Subject:
Title
Award contract to Advanced Building Services, Inc. (ABS) for Town Hall HVAC System Operations and Maintenance Needs
Body
EXPLANATION AND SUMMARY:
After Town Hall Renovation construction was completed we performed a post-commissioning review of the HVAC system. The results of this review revealed several deficiencies in both the design documents and the construction contract specifications that should be addressed in order to ensure long term integrity and quality of the HVAC system.
· Items missed in the Sigal Contract documents. The Wiley/Wilson plans should have included replacement of two existing water valves, a pump in the cooling tower and installing a chemical feed system to add a biocide into the circulating water. This work was never in Sigal's contract and as building owner we would have paid if included. We request approval of a $9,902 contract for ABS under IFB 15-08 to install these items.
· Winter operation. The Wiley/Wilson plans for our 4-pipe, year-round HVAC system should have included cold weather protection of the cooling tower. As installed, the cooling system must be drained all winter to prevent freezing. For winter operation some pumps need to be moved inside, pipes insulated and the electronic control system reprogramed. We request approval of $23,455 contract for ABS under IFB 15-08 to perform this work.
· On-call and Preventative Maintenance contract. Advanced Building Services, Inc. (ABS) maintains other Town buildings and won the bid for IFB 15-08 to perform mechanical maintenance on the Town Hall HVAC. As we gained experience with the system, it became obvious that the electronic control elements of the Town Hall HVAC need the same type of on-call & preventative maintenance as the mechanical pumps and valves. We will also need annual biocide water treatment drain & fill. Therefore we request to add control system maintenance to the ABS contract, approximately $9,945 annually. The additional cost expected during the remainder of this fiscal year is $2,486 from building maintenance account 10432-43304.
Departmental Recommendation: Recommend approval.
Finance Recommendation: Arbitrage monies. Recommend approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town Council may approve the proposed contract modification with ABS in its discretion.
Town Manager's Recommendation: I recommend the Town Council increase contract IFB 15-08 with ABS by $35,843 to install various HVAC items, winterize the system and include on-call electronic control maintenance as presented.
Cost and Financing: $35,843
Account Number: 200201-48803
Decision Needed by This date: N/A
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to increase contract IFB-15-08 with ABS by $35,843 to install various HVAC items, winterize our system and include on-call electronic control maintenance as outlined in their proposals, account 200201-48803."
Or
Other action deemed necessary by Council.