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TO:

Honorable Mayor and Members of the Common Council

FROM:

Jon Urben, General Services Manager

DATE:

January 14, 2025

SUBJECT:

Res 25-07 Award Bid to Sure-Fire Inc. for Safety Building HVAC Improvements for General Services ($549,735.00)

BACKGROUND

The Facilities Maintenance Division works closely with our HVAC consultant to regularly monitor, update and prioritize the annual HVAC replacement schedule throughout our building inventory. Between the 2024 and 2025 HVAC/Roofing CIP programs, the Common Council has allocated a total of $1,350,000.00 to address priority HVAC and roofing replacements. The current top HVAC priority project is to replace the remaining existing 1977 obsolete mixing boxes located throughout the occupied first floor of the Safety Building and the air separation unit (ASU) 4 serving these boxes. The boxes will be replaced with modern boxes and new direct digital controls (DDC) temperature controls that will increase comfort and temperature stability. The new ASU will be more energy efficient and will be brought into the DDC system to provide better control and comfort throughout the first floor. Fox Valley MEP, Inc. was engaged to provide design services, bid specifications and construction oversight for this project. Focus on Energy rebates are expected as part of this project. This project will begin in the spring and be completed by the summer.

ANALYSIS

Working with Fox Valley MEP, Inc. and Facilities Maintenance staff, Purchasing prepared bid specifications for this project. The bid was advertised in the local newspaper and posted on Onvia Demandstar. Bids were due December 18, 2024. The bid tab is attached. The low bid from Sure-Fire Inc. met all the minimum bid requirements.

FISCAL IMPACT

The fiscal impact of this bid is $549,735.00. This bid, added to Fox Valley MEP, Inc’s engineering fee of $28,000.00, brings the total fiscal impact of this project to $577,735.00. This project will be charged to A/N#: 0323 0130 7214 63035 (Buildings & Building Improvements- HVAC/Roofing Replacement Program). The 2024 and 2025 Roofing/HVAC CIP’s were allocated $1,350,000.00 and there are sufficient funds in this account for this purchase.

RECOMMENDATION

Purchasing recommends the Common Council award this bid to Sure-Fire, Inc. for $549,735.00.

Attachments

RES 25-07

Bid Tab SB HVAC Improvements