City Council Meeting


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  F.2.f.       
Meeting Date: 12/07/2021  
Contact: Crystal Strickland, Administrative Assistant
Also Contact: Gus Anderson
Phone: 972-230-9615  

COUNCIL ACTION
Motion by Councilmember Marks with a second by Councilmember Brown-Patrick to approve as presented. Motion passes 7-0.
AGENDA ITEM:
Consider authorizing the City Manager to negotiate and execute a contract with Polk Mechanical in the amount of $255,000 to provide new air handling units for the Recreation Center and approving a budget amendment in the same amount
BACKGROUND:
The current air handling units (AHU's) in the recreation center are more than twenty years old. Due to the deteriorating condition of the AHU's, including significant rust, and continuing issues of controlling temperature set points, staff requested emergency funding for three (3) fan coil rooftop units; two (2) for the gym and one (1) for the recreation center lobby. This is an emergency purchase due to the unit's inability to maintain a healthy and comfortable environment for the community use of the recreation center. 

Due to the age and condition of the existing units, staff determined it would be in the best interest of the system as a whole to replace all three (3) units instead of one (1) unit at a time. This decision also provides a significant cost savings while minimizing disruptions to operations. This proposal considers the availability on lead time, installation scheduling, and current market cost of units.
FINDINGS:
On November 17, 2021, Polk Mechanical submitted a proposal in the amount of $231,632.97 to provide all necessary materials, equipment, and labor to replace air handling units (AHU's) in the Recreation Center. The scope of work includes, but is not limited to:
  • Furnishing and replacing three (3) AHU's on a designated Saturday. 
  • Removing all materials and debris from roof and job site. 
  • Starting the three (3) AHU's and adjusting as required and reviewing the new AHU operation with facilities staff. 
FINANCIAL IMPACT:
The total contract amount is not-to-exceed $255,000. Funds are available in the fund balance of Fund 230 (Energy Management). 
RECOMMENDATION:
Staff recommends the City Council authorize the City Manager to negotiate and execute a contract with Polk Mechanical in the amount of $255,000, including materials, equipment, labor, and contingency, to provide new air handling units for the Recreation Center and approve a budget amendment in the same amount.  
MANAGEMENT REVIEW
Attachments
Emergency Purchase Form - Fully Executed
Proposal


    

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