9.B.
City Council Meeting - FINAL
- Meeting Date:
- 07/21/2015
- Co-Submitter:
- Brian Grube, Recreation Services Director
- From:
- Adam Miele, Senior Project Manager
Information
TITLE:
Consideration and Approval of Contract: Jay Lively Ice Rink Chiller Installation (Approve Ice Chiller Installation contract with Interstate Mechanical Corporation in the amount of $229,010.00).
RECOMMENDED ACTION:
-
1) Approve the Construction Contract with Interstate Mechanical Corporation in an amount not to exceed $229,010.00.
2) Authorize Change Order Authority of 10% in the amount of $ 22,901.00, to cover potential costs associated with unanticipated or additional items of work.
3) Authorize the City Manager to execute the necessary documents
Executive Summary:
The chiller and cooling tower are critical components used for maintaining appropriate temperatures for the ice via circulated glycol solution under the ice. In previous years, the City purchased a second chiller and cooling tower for the intent of having a redundant system. This redundant system would allow repairs or routine maintenance to each system without shutting the facility down completely. While one chiller and cooling tower is in use, the second system would receive scheduled maintenance. This contract will include the construction of all necessary plumbing, electrical, controls and testing to ensure proper running of this backup system.
Financial Impact:
This project is funded through the BBB-Recreation Fund. This project is budgeted at $240,000.00 in account 055-06-158-3312-5-4435
Connection to Council Goal and/or Regional Plan:
Council goals
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Regional Plan
Goal LU.7. Provide for public services and infrastructure.
Has There Been Previous Council Decision on This:
Yes. Council previously approved purchase of the replacement chiller for J. Lively Activity Center through the Maricopa County SAVE (Strategic Alliance Volume Expenditures) intergovernmental agreement with Trane Corporation Maricopa SAVE Contract #07034-S. on October 21, 2008.
Options and Alternatives:
1. Approve the Construction Contract for the Jay Lively Ice Rink Chiller Installation with Interstate Mechanical Corporation as presented.
2. Reject the award of this contract and request staff to re-bid the project.
3. Reject the contract and maintain the current system as is with no backup or redundancy.
2. Reject the award of this contract and request staff to re-bid the project.
3. Reject the contract and maintain the current system as is with no backup or redundancy.
Background/History:
The City purchased the chiller in 2008 with the intention of providing a system that had a backup or redundant system. The chiller and the cooling tower have been stored at the facility following the purchase. With the lack of funding and the structural failure of the building, the chiller and cooling tower was never installed.
Currently, the system has to be completely shut down for maintenance and thus impacting the condition of the ice. In the event that the existing chiller or cooling tower has a mechanical failure, there is no backup and would render the facility unusable.
Staff issued a solicitation for construction bids, and was advertised on May 7 and 24, 2015. Five bids were received by the opening date of June 18, 2015 and Interstate Mechanical Corporation was determined to be the lowest responsive responsible bidder. Bid award is determined by the total bid amount of $229,010.00. A tabulation of the base bids is summarized below in the Expanded Financial Considerations. Interstate Mechanical Corporation has both Phoenix and Flagstaff offices.
Currently, the system has to be completely shut down for maintenance and thus impacting the condition of the ice. In the event that the existing chiller or cooling tower has a mechanical failure, there is no backup and would render the facility unusable.
Staff issued a solicitation for construction bids, and was advertised on May 7 and 24, 2015. Five bids were received by the opening date of June 18, 2015 and Interstate Mechanical Corporation was determined to be the lowest responsive responsible bidder. Bid award is determined by the total bid amount of $229,010.00. A tabulation of the base bids is summarized below in the Expanded Financial Considerations. Interstate Mechanical Corporation has both Phoenix and Flagstaff offices.
Key Considerations:
This improvement will provide a backup unit that will be reliable for years to come and reduce energy use because of improved efficiency ratings.
Expanded Financial Considerations:
Contractor Bid Total
Interstate Mechanical Corporation $229,010.00
Boyer Metal Co. $248,200.00
Summa Mechanical Contractors, Inc. $258,357.00
Kinetics $268,880.00
Woodruff Construction $295,292.00
Interstate Mechanical Corporation $229,010.00
Boyer Metal Co. $248,200.00
Summa Mechanical Contractors, Inc. $258,357.00
Kinetics $268,880.00
Woodruff Construction $295,292.00
Community Benefits and Considerations:
The Jay Lively ice rink is a heavily used facility for the residence of Flagstaff. The rink schedules year-around events with various organizations (NAU hockey club, adult and youth hockey clubs and figure skating) and providing educational and self-development services for the public. This project will ensure that scheduled events will not be cancelled due to failure of the existing chiller and cooling tower.
Community Involvement:
Inform – Public Works and Recreation sections will prepare a news releases that will be distributed to the local media outlets describing work to be completed and anticipated finish date. Additionally, Recreation will notify the various clubs of progress and dates of partial closures.