcontractors.
c. Nothing contained in this Section or this Agreement shall be construed to
create a liability or a right of indemnification in any third party.
16. Insurance Provided by Engineer.
a. Commercial. Liability Insurance. On or before the date this Agreement is
fully executed by the parties, the Engineer shall provide the City with a certificate of
insurance as proof of commercial liability insurance with a minimum liability limit of
One Million Dollars ($1,000,000.00) combined single limit bodily injury and property
damage. The certificate shall clearly state who the provider is, the amount of coverage,
the policy number, and when the policy and provisions provided are in effect (any
statement in the certificate to the effect that "this certificate is issued as a matter of
information only and confers no right upon the certificate holder" shall be deleted).
Said policy shall be in effect for the duration of this Agreement. The policyshall name
the City, its elected officials, officers, agents, and employees as additional insureds, and
shall contain a clause that the insurer will not cancel or change the insurance without
first giving the City thirty (30) calendar days prior written notice (any language in the
clause to the effect that "but failure to mail such notice shall impose no obligation or
liability of any kind upon the company" shall be crossed out and initialed by the
insurance agent). The insurance shall be with an insurance company or companies
rated A -VII or higher in Best's Guide and admitted in the State of Washington.
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b. Commercial Automobile Liability Insurance. On or before the date this
Agreement is fully executed by the parties, the Engineer shall provide the City with a
certificate of insurance as proof of commercial automobile liability insurance with
minimum liability limit of One Million Dollars ($1,000,000.00) combined single limit
bodily injury and property damage. The certificate shall clearly state who the provider
is, the amount of coverage, the policy number, and when the policy and provisions
provided are in effect (any statement in the certificate to the effect that "this certificate is
issued as a matter of information only and confers no right upon the certificate holder"
shall be deleted). , Said policy shall be in effect for the duration of this Agreement. The
policy shall name the City, its elected officials, officers, agents, and employees as
additional insureds, and shall contain a clause that the insurer will not cancel or change
the insurance without first giving the City thirty (30) calendar days prior written notice
(any language in the clause to the effect that "but failure to mail such notice shall
impose no obligation or liability of any kind upon the company" shall be crossed out
and initialed by the insurance agent). The insurance shall be with an insurance
company or companies. rated A -VII or higher in Best's Guide and admitted in the State
of Washington.
c. Professional Liability Insurance. On or before the date this Agreement is
fully executed by the parties, the Engineer shall provide the City with a certificate of
insurance as evidence of Professional Errors and Omissions Liability Insurance with
coverage of at least One Million Dollars ($1,000,000.00) per occurrence and an annual
aggregate limit of at least One Million Dollars ($1,000,000.00). The certificate shall
clearly state who the provider is, the amount of coverage, the policy number, and when
the policy and provisions provided are in effect. The insurance shall, be with an
insurance company rated A -VII or higher in Best's Guide. If the policy is on a claims
made basis, the retroactive date of the insurance policy shall be on or before January 1,
1998, or shall provide full prior acts. The insurance coverage shall remain in effect
during the term of this Agreement and for a minimum of three (3) years following the
termination of this Agreement.
d. Insurance provided by Subcontractors. The Engineer shall ensure that all
subcontractors it utilizes for work/ services required under this Agreement shall
comply with all of the above insurance requirements.
17. Delegation. of Professional Services. The services provided for herein shall be
performed by Engineer, and no person other than regular associates or employees of
Engineer shall be engaged upon such work or services except upon written approval of
the City.
18. Assignment. This Agreement, or any interest herein, or claim hereunder, shall
not be assigned or transferred in whole or in part by Engineer to any other person or
entity without the prior written consent of the City. In the event that such prior written
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consent to an assignment is granted, then the assignee shall assume all duties,
obligations, and liabilities of Engineer stated herein.
19. No Conflict of Interest.. Engineer represents that it or its.employees do not have
any interest and shall not hereafter acquire any interest, direct or indirect, which would
conflict in any manner or degree with the performance of this Agreement. Engineer
further covenants that it will not hire anyone or any entity having such a conflict of
interest during the performance of this Agreement.
20. Severability. If any portion of this Agreement is changed per mutual agreement
or any portion is held invalid, the remainder of the Agreement shall remain in full force
and effect.
21. Integration. This written document constitutes the entire agreement between the
City and Engineer. There are no other oral or written Agreements between the parties
as* to the subjects covered herein. No changes or additions to this Agreement shall be
valid or binding upon either party unless such change or addition be in writing and
executed by both parties.
22. Non -Waiver. The waiver of either the City or Engineer of the breach of any
provision of this Agreement by the other party shall not operate, and/or be construed as
a waiver of any subsequent breach by either party or prevent either party thereafter
enforcing such provision.
23. Termination. The City or Engineer may terminate this Agreement, with or
without cause, by giving the other party ten (10) calendar days written notice of
termination.
24. Notices. Unless stated otherwise herein, all notices and demands shall. be in
writing and sent or hand delivered to the parties to their addresses as follows:
TO CITY:
TO ENGINEER:
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Chris Waarvick
Public Works Director
2301 Fruitvale Boulevard
Yakima, Washington 98902
Geoffrey Beech
Project Manager
Bovay Northwest Inc.
1101 Argonne, Suite 201
Spokane, Washington 99212
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or to such other addresses as the parties may hereafter designate in writing. Notices
and/ or demands shall be sent by registered or certified mail, postage prepaid, or hand
delivered. Such notices shall be deemed effective when mailed or hand delivered at the
addresses specified above.
25. Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington.
26. Venue. The venue for any action to enforce or interpret this Agreement shall lie
in the Superior Court of Washington for Yakima County, Washington.
CITY OF YAKIMA
By:
R. A. Zais, Jr.
City Manager
BOVAY NORTHWEST INC.
City Contract No. 99-25
Resolution No. R-99-23
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DAMES & MOORE
A DAMES & MOORE GROUP COMPANY
LETTER REPORT
VEHICLE MAINTENANCE AND
STORAGE FACILITY
VENTILATION SYSTEMS
Presented to:
THE CITY OF YAK] LA
WASHINGTON
JUNE 30, 1998
JOB NO. 31573-007-701
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GRQtlig-
DAMES & MOORE
A DAMES 6 MOORE GROUP COMPANY
June 30, 1998
Mr. Chris Waarvick
Superintendent, Public Works Department
City of Yakima
2301 Fruitvale Blvd.
Yakima, Washington 98202
Re: Ventilation System Analysis
Municipal Vehicle Repair Facility
D&M Proiect 31573-007-701
Mr. Waarvick:
808 East Sprague Avenue,
110
Spokane, Washington 992
509 838 7430 Tel
.509 456 7377 Fax
Dames & Moore performed a site visit, and interviews, re=arding the existing ventilation in the
vehicle storage and maintenance garages on May 19, 1998. The purpose of our work was to
assess current conditions and make recommendations for ventilation system improvements.
Dames & Moore interviewed Mr. Don Toney and Mr. John Haddix. Mr. Toney and Mr. Haddix
then led us on a walking tour of the two buildings.
The following report presents a description of our analysis.
1.0 LNTRODCCTION
Vehicle Maintenance Shop
The building was originally built in 1975. Some improvements have been made since that time.
An additional service bay area that was added in recent years and includes two ventilated
welding benches. The owner has added waste oil burning heaters to supplement the existing gas
fired unit heater and infrared heaters. Manually operated exhaust fans were installed at the time
of original construction.
A below floor vehicle carbon monoxide exhaust system was. installed when the building was
originally built.
Vehicle Storage Building
Also built in 1975, the vehicle storage building stands today, essentially the same as originally
constructed. Gas fired heaters are suspended from the roof structure and manually operated
exhaust fans are installed. City workers refer tc this building as the "Parkin Barn". This
building houses large vehicles such as gravel trucks and street sweepers. in winter, some city
buses are stored inside this building.
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A DAMES & MOORE GROUP COMPANY
City of Yakima — Vehicle Maintenance Facility
June 30, 1998
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2.0 FINDINGS
Air flow rates caused by motorized exhaust fans in both the maintenance shop and storage
building, are adequate to meet current building codes. However, the operation of these exhaust
fans would not comply with current codes.
I. Vehicle Maintenance Shop
A. Current Conditions
It appears that the building was up to code at the time of original construction.
The space does have adequately sized exhaust ducts and fans, however, no means
of introducing replacement air was provided. Typically, a ventilation system like
this would include a "Make-up" air unit to heat and/or cool fresh outside air and
supply it to the maintenance shop space to replace the air being exhausted
elsewhere in the shop. Currently, in order for the exhaust system to work, at least
one of the man doors, or one of the roil -up doors must be open to allow outside air
to come into the shop area.
No automatic controls exist to turn on the exhaust system. Workers must turn on
the exhaust system if and when they realize a potentially hazardous condition
exists. When it is very cold outside, there is a tendency to turn off the ventilation
system since it draws in Targe quantities of cold outside air.
No high mounted vehicle carbon monoxide exhaust outlets are installed. Many of
the vehicles that are serviced in the shop are large trucks and buses that have
tailpipe outlets mounted high at the front or rear of the vehicle. The existing
under -floor carbon monoxide exhaust outlets will not reach up high enough to
evacuate the combustion fumes from these vehicles.
B. Possible Solutions
Install an exhaust system that meets Washington's Indoor Air Quality Code
(WAC 51-13). This will indicate that the city, as an employer, is willing to meet
a society accepted standard of care for ventilation and intends to maintain a
healthy wcrking environment for its employees. •
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DAMES & MOORE
A DAMES & MOORE GROUP COMPANY
City of Yakima —Vehicle Maintenance Facility
June 30, 1998
Page 3
The existing exhaust fans have been in place and operating for over 23 years.
Although they appear to be operating as they were originally designed, it will
soon be time to replace them with new, more efficient, and slightly larger fans and
motors.
New vehicle carbon monoxide exhaust outlets could be installed, mounted high
enough to allow connection to the trucks and busses with high tailpipes. The new
high mounted outlets could be connected to the existing carbon monoxide exhaust
system, or possibly routed to a new exhaust fan that is vented to the outdoors.
New Make -Up air supply units could be installed. These units would provide
room temperature air to the space to replace the air being continuously exhausted.
A properly designed and installed Make -Up air system is the key to successful
exhaust system operation. The cost for heating energy required to bring cold
winter air up to room temperature in such large quantities may be a significant
consideration. We have estimated the possible increase in natural gas cost for this
purpose. See the calculations in Appendix B for these estimated costs.
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The ventilation system should run continuously as long aseo le are
p p working in
the shop. A time -clock control system could tum the system on at the normal
morning employee arrival time and shut the system off at the end of the work day.
C. Recommendations
We recommend installation of additional equipment and modification of existing
controls and operations to comply with Washington's Indoor Air Quality code.
This would involve addition of a make-up air supply unit or units that would
supply warm, fresh air whenever people are working in the maintenance area.
Additionally, the make-up air supply unit could contain an evaporative cooling
section to provide "free" cooling in the summer. The primary reason for the ne1.v
make-up air unit is to allow the ventilation system to run continuously during all
hours of occupation. keeping the space comfortable. year-round
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DAMES & MOORE
=algal A DAMES & MOORE GROUP COMPANY
City of Yakima — Vehicle Maintenance Facility
June 30, 1998
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II. Vehicle Storage Building
A. Current Conditions
It appears that the building was up to code at the time of original construction as
well.
The space does have adequately sized exhaust ducts and fans, however, no means
of introducing heated or cooled replacement air was provided. Instead, pressure
operated dampers are installed to allow outdoor air to enter the space when the
exhaust fans are running and the doors are closed. Typically, a ventiiation system
like this would include a "Make-up" air unit to heat and/or cool fresh outside air
and supply it to the garage space to replace the air being exhausted elsewhere in
the garage.
No automatic controls exist to turn on the exhaust system. Workers must turn on
the exhaust system when they realize a potentially hazardous condition exists.
B. Possible Solutions
Again. Install an exhaust system that meets Washington's Indoor Air Quality
Code (WAC 51-13).
The existing exhaust fans have been in place and operating for over 23 years.
Although they appear to be operating. as they were originally designed, it may be
time to replace them with new, more efficient, and slightly larger fans and motors.
New make-up air supply units could be installed. These units would provide
room temperature air to the space to replace the air being continuously exhausted.
The cost for heating energy required to bring cold winter air up to room
temperature in such large quantities may be a significant consideration. We have
estimated the possible increase in natural gas cost for this purpose. See the
calculations in Appendix B fcr these estimated costs. It would appear that
keeping this space warm during periods when the exhaust system is running
would be not as important as it would be in the shop area.
The ventilation system should run continuously as long as people are working in
the garage building. A time -clock control system could turn the system on at the
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DAMES & MOORE
A DAMES & MOORE GROUP COMPANY
City of Yakima — Vehicle Maintenance Facility ,
June 30, 1998
Page 5
normal morning employee arrival time and shut the system off at the end of the
work day. The Washington Indoor Air Quality Code also allows for an
engineered carbon monoxide monitoring and control system to be installed in a
parking garage. Such a system may save energy by turning off exhaust fans and
make-up air supply units when carbon monoxide levels in the garage are normal.
Whenever carbon monoxide levels rise above an adjustable level, the ventilation
system would be turned on automatically.
C. Recommendations
We recommend installation of additional equipment and modification of existing
controls and operations to comply with Washington's Indoor Air Quality code.
This would involve addition of a make-up air supply unit or units that would
supply warm.: fresh air whenever people are working in the storage building. An
engineered carbon monoxide monitoring system is recommended to allow the
ventilation system to run at minimum air flow whenever possible to save energy.
3.0 VENTILATION ENERGY COSTS
Energy costs for heating of make-up air have been estimated based on natural gas as a fuel.
For the Maintenance Shop, the estimated annual energy cost is 53,190
For the Parking Garage, the estimated annual energy cost is 58.115
These cost do not include the electrical energy costs for the motors to drive the supply or exhaust
fans, only gas burner input fue! costs. In addition. the energy costs for heating of the Parking
Garage building could be significantly reduced by installing an engineered carbon monoxide
monitoring and control system.
See Appendix 13 for a detailed breakdown of the energy and cost estimate; along with any other
assumptions made to prepare this estimate.
4.0 CONCLUSIONS
Although the building may have been designed and built to meet the ventilation requirements of
the building codes at :he time of construction, they would not meet the current Washington
Indoor Air Quality codes (WAC 5 i-13) which have been in effect since 1991. The Washington
Indoor Air Quality code is based or. the American Society of Heating. Refrigerating, and Air -
Conditioning Engineers (ASI AE) standard 62-1989 titled "Ventilation for Acceptable Indoor
Air Quality".
V:•31:?3'00 i R:port — Yakima Ventilation.Liee
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DAMES & MOORE
Mr= A DAMES & MOORE GROUP COMPANY
City of Yakima — Vehicle Maintenance Facility
June 30, 1998
Page 6
Many in the HVAC community have been discussing the current trend' whereby some
complainants have filed law suits and won awards from building owners and employers because
poor ventilation was prevalent in their workplace. Judges and Juries are concluding in the courts
that the "Standard of care" for ventilation in the workplace is compliance with accepted
standards like ASHRAE 62-1989. Therefore, to avoid possible litigation, it may be in the best
interest of the City of Yakima to upgrade the ventilation systems in the vehicle maintenance shop
and garage.
While avoiding possible litigation may be important, another important reason for improving
ventilation in these building is to maintain a healthy working environment for the city employees
that work there.
5.0 LE IITATIONS
The above report presents the current conditions that were observed at the time of our visit.
Because of the limitations of the visit and records review we have attempted to identify major
issues. It is possible that other issues or concerns are present but were not identified. Because of
these factors we can not make any warranties regarding our findings. These services have been
performed according to the standard of cafe at the time and given the limited time we had to
perform our assessment.
N: 31571007\ Report - Yakima Vcntilation.doc
Offices Worldwide
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1 DAMES & MOORE
"71 A DAMES & MOORE GROUP COMPANy
City of Yakima — Vehicle Maintenance Facility
June 30, 1998
Page 7
We trust this report provides the City of Yakima with the information you require at this time.
Should you have any questions regarding the content of this report or the• project in general
please call me at (509) 838-4111.
Sincerely,
DABS & MORE
.ffrey Beech
Project Manager
III. APPENDICES
Appendix A Site Visit Photographs
Appendix B Energy Consumption. Calculations
N "3 t 573 00712.port - Yakima Vcntiiation.doc
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Photograph #1 - Typical Carbon Monoxide Exhaust System Floor Outlet
Photograph #2 - Carbon Monoxide Exhaust System Fan
SITE PHOTOGRAPHS
Photos:doc
Dames & 'Moore
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City ofYakima
Vehicle Maintenance Facility
Yakima, Washington
PLATE 1
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Photograph #3 - One of Two Exhaust Duct Drops in Maintenance Shop
SITE PHOTOGRAPHS
June 23, 1998
31573-007-701
City of Yakima
Vehicle Maintenance Facility
Yakima. Washington
Photos.doc
Dames & Moore
PLATE 2
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Photograph #4 - Exhaust Duct Connection to Rooftop Exhaust Fan
SITE PHOTOGRAPHS
June 23.1998
31573-007-701
City of Yakima
Vehicle Maintenance Facility
Yakima, Washington
Photos. doc
Dames & .Vloore
PLATE 3
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Photograph #7 — City Busses Have High Mounted Tailpipes. Overhead Crane may
Complicate Installation of High Mounted Carbon Monoxide Exhaust Fan.
SITE PHOTOGRAPHS
June 23, 1998
31573-007-701
City of Yakima
Vehicle Maintenance Facility
Yakima, Washington
Photos.doc
Dames & Moore PLATE 4
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Photograph #8 — Typical Service Bay. Waste Oil Heater Installed on Mezzanine.
Photograph #9 — Owner Installed Waste Oil
Photos.doc
June 23. 1998
31573-007-701
Dames & Moore
SITE PHOTOGRAPHS
City of Yakima
Vehicle Maintenance Facility
Yakima, Washington
PLATE 5
Photograph #10 — Owner Installed Evaporative Cooling Fans
SITE PHOTOGRAPHS
June 23. 1998
31573-007-701
City of Yalcima
Vehicle Maintenance Facility
Yakima, Washington
Photos.doc
Dames & Moore
PLATE 6
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Photograph #11 — Parking Barn Heating Units
Photograph 012 — Typical Vehicles Stored in Parking Barn
SITE PHOTOGRAPHS
Rine 23. 1998
31573-007-701
City of Yakima
Vehicle Maintenance Facility
Yakima. Washington
Photos.doc
Dames & Moore
PLATE 7
Yakima Vehicle Maintenance Facility - Make-up Heating
Energy cost estimate for make-up air HEATING ONLY
Maintenance Shop Building
Problem:
R. Wilkinson
16 -Jun -98
Determine the approximate cost of heating energy used annually by a proposed new make-up air supply system for the Shop Area.
This does not include the electrical energy consumed to power fan motors, Natural Gas consumption only.
Methodology: •
ASHRAE Heating Degree Day Method, Equation 1, 1989 Fundamentals Volume, pg 28.2
Calculate the make up heating energy used at peak winter design conditions by determining the dally make-up air heat consumption
then dividing by the number of hours in a day. This gives us an equivalent BTU/Hr amount that can be used in the ASHRAE formula.
Hours of Operation
Maintenance shop operates 6am - 5pm, Monday through Friday
Design Winter outdoor temperature, Yakima, ASHRAE 99%
Make-up air supply temperature
Air Flow Rate, Entire shop
Constant Volume
11 Hrs/day
-2 °F
68 °F
15,000 cfm
12,474,000 btu/day 519,750 btu/hr (average over a 24 hr day)
Usage _ Constant Volume
Yakima, Annual Heating degree days, 65°F base, NOAA data 5967 °F -Days
Heat Toss at design winter conditions 519,750 btu/hr
Temp. Difference at design winter conditions 70 °F
k - Correction factor for fuel type (not used here, applies to residence only) • 1
Cd - Correction factor for No. of Degree Days (not used here, applies to residence only) .1
V - Heating value of each unit of fuel 100,000 btuh/therm
Annual Consumption, using ASHRAE formula 10,633 therms
Estimated Energy Cost 0.3 $/therm
Annual Energy Cost 3,190 $(Yr (Shop Area)
NM litied bill 11111111 r M NM trig 111011111 bat NM MN. WWI INN
Yakima Vehicle Maintenance Facility - Make-up Heating III R. Wilkinson
Energy cost estimate for make-up air HEATING ONLY 16 -Jun -98
Vehicle Storage Building
Problem:
Determine the approximate cost of heating energy used annually by a proposed new make-up air supply system for the Parking Barn.
This does not include the electrical energy consumed to power fan motors, Natural Gas consumption only.
Methodology:
ASHRAE Heating Degree Day Method, Equation 1, 1989 Fundamentals Volume, pg 28.2
Calculate the make up heating energy used at peak winter design conditions by determining the daily make-up air heat consumption
then dividing by the number of hours in a day. This gives us an equivalent BTU/Hr amount that can be used in the ASHRAE formula.
Hours of Operation
Storage Builiding operates 6am - 5pm, Monday through Friday
Design Winter outdoor temperature, Yakima, ASHRAE 99%
Make-up air supply temperature
Air Flow Rate, Entire garage, 4 Exh. Fans
Constant Volume
11 Hrs/day
-2 °F
68 °F
38,160 cfm
31,733,856 btu/day 1,322,244 btu/hr (average over a 24 hr day)
Usage Constant Volume
Yakima, Annual Heating degree days, 65°F base, NOAA data 5967 °F -Days
Heat Toss at design winter conditions 1,322,244 btu/hr
Temp. Difference at design winter conditions 70 °F
k - Correction factor for fuel type (not used here, applies to residence only) 1
Cd - Correction factor for No. of Degree Days (not used here, applies to residence only) 1
V - Heating value of each unit of fuel 100,000 btuh/therm
Annual Consumption, using ASHRAE formula 27,051 therms
Estimated Energy Cost 0.3 $/therm
Annual Energy Cost 8,115 $/Yr (Garage)
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1999 MAJOR POLICY ISSUES /
SUPPLEMENTAL BUDGET REQUESTS
DEPARTMENT: Public Works _
DIVISION: Administration
POLICY ISSUE TITLE: Ventilation System Improvements for
Certain Buildings at Public Works -- Budgeted
1. Proposal -- The Public Works Department, with full approval from City
Council, engaged Dames and Moore to conduct an audit of current air quality
conditions in certain buildings located at the Public Works Complex. As a
result of their audit findings, the department is proposing to improve the
ventilation systems in two buildings by installing additional equipment and
adding/modifying system control features. The Vehicle Maintenance Shop
and Parking Garage ventilation systems are 23 years old and they no longer
meet Washington's Indoor Air Quality Code. While these facilities are not
"non -conforming," we are at relative risk for potential liability from the
standpoint of worker safety. As an example, no fresh air is being delivered
into these buildings. Typically, "make-up" air units are now required to be
installed that deliver heated or cooled outside fresh air to replace the air being
exhausted.
This proposal is a budgeted policy issue.
2. a. Fiscal Impact -- The preliminary estimate for making the necessary system
improvements is $180,000. This estimate includes design engineering, bid
specifications, and construction.
b. Proposed Funding Source -- Environmental Fund support.
c. Public Impact -- Improved ability to respond and better serve citizens by
providing a healthier environment for employees to work in. Reduce
exposure to costly litigation and claims over charges of "poor ventilation"
prevalent in the workplace.
d. Personnel Impact -- Employees are provided a healthier environment in
which to work. Employee morale and productivity is increased.
e. Required Changes in City Regulations or Policies -- None.
f. Legal Constraints, if applicable -- None.
g. Viable Alternatives -- None.
3. Conclusion and/or Staff Recommendation -- Staff recommends the ventilation
improvements be approved because these systems no longer meet Washington's
Indoor Air Quality codes. More importantly, improving the ventilation systems
will provide an improved healthful working environment for employees.
Further, the staff believes it is in the City's best 'interest to improve the
ventilation systems to avoid possible future litigation based on "poor
ventilation" prevalent in the workplace.
PI -1999 PW Admin -Ventilation
1 -- 10/28/98
116
ITEM TITLE:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. / .2
For Meeting of 03/02/99
Consideration of a Resolution Authorizing the City Manager to Execute an
Agreement with Bovay Northwest to Design, Prepare Bidding Documents, and
Provide Construction Administration for Ventilation System Improvements at the
Public Works Complex
SUBMITTED BY: Chris Waarvick, Director of Public Works
Don Toney, Fleet and Facilities Manager
CONTACT PERSON/TELEPHONE: John A. Haddix, Senior Project Planner / 575-6005
SUMMARY EXPLANATION:
The proposal before Council is to hire professional engineering services for the design, specifications,
and construction of ventilation system improvements at the Public Works complex located a 2301
Fruitvale Boulevard. Specifically, the improvements are designated for two buildings more commonly
known as the "Parking Garage" and "Maintenance Shop."
The improvements are based on findings contained in a ventilation systems report previously
authorized by Council and completed by Dames and Moore (see attached). This Report calls for
ventilation improvements to the parking garage and maintenance shop. These two buildings are over
23 years old and no longer meet Indoor Air Quality Code standards. The Report recommends
improvements for exhausting unhealthy gases and that fresh air be .delivered continuously to these
buildings to ensure a more healthful and safe working environment for employees.
The City Council during its 199.9 final budget review unanimously approved a Public Works Budgeted
Policy Issue calling for these ventilation improvements and further, authorized project funding (see
attached).
The cost outlined in the Engineering Services Agreement is a "maximum, not to exceed amount "of
$30,850. Actual Construction costs are preliminary estimated to be $150-$160,000. The Environmental
Fund (555) is the source of funds for this ventilation improvement project. The estimated time for
project completion from beginning to end is 20 weeks.
Resolution X Ordinance _ Contract X Other (Specify)
Funding Source Environmental Fund - 555
APPROVED FOR SUBMITTAL: a -,
City Manager
STAFF RECOMMENDATION: Approve Resolution authorizing the City Manger to execute the
Agreement.
BOARD/COMMITTEE RECOMMENDATION: N/A
COUNCIL ACTION: Resolution No. R-99-23 Approved.