CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Option Year #1 to Contract 25-111, Heating, Ventilation, Air Conditioning and Dehumidification Services, to Beery Heating and Cooling, Inc., for an amount not to exceed $129,970 and a total award of $289,970
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Buildings Operations Division (DPW-PBO) and the Water Utilities (DPU-W) are responsible for maintaining HVAC and dehumidification (HVAC-D) systems and associated equipment at more than 50 City facilities including seven secured water facilities maintained and nine additional secured facilities maintained at the Springbrook Water Reclamation Center. The City Council awarded Contract 25-111, Heating, Ventilation, Air Conditioning and Dehumidification Services, to Beery Heating and Cooling, Inc. on April 9, 2025, for a one-year term from May 1, 2025, to April 30, 2026, with four one-year options to extend. City Council approved the first option year on April 21, 2026.
The purpose of this contract is to retain the services of a licensed HVAC-D contractor to perform services on an as-needed basis for work that is either beyond the scope of in-house staff and/or to augment and improve the efforts of in-house staff. The licensed contractors provide services consisting of maintenance, repair, and replacement of the HVAC-D systems and associated equipment.
DISCUSSION:
The replacement of the dedicated outside air system (DOAS) serving the DPW locker rooms was originally planned for the 2027 Capital Improvement Program (CIP) MB209. However, a recent evaluation determined that the unit's condition has deteriorated more rapidly than anticipated. The existing equipment is 18 years old, which is within the estimated useful life range of 15 to 20 years for this type of equipment. However, the unit has experienced significant deterioration. The heat exchanger has rusted through, the heat recovery wheel has failed, and the flame sensor and igniter require replacement due to severely rusted burners. These conditions have significantly reduced the unit's reliability and increased the likelihood of an unexpected failure.
Based on the recent assessment, the existing DOAS is not expected to remain operational through the upcoming winter season. Failure of the unit would adversely affect ventilation and heating within the locker room facilities and could result in unplanned service disruptions. Accordingly, advancing the replacement to 2026 is necessary to maintain reliable operation and avoid emergency equipment failure during the winter season.
Contract Award
|
Original Contract Value |
$ 160,000.00 |
|
Prior Cumulative Approved Change Orders |
$ 0.00 |
|
Subtotal |
$ 160,000.00 |
|
(+/-) This Change Order |
$ 129,970.00 |
|
Total Contract Value |
$ 289,970.00 |
The equipment is expected to be delivered 16 weeks from order placement.
FISCAL IMPACT:
CIP #: MB209
Replacement of rooftop units and ventilation systems are expensed to the Building Improvements accounts listed below as part of the capital improvement program. This work is related to MB209, Roof Top Unit and Ventilation System Replacement, for which a total of $400,000 is budgeted in 2026. The requested change order of $129,970 can be accommodated within the 2026 budget.
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Account Number |
Fund Description |
Total Budget Amount |
|
31342200-551500 |
Capital Projects Fund |
$1,954,000 |
|
31341500-551500 |
Water Utility Fund |
$360,000 |