ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request to Award a CONTRACT to THE PIPCO COMPANIES, LTD. for HVAC AIR HANDLER REPLACEMENT for the Municipal Building, in the LOW BID Amount of $210,400.00.
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BACKGROUND: The existing roof top air handler unit was installed in 1995 when the Municipal Building was remodeled. The roof top unit’s condenser and compressor have failed and can no longer be repaired. The unit is beyond its expected life range and other parts will also start to fail.
The two roof top units at the Police Headquarters building were also installed in 1995, but were replaced in 2010 after repeated maintenance and parts failures.
By replacing the equipment and controls and installing variable frequency drives, the City will be able to capture energy savings and to use the temperature set back option when the building isn’t in use.
Bids were opened on September 5, 2014, with two companies bidding. After that date, city funding for the work was frozen. The Facilities Manager has confirmed that PIPCO will honor their bid amount, as follows:
CONTRACTOR BASE BID ALT #1 TOTAL
PIPCO $168,700 $41,700 $210,400
Standard Heating $ 178,500 $51,500 $230,100
The Good Faith Efforts documentation submitted by PIPCO Companies has been reviewed and approved by the Equal Opportunity Manager. The company will use a WBE to conduct air-flow balancing testing. This scope of work equals less than one percent of the total bid amount.
NEIGHBORHOOD CONCERNS: N/A
FINANCIAL IMPACT: Funding for this project will come from Capital Project accounts E13008 -
Allen/Alta Culvert Improvement ($153,977) project is complete; CB1503 - Police Headquarters Improvements ($15,261.67); and CB1400 - City Hall Upgrades ($41,161.33).
IMPACT IF APPROVED: The equipment will be ordered after Council approval, with installation late March or early April 2016, weather dependent, to have it online for the cooling season.
IMPACT IF DENIED: No air conditioning will be in place for Information Systems staff or equipment and they would have to be moved until the air handlers can be replaced, causing more cost incurred by the City.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: PIPCO has a current EOO #00618-161231.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Have an efficient government.
DEPARTMENT: Public Works