MINUTES OF THE MEETING SDSU CENTRAL HEATING PLANT BOILER REPLACEMENT AND PLANT UPGRADES June 17, 2011

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1 MINUTES OF THE MEETING SDSU CENTRAL HEATING PLANT BOILER REPLACEMENT AND PLANT UPGRADES June 17, 2011 The Building Committee for the SDSU Central Heating Plant Boiler Replacement and Plant Upgrades met on Friday, June 17, 2011 via conference call with the following members participating: Jack Warner, Executive Director and CEO; Dean Krogman, Regent; David Chicoine, President; and Kristi Honeywell, State Engineer. Also participating were Dean Kattelmann, SDSU; Roger Thue, SDSU; Mary Turman and Molly Weisgram, BOR. The purpose of the meeting was to approve the Facility Design Plan for the Central Heating Plant Boiler Replacement and Plant Upgrades. SDSU also requested authorization to complete design development and construction drawings as well as to proceed with bidding the boiler procurement package. Mr. Kattelmann explained that the Facility Design Plan is a result of the schematic design completed by Stanley Consultants, Inc. The project plans to remove two obsolete boilers and replace them with two upsized, multi-fuel burning boilers. This will allow diversity to mix and match boilers depending on need. Total project cost is $37,000 above the bond amount, but the bid alternates are planned to bring the project back within budget. The total budget for this project is $5.8 million. The boilers will not remove the ability to burn coal. This will bring the total number of boilers to a count of five. The State Engineers Office was authorized to negotiate an A/E contract with Stanley Consultants, Inc. and this action was approved in December 2010 by the Board of Regents. Stanley Consultants, Inc. will complete design and construction administration services for the entire project. IT WAS MOVED by David Chicoine, seconded by Dean Krogman to approve the Facility Design Plan for the Central Heating Plant Boiler Replacement and Plant Upgrades and to go out to bid for the boiler procurement. All members voting AYE. The MOTION CARRIED.

2 FACILITY DESIGN PLAN FOR CHP BOILER REPLACEMENT AND PLANT UPGRADES SOUTH DAKOTA STATE UNIVERSITY OSE#R X In accordance with the Board of Regents Capital Improvement Process, South Dakota State University (SDSU) requests approval of this Facility Design Plan for the Central Heating Plant Boiler Replacement and Plant Upgrades project. This submittal is a result of the schematic design completed by Stanley Consultants, Inc. SDSU requests authorization to complete design development and construction drawings. SDSU also requests approval to proceed with bidding the boiler procurement package. A. Architectural, Mechanical & Electrical Schematic Design The justification for the project has not changed from that stated in the previously approved Facility Program Plan. Summary of Architectural Work: 1. Construction of a Control Room to house new workstations for the boiler plant control system. 2. Construction of new supervisor s office that is being demolished to make room for a new exit required for egress. 3. Renovation to building exits and interior stairs, replacing deteriorated stairs, and bringing others exits and stairways into code compliance. 4. Bid alternates will be included for window replacement and exterior tuck-pointing. Description of Mechanical Systems: 1. Fire Protection: No changes planned. The building recently received a new fire alarm panel under a previous project. The building is not sprinkled. 2. Plumbing: Demolition of one shower and installation of a boiler water sample testing station are included. Minor plumbing modifications as required for reconfiguration of office, control break rooms to accommodate relocation of a sink and water cooler. 3. HVAC: Building ventilation upgrades to control combustion air for the boilers will be included. A new boiler combustion air makeup unit will be installed as well as an air handler to provide conditioned ventilation air to the office, control and break rooms.

3 4. Boiler Plant Equipment: a. Removal of Boiler #4 and auxiliary equipment. b. Removal of Boiler #7 and auxiliary equipment. c. Asbestos abatement as required for demolition of boilers, piping and other equipment. d. Installation of two new dual fuel (gas/#2 fuel oil) boilers. One boiler sized at 35,000 pounds per hour capacity and the other at 65,000 pounds per hour capacity. New boilers will water-tube design for long life and will be equipped with flue-gas economizers to reclaim some of the heat normally lost from a boiler stack. Besides being a necessary maintenance replacement, the boilers will increase our firm capacity on natural gas by about 42,000 pounds per hour, bringing our total to 182,000 pounds per hour. This capacity will position us well into the future with boiler capacity. e. Replacement of two (2) existing boiler feedwater pumps with new feedwater pumps including variable speed drives. f. Replacement of one (1) condensate transfer pump with a new condensate transfer pump including a variable speed drive. Installation of variable speed drives on the two (2) remaining condensate transfer pumps. g. Expansion of the existing plant wide control system to interface the new equipment with the existing control system. h. Replacement of the steam pressure reducing station and low pressure steam line that serves Yeager Hall and DePuy Military Hall. This will include asbestos abatement on the existing line. i. Replacement and relocation of the low pressure steam safety relief valve. j. Installation of a bearing cooling water reclamation system on the induced draft fan and stoker bearing cooling water system. This is planned as a bid alternate. k. Installation of an underground fuel oil storage tank monitoring system on the existing fuel oil tank. This is planned as a bid alternate. l. Replace or repair Boiler #5 and #6 stacks based on independent testing of the current stacks condition. This is planned as a bid alternate. Description of Electrical Systems: Project scope includes replacement of building electrical switchgear, motor control centers and major distribution panels. Existing panels that serve coal and ash handling equipment are not included in the scope of this project since coal does not appear to be a viable fuel choice for our plant beyond the next few years.

4 Project Timeline: Design development documents are anticipated to begin July 1, During design development, with bid specifications prepared by Stanley Consultants, SDSU plans to bid and procure the boilers in advance of the remaining construction. The boilers have a very long lead time of approximately nine months. In order for the boilers to arrive in time for installation during the summer of 2012, they need to be procured in advance. They will be provided to the contractor as owner-provided equipment to be installed by the contractor. Other advantages to bidding the boilers ahead of the other construction documents include savings of contractor markup on approximately $2.5 million worth of equipment. It also allows the A/E to design piping and stack connections for the boilers around known dimensions. Design Development documents will be developed while the boiler procurement package is out for bids and are expected to be complete by September 1, Bid documents for the construction package will be completed by November 15, 2011 for final review with Building Committee approval anticipated by mid-december The contractor s construction contract is anticipated to be fully executed by February 6, 2012 with construction to begin at that time. Boilers should be delivered approximately April SDSU plans an annual campus-wide steam outage for early May each year. The contractor will have tie-ins and other work that needs to occur during this outage. This project schedule will allow the contractor to get necessary shop drawings approved and begin construction prior to the May outage. See the project schedule and Figure 1 - Project Timeline, below for more key dates. Other than the annual scheduled steam outage in May, the boiler plant is anticipated to remain in service to provide steam to campus during the entire construction process. Project Schedule: BOR approval of Schematic Design and Facility Design Plan: June 29-30, 2011 Advertisement for Boiler Procurement Package: July 5 22, 2011 Bid Opening for Boiler Procurement Package: July 26, 2011 Advertisement for Construction Package: December 27 January 13, 2012 Bid Opening for Construction Package: January 17, 2012 Construction: April 2012 December 2012 Completion Date: December 2012 Occupancy: Continuous (Plant to remain in operation during all construction except the annual 1-2 week scheduled outage in May) B. Impact to Existing Building or Campus Wide Heating/Cooling/Electrical Systems

5 Electrical Distribution: Electrical distribution loads should not be impacted by this project. The new electrical loads associated with the new boilers #9 and #10 are anticipated to be approximately equal to the electrical equipment loads associated with boilers #4 and #7, which are being demolished. Electrical distribution is adequate to the plant. Impact to Existing Tunnels (and associated utilities): The utility tunnel running north from the Central Heating Plant, past Yeager Hall, will be the only tunnel included in this project s scope of work. The existing low pressure steam service to Yeager Hall and DePuy Military Hall will be abated and demolished. It will be replaced with a new, smaller low pressure line to serve those two facilities. Due to the short proximity to the plant, those two facilities will share the steam pressure reducing station located in the Central Heating Plant that provides low pressure steam to the plant itself. Water: The campus water distribution system will not be directly affected by this project. However, as steam demand on campus is expected to grow along with overall campus growth, the water consumption in the plant will likely increase slightly to accommodate the extra makeup water requirements associated with campus growth. Sanitary Sewer: Impacts to the sanitary sewer are anticipated to be negligible. Storm Sewer: Storm sewer impacts are anticipated to be negligible. Natural Gas: Natural gas service to the campus and to the plant is adequate to support the new equipment. The future plans are to continue to burn coal in existing Boilers #5 and #6 during the winter months until compliance with the new Environmental Protection Agency Hazardous Air Pollutant regulations is required, which is approximately three years away. Therefore natural gas consumption in the plant will be largely unaffected for the short term. Once we stop burning coal, our winter-time gas consumption will increase dramatically in the plant. The main gas lines and service to the building are deemed adequate to support the plant s needs with the new boiler equipment. C. Total Estimated Construction Costs: The total project cost is estimated to be approximately $5,824,000 for the design and construction of the project. This is about $37,000 over the $5,787,000 in bond funds available for the project. As the design development documents evolve and construction costs estimates are updated, additional bid alternates will be included if needed to keep the project within budget. The breakdown is shown in the following table. Preliminary Construction Estimate $4,720,952 Contingency (5%) $236,048 A/E Fees $466,095 OSE Fees $47,210 SDSU Fees and Misc. Expenses $236,048 Testing and Survey $18,000 Abatement $50,000

6 Commissioning $50,000 TOTAL PROJECT COST $5,824,353

7 Figure 1 - Project Timeline

8 The Preliminary Construction Estimate above includes only base bid items. Bid Alternates totaling an additional $242,411 are planned if the bids come in below the current estimate: Bearing Cooling Water Reclamation System Building Exterior Tuckpointing Fuel Oil Tank Monitoring System Boiler #5 & #6 Stack Replacement Window Replacement D. Changes from Cost Estimates for Operation or M&R Expenses SDSU does not anticipate any changes from the estimated operation and maintenance expenses noted in the previously approved Facility Program Plan. Illustrative Plans: Refer to the attached illustrative floor plans prepared by Stanley Consultants indicating the basic scope of work as of the Schematic Design Phase. Figure 1 General Arrangement - Main Floor Demolition Figure 2 General Arrangement - Basement Floor Figure 3 General Arrangement - Main Floor Figure 4 General Arrangement - Mezzanine Floor

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