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TO: Honorable Mayor and Members of the Common Council FROM: Jon Urben, General Services Manager DATE: August 14, 2024 SUBJECT: Res 24-457 Award Bid to August Winters and Sons Inc. for Public Museum Boiler Replacement for General Services ($85,282.00)

BACKGROUND

The Facilities Maintenance Division works closely with our HVAC consultant to regularly monitor, update and prioritize the annual HVAC replacement schedule for our building’s HVAC equipment.  The Public Museum has two boilers serving the HVAC system.  The Peerless boiler was manufactured and installed in 1994. When the boiler was installed, it was 78% efficient. Per ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers) and ASME (American Society of Mechanical Engineers), a boiler loses approximately 5% efficiency in its first 10 years of use, and 10% efficiency per subsequent year after the initial 10. As the boiler is currently 30 years old, it is assumed that the operational efficiency of this boiler is approximately 53%. Due to its age and condition, the boiler is well beyond ASHRAE's recommended service life.  As such, this unit is a top priority in the HVAC replacement schedule.  A new unit will be more energy efficient and will be approximately 88% efficient vs 53%. The actual energy savings are contingent on the weather, but are expected to provide the Museum with substantial utility savings. The new unit will also qualify for rebates from the Focus on Energy program.  The City applied for and received a federal Energy Efficiency and Conservation Block Grant (EECBG) equipment voucher that will cover all costs associated with this project.  Fox Valley MEP, Inc. was engaged to provide design services, bid specifications and construction oversight for this project.  The new unit is expected to be installed by November 2024.

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 August 1, 2024.  The bid tab is attached.  The low bid from August Winters and Sons Inc. met all the minimum bid requirements.

FISCAL IMPACT

The fiscal impact of this bid is $85,282.00.  This bid, added to Fox Valley MEP, Inc’s engineering fee of $6,000.00, brings the total fiscal impact of this project to $91,282.00.  This project will be charged to A/N#: 0323 0130 7214 63035 (Buildings & Building Improvements- HVAC/Roofing Replacement Program) and will be reimbursed 100% from the EECBG equipment voucher.

RECOMMENDATION

Purchasing recommends the Common Council award this bid to August Winters and Sons Inc. for $85,282.00.

Attachments Res 24-457 Bid Tab OPM Boiler Replacement 8-14-24

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