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
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
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