HomeMy WebLinkAboutIX-01 Authorize Signature - Agreement Amendment No. 2 with Apex Facility Solutions, LLC
City Council Memorandum
Advisory Commission Discussion:
N/A
Council Committee Discussion:
N/A
Attachments:
▪Amendment #2
▪Apex Facility Solutions, LLC agreement (fully executed)
To: Mayor Fasbender & City Councilmembers
From: Chris Jenkins, Parks & Recreation Director
Date: November 20, 2023
Item: Agreement Amendment #2 with Apex Facility Solutions, LLC
Council Action Requested:
Approve Amendment #2 for the Guaranteed Energy Savings Agreement
with Apex Facility Solutions, LLC for the Refrigeration Plant Replacement,
West Rink Roof Replacement, and Solar System Installation projects at the
Hastings Civic Arena.
Background Information:
These projects have been identified as needed facility upgrades, and
Council has provided their commitment to completing both of these projects
in 2024.
Minnesota Statute 471.345 subd. 13 allows the City to enter into a
Guaranteed Energy Savings Agreement. Using this statute does require the
City to publish our intent to enter into this agreement, which was completed
in the June 22, 2023 edition of the Hastings Journal. This agreement must
also guarantee energy savings over the 20-year life of the agreement, which
it does.
Amendment #2 captures the remaining aspects of the overall refrigeration
and roofing projects at the Hastings Civic Arena. This includes the
refrigeration system itself, electrical service, and solar array for the west rink
roof.
Financial Impact:
The total cost of this project is $5,217,704.00. A combination of city and
state funding is the target for completing this project.
IX-01
AmendmentApex Facility Solutions, LLC
Client: City of Hastings Amendment No: 2
Project: Hastings Civic Arena Upgrades 11/3/2023
Apex Project No: 30323036
The Contract is Amended as Follows:
This Amendment 2 modifiys the existing Agreement to add more detailed scope of work and costs for the refrigeration system replacement and related room
modifications, and solar PV system to the agreement. The following changes to the agreement are included in this Amenedment.
1. Replace the Agreement Exhibit A Scope of Work with the attached new Exhibit A.
2. Replace the Agreement Exhibit B Schedule of Payments with the attached new Exhibit B.
3. Section 10.0 Compensation and Payment: replace the Construction Work list with the following updated list.
Construction Work
Refrigeration System Motor Control Center (long lead item)$258,929.00
Refrigeration System $2,861,536.00
Electrical System Upgrade $342,522.00
Roof Replacment West Rink $1,161,746.00
Solar on West Rink $375,580.00
Original Contract Value:$217,391.00Net Prior Amendments:$1,420,675.00
Contract Value Prior to this Amendment:$1,638,066.00This Amendment Add (Deduct):$3,579,638.00New Contract Value after Change Order:$5,217,704.00
NOT VALID UNTIL SIGNED BY THE CONTRACTOR AND CLIENT
Apex Facility Solutions, LLC City of Hastings
Contractor Client
By (Signature)By (Signature)
By (Printed)By (Printed)
Date Date
Attachments:
Exhibit A Summary of Work
Exhibit B Payments Schedule
Exhibit D Operations and Savings Calcs.
3495 Northdale Blvd. NW, Suite 230, Coon Rapids, MN 55448 www.apex-co.us Page 1
IX-01
EXHIBIT A
SUMMARY OF WORK
EXHIBIT A Page 1 of 19
Exhibit A – Summary of Work
Definitions:
CLIENT shall also be referred to as OWNER and/or HOST.
CONTRACTOR shall also be referred to as APEX and/or DEVELOPER.
The Green highlighted items are part of the previous agreement and the white is the new scope as part of this
amendment.
Scope General:
Scope of work shall be development and construction of the following major scopes of work:
•Refrigeration Design
•Long Lead Equipment Procurement
•Replacement of Existing Refrigeration System
•Replacement of main electrical switchgear
•Replacement of West Rink Roof
•Install Solar on the West Rink Roof
Apex Facility Solutions
Location Cost
Guaranteed
Utility Savings
Annual O&M
Savings
One Time
O&M Savings
Potential
Incentives Net Cost
Simple
Payback
Ice Arena $258,929 $0 $0 $200,000 $0 $258,929 N/A
Ice Arena $217,391 $16,241 $7,000 $0 $0 $217,391 9.4
Ice Arena $2,861,536 $0 $0 $2,861,536 $500 $2,861,036 N/A
Ice Arena $342,522 $0 $0 $342,522 $0 $342,522 N/A
West Ice Sheet
Flat Roof Section $1,161,746 $0 $0 $800,000 $0 $1,161,746 N/A
West Ice Sheet
Flat Roof Section $375,580 $0 $18,679 $100,000 $112,674 $262,906 8.7
$5,217,704 $16,241 $25,679 $4,304,058 $113,174 $5,104,530 19.10
Work Description
MCC - Purchasing of new Motor Control
Centers for the ice plant
Electrical Service Replacement - Current
Interior Location - Replace existing main
electrical service with new
Totals
Refrigeration Design - Design of the ice
rink refrigeration system to size the MCC
Roofing - Replace existing Roof with new
built up roof, new drains, and parapits
Roofing Scope
Ice Arena System
Refrigeration System Replacement -
Installation of new Ammonia refigeration
system with room modificaitons
Solar Scope
Purchase Outright - City Owned - Roof
Limited
IX-01
EXHIBIT A
SUMMARY OF WORK
EXHIBIT A Page 2 of 19
Refrigeration Design: Refrigeration design shall include design required for the replacement of the existing
refrigeration system located at Hastings Civic Arena with a new two rink industrial grade ammonia refrigeration
system and identification and specification of any long lead equipment required to support a Summer 2024
installation schedule.
Work Included:
•Ice System engineering includes one industrial grade refrigeration system and waste heat recovery
systems (subfloor heating, snow melt pit system).
•Mechanical engineering including ventilation system for new ice equipment room, eyewash shower
systems, connection to fire alarm system, and plumbing modifications as necessary.
•Electrical engineering including new electrical feeder to new ice equipment motor control center if
needed and to the new mechanical equipment, convenience receptacles, and lighting modifications in
the new ice equipment room.
•Architectural and structural design for enclosing the existing mechanical room for code compliant room,
condenser supports, pipe penetrations, etc.
•Demolition drawings for systems mentioned above.
MMC: As part of the development of the ice arena refrigeration plant, two MCCs were necessary to provide the
plant with power. One of the units would be located in the Ammonia refrigeration room to power the
compressors and accessories in that room. The second would be in the pump room that would power the main
rink pumps, and other aspects of the refrigeration plant. These electrical parts are critical to the function of the
plant.
IX-01
EXHIBIT A
SUMMARY OF WORK
EXHIBIT A Page 3 of 19
Replacement of Refrigeration System: Replacement of the existing refrigeration system shall include
replacement of the existing refrigeration system with a new two rink ammonia refrigeration system. The system
will have new compressors, pumps, tower and chiller equipment to provide rink cooling for the two rinks. The
room will be modified to be an enclosed structure and new ventilation system will be installed to meet code.
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SUMMARY OF WORK
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EXHIBIT A
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Electrical Switch Gear Replacement : Work under this scope item shall include replacement of the existing main
electrical switch gear for the building at the same location as existing. Existing gear is outdated and needs to be
replaced for the extended life of the system.
IX-01
EXHIBIT A
SUMMARY OF WORK
EXHIBIT A Page 17 of 19
Replacement of West Rink Roof: Work under this scope item shall include replacement of the existing west rink
flat roof with a new modified built-up roof, and new metal perimeter roofing with flashing. A new ladder would
be installed from the lower roof for safe access to the higher roof.
In addition to the new flat roof, perimeter edging will be installed to eliminate the flat roof water from going
over the edge. With new sloped insulation and roof drainage, new interior roof drains will be installed to take
the water away. The water will be discharged into an existing rain water system in the parking lot.
Below is the scope of work for the roofing project:
IX-01
EXHIBIT A
SUMMARY OF WORK
EXHIBIT A Page 18 of 19
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EXHIBIT A
SUMMARY OF WORK
EXHIBIT A Page 19 of 19
Solar on West Rink Roof: Work under this scope item shall include installation of new Solar PV system that will
be tied into the building electrical system. The photo below represents the approximate location of the new
system. Work shall be code compliant, and all power will be fed back into the building for the building usage.
IX-01
EXHIBIT B
PAYMENTS SCHEDULE
EXHIBIT B Page 1 of 1
Exhibit B – Estimated Payments Schedules
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24 May-24 Jun-24 Jul-24 Aug-24 Sep-24 Oct-24 Nov-24
Design $217,391 $108,696 $108,696
Long Lead Equipment (MCC) $258,929 $129,465 $129,465
Roofing $1,161,746 $232,349 $232,349 $348,524 $232,349 $116,175
Refrigeration $2,861,536 $286,154 $858,461 $286,154 $286,154 $286,154 $286,154 $286,154 $143,077 $143,077
Electric System Upgrade $342,522 $171,261 $171,261
Solar PV $375,580 $150,232 $150,232 $75,116
Totals $5,217,704 $238,160 $108,696 $0 $0 $0 $0 $286,154 $232,349 $0 $1,090,810 $634,677 $647,967 $402,328 $286,154 $436,386 $464,570 $389,454
IX-01
EXHIBIT D
FACILITY OPERATING PARAMETERS &
UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 1 of 8
Performance Guarantee and Savings Calculations
Summary Table of Energy Savings and O&M Savings:
Utility Rates:
Table below summarizes the baseline utility rates currently being paid by the client to their utility providers.
These rates were used in establishing the Baseline in Exhibit D. Throughout the Term of the Guarantee Period
the utility rates in Table D1, escalated at 3.2% per year shall be used in determining savings. The Client
acknowledges and accepts the utility rates set forth in Table below.
Electric Natural Gas
Facility
$/kWh $/kW $/Therm
Ice Arena $ 0.090 $10.49 N/A
ANNUAL UTILITY COST SAVINGS GUARANTEE
The Client shall be guaranteed annual utility costs savings by the Contractor, a total of $16,241.00 per year.
Where required by the Measurement and Verification Plan, the Contractor shall measure and document savings
in each year in accordance with the plan. Where required by the Measurement and Verification Plan, the Parties
agree to use the pre-agreed utility savings each guarantee year for the annual guarantee reconciliation subject
to adjustment provision set in Exhibit D.
ANNUAL OPERATION & MAINTENANCE COST SAVINGS GUARANTEE
The Client shall be guaranteed annual costs savings by the Contractor, a total of $25,679.00 per year.
The Parties agree to use the Operation & Maintenance savings each year for the annual guarantee reconciliation
subject to adjustments provisions set in Exhibit D.
ONE TIME OPERATION & MAINTENANCE COST SAVINGS GUARANTEE
The Client shall be guaranteed costs savings by the Contractor, a total of $4,304,058.00 total.
The Parties agree to use the Operation & Maintenance savings for the annual guarantee reconciliation subject to
adjustments provisions set in Exhibit D.
ANNUAL M&V MEETING / RECONCILIATION
On an annual basis, on or near the date of Commencement of Energy Savings, there shall be a meeting held to
review the savings (energy and operations and maintenance). If the report shows that there is a shortfall in the
annual savings (actual vs guaranteed), CONTRACTOR shall write a check to cover the difference to the client.
CONTRACTOR reserves the right to, at their own expense, make additional modifications to the client’s facility
Location FIM Details Therms kWh kW/yr
$ -
Therm $ - kWh $ - kW Total Savings Safety
Factor
Guaranteed
Savings
Ice Rink Refrigeration Savings 0 200,510.91 0 $ - $18,045.98 $ - $18,045.98 90% 16,241$
IX-01
EXHIBIT D
FACILITY OPERATING PARAMETERS &
UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 2 of 8
(with client’s approval) to obtain additional savings in future years. If the report shows an excess of savings
(actual vs guaranteed), the excess savings shall be the property of the client and CONTRACTOR shall have no
right to any portion of it. Each guarantee year shall stand on its own merit and shall not take into account
excess savings in any prior year.
BASELINE ADJUSTMENTS
The following adjustments to the established baseline shall be allowed for generation of the energy savings
determination.
The hours a facility is occupied and/or equipment and lighting is utilized is a variable which will be adjusted for if
the number of hours rises or drops more than 10% from the quantity identified in Exhibit D. Where applicable,
energy management systems will be used to monitor and verify hours of equipment operation. Buildings
without energy management systems will have equipment operation logged by Client building staff.
The Contractor may use energy modeling to quantify changes from the baseline resulting from changes to:
• Square footage changes
• Weather changes
• Major remodeling or renovation projects
• Quantity or modification of facility equipment
• Change in building or central plant usage
• Change in process
• Change in volume of product being produced or processed
The Client agrees to notify the Contractor of any changes or additions of equipment or environments that may
affect the energy consumption associated with the buildings under this Agreement at the Annual Meeting.
UTILITY COST SAVINGS ADJUSTMENT
The Savings guarantee is for energy saved (fuel, kWh, gallon, etc.). The Contractor does not take responsibility
for price fluctuations from the utility, which are outside of our control. In the Measurement and Verification
reports we will provide cost savings data with the energy savings guarantee calculated as outlined below.
For the purpose of calculating savings under this guarantee, utility rates used will be the base rates paid by the
Client subject to the following:
The base Rate will be the rates included in Exhibit D of the Agreement. In the event that a facility has multiple
meters, a weighted average rate of the meters will be used. The Weighted average will be weighted by the kwh
used per year for each meter.
Rate Schedule Change: The rate used shall be limited to a floor rate and a ceiling rate. When a utility makes a
change to the utility rate, the new rate shall be used for computing savings however the adjustment shall be
constrained by the floor and ceiling. The floor rate shall never drop below the base rate. The ceiling rate shall
never exceed 1.5 times the base rate above.
IX-01
EXHIBIT D
FACILITY OPERATING PARAMETERS &
UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 3 of 8
OPERATION & MAINTENANCE COST SAVINGS ADJUSTMENT
Operation and Maintenance Cost Savings Adjustment. Unless otherwise stated, the Parties agree that the
Operation and Maintenance Cost Savings identified in this Exhibit will be in effect for the term of the contract.
IX-01
EXHIBIT D
FACILITY OPERATING PARAMETERS &
UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 4 of 8
TECHNICAL SERVICE AGREEMENT
GENERAL
The Technical Service Agreement (TSA) will be provided to the Client for the first year and is included in the total
price of this Agreement. Services set forth under this agreement are outlined below.
SCOPE OF WORK
For each year the Technical Service Agreement is in force, the following work shall be completed under the TSA:
1. Site visits will be conducted two times each year. Visits will inspect and verify proper operation of FIM’s.
Visits will include operations review with staff and consulting for new insight and training on the new
technologies and/or procedures.
2. Annually a report will be provided to the Client. The report shall include reporting of measured and
verified FIM’s and will verify savings conformance with guarantees provided in the Agreement.
TERMS AND CONDITIONS
The TSA shall be in force for 12 months starting from the substantial completion of the last FIM to be completed,
or for 12 months from the Prior TSA agreement if the TSA agreement is renewed. This TSA agreement will
automatically renew for the next one-year period unless either party provides written notice of non-renewal to
the other party at least sixty (60) days prior to the end of the current term in force.
The total first year price for the Services is included in the Agreement price. The TSA Agreement price for
successive years starting in year two is indicated in the following table:
Year Escalation Fee
1 NA Included in Agreement
2 3.50% $8,000
3 3.50% $8,280
4 3.50% $8,570
5 3.50% $8,870
Any additional years will increase by 3.50% annually.
Payment shall be on an annual basis until the end of the Guarantee Term or until the Client terminates the on-
going services. Annual payment shall be invoiced at the end of the period.
Termination of the TSA can be done by the Client in writing any time prior to the start of work on the currant
years M&V report. Termination of the TSA automatically terminates the Guaranteed Energy Savings Agreement,
and renders the Contractor’s savings guarantee null and void.
Energy Saving Calculations:
Guaranteed energy savings shown in Exhibit A scope summary are based on calculations and assumptions
presented in this exhibit.
Utility Cost Savings and/or unit savings provided in this exhibit may differ from those provided in Exhibit A and
Exhibit E. The Annual Guaranteed Savings Amount and/or unit savings provided in Exhibit A and Exhibit E include
a safety/risk factor.
IX-01
EXHIBIT DFACILITY OPERATING PARAMETERS & UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 5 of 8
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RXF 50IX-01
EXHIBIT D
FACILITY OPERATING PARAMETERS &
UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 6 of 8
Savings Summary:
kWh: 200,510.91
kW: 0
Therms: 0
Refrigeration System Night Setback
Issue:
- The ice rinks are not in use between 12:00AM and 5:00AM which allows the refrigeration equipment to be shut off
Proposed Modification:
- Configure the system to shut off all refrigeration equipment to shut off from 12:00AM and 3:00AM
Observations and Calculation Assumptions:
- The system must start an hour before being occupied to bring the ice back to temperature
Inputs:
Pump Tag HP
P-1 Brine Pump 30
P-3 Brine Pump 20
50
Savings Calculation:
Load Factor 0.7
Efficiency 0.9
Existing Motor kW=.746*HP*Duty Factor/Motor Eff.
P-1 17.4 kW
P-3 11.6 kW
kWh Savings
Hours of Operator Avoided 3
Days
P-1 336 17,546 kWh
P-3 308 10,723 kWh
Total 28,268 kWh
System
Subtotal HP
IX-01
EXHIBIT D
FACILITY OPERATING PARAMETERS &
UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 7 of 8
OPERATIONAL AND MAINTENANCE SAVINGS
The first-year annual operational savings identified in the Annual Operational Savings Table below are Stipulated
Operational Savings for the First Guarantee Year documented by the calculations and methodologies described
below and are not subject to measurement or verification.
These savings have been reviewed and analyzed by the Parties and may include but are not limited to repair and
maintenance cost reductions; deferred maintenance backlog cost reductions; and other long term operating
cost savings. In each subsequent Guarantee Year, the Stipulated Operational Savings in below table shall be
escalated at a rate of 3.2% per year to determine the Stipulated Savings from operating savings for such
Guarantee Year. The Client agrees and accepts that upon Substantial Completion of the Project, the Stipulated
Operational Savings set forth below shall be deemed achieved and included, with appropriate escalation as set
forth herein, in the Annual Savings determined for such Guarantee Year.
Annual Operational & Maintenance Savings
FIM/Building Stipulated Savings Notes
Refrigeration System – Replacement of the
refrigeration system and install new screw
compressors $ 7,000 Engineering Estimate
Solar System – Installing city owned solar system $18,679 Engineering Estimate
Total Operational Cost Stipulated Savings in First
Guarantee Year:$ 25,679
The above values are based on CONTRACTOR’s estimate of annual costs (maintenance & repair) associated with
these FIM’s and includes both internal and external costs related to the proposed FIM’s. The Engineering
Estimate above are based on experience, age, physical condition / state of the systems and equipment, site
evaluations, discussions with Client personnel, and review of existing costing associated with maintenance of
these items.
IX-01
EXHIBIT D
FACILITY OPERATING PARAMETERS &
UTILITY SAVINGS CALCULATION METHODS
EXHIBIT D Page 8 of 8
One Time Operational & Maintenance Savings
FIM/Building Stipulated Savings Notes
MCC - Purchasing of new Motor Control Centers for
the ice plant $ 200,000
Refrigeration System – Replacement of the
refrigeration system and install new screw
compressors $ 2,861,536
Electrical Service Replacement - Current Interior
Location - Replace existing main electrical service with
new $ 342,522
Roofing - Replace existing Roof with new built up roof,
new drains, and parapets $ 800,000
Purchase Outright - City Owned - Roof Limited Solar $ 100,000
Total One Time Operational Cost Stipulated Savings:$ 4,304,058
One time O&M Savings are operational savings associated with future expenditures by the Client. Client has
agreed that performing the scopes of work that have associated one time O&M Savings will result in a reduction
of future expenditures, which is being captured in this one time O&M Savings.
IX-01
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