HomeMy WebLinkAbout13.F.2. Awarding a contract for the City Hall HVAC Unit Replacement/Ventilation Revisions-Res. No. 6653
I~.F.~,
CITY OF SHAKOPEE
Memorandum
TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Duane Toenyan, Facilities Supervisor
SUBJECT: Consider awarding a contract for the City Hall rooftop HV AC unit
replacement and ventilation revisions project.
DATE: September 4, 2007
INTRODUCTION:
Attached is Resolution No. 6653, which accepts the bids and awards a contract for the
2007 City Hall roof top HV AC unit replacement and ventilation revisions.
BACKGROUND:
On August 8, 2007, City Council approved the plans and specifications provided by M. &
E. Engineering and authorized staff to advertise for bids for the 2007 City Hall roof top
HV AC unit replacement and ventilation revisions. The project includes: replacement of
the unit (more than 30 years old) with one that offers higher efficiency and reliability, and
revisions to the ventilation system making it compatible with the new unit, offer higher
efficiency and better distribution of air flow in the building. The unit replacement would
relieve some heating service from our present, aging boiler since the new root top unit
utilizes a much more efficient gas fired furnace.
On August 28, 2007, a bid opening was held for the 2007 City Hall HV AC project, in
which there were three bids opened for this improvement. The bids are summarized in
the attached resolution. The preferred unit is manufactured by Aaon Corp. An alternate
was included which would normally offer a deduction for a unit manufactured by Trane.
Below is a price comparison of the three bidders:
Biddin~ Contractor With Aaon With Trane
Associated Mechanical $193,500.00 $196,300.00
Owens Companies $198,676.00 $192,576.00
Pearson Mechanical $266,300.00 No bid
In the Building Fund plan for 2007, $110,000 was shown as the estimate for this project.
Originally, the estimated cost of the project by M. & E. Engineering was approximately
$125,000. The bids ,have corne in at approximately $67,500.00 higher. Some of this
difference is attributed to the fact that labor, supplies, and materials prices have gone up
since our estimate date.
The Aaon unit is preferred over Trane since it offers overall higher quality and can use
the refrigerant R-41OA which is the most 'green' for the environment.
AL TERNA TIVES:
1. Accept the bid from Associated Mechanical with the Aaon unit since that offers a
higher quality, maintenance friendly and environmentally friendly unit at the
lowest price.
2. Accept the bid from Owens Companies with the Trane unit since this is the lowest
bid, but offers a lower quality unit that doesn't use environmentally friendly
refrigerant.
3. Table for further discussion.
RECOMMENDATION:
Staff recommends alternative number 1 which awards the project to Associated
Mechanical and uses the better unit at a cost of $924.00 higher than the lowest bid.
ACTION REQUESTED:
Offer' Resolution Number 6653, A Resolution Accepting Bids for City Hall Heating,
Ventilation, and Air Conditioning Unit Replacement, and move its adoption.
Duane Toenyan
Facilities Supervisor
RESOLUTION NO. 6653
A Resolution Accepting Bids For
City Hall Heating, Ventilation, and
Air Conditioning Unit Replacement
WHEREAS, pursuant to an advertisement for bids for replacing the City Hall heating,
ventilation, and air conditioning unit, bids were received, opened on August 28, 2007, and tabulated
according to law, and the following bids were received complying with the advertisement:
Bidder Aaon Unit Trane Unit
Associated Mechanical $193,500.00 $196,300.00
Owens Companies $198,676.00 $192,576.00
Pearson Mechanical $266,300.00 No Bid
and,
WHEREAS, the Aaon unit offers a higher quality, maintenance friendly and
environmentally friendly unit than the Trane unit; and,
WHEREAS, it appears that Associated Mechanical, 1257 Marschall Road, Shakop,ee, MN
55379 is the lowest responsible bidder for the HV AC project with the AAON unit.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SHAKOPEE, MINNESOTA:
1. The appropriate City officials are hereby authorized and directed to enter into a
contract with Associated Mechanical, in the name of the City of Shakopee for the HV AC Project
with the Aaon unit, according to the plans and specifications therefore approved by the City
Council and on file in the office of the City Clerk.
2. The City Clerk is hereby authorized and directed to return forthwith to all bidders
the deposits made with their bids, except that the deposits of the successful bidder and the next
lowest bidder shall be retained until a contract has been signed.
Adopted in session of the City Council of the City of Shakopee,
Minnesota, held this day of ,2007.
Mayor of the City of Shako pee
ATTEST:
City Clerk