HomeMy WebLinkAbout4.F.6. Authorization to Purchase Library and Police Station Air Conditioners y. �. � .
City of Shakopee
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MEMORANDUM �� � � �� � � 'r-
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TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrator
SUBJECT: Replacement of Library and Police Station Air Conditioning Units
DATE: April 12, 2012
Introduction
The City Council is asked to authorize the replacement of the air conditioning units at the both the
library and the Police Station.
Background
The Library and Police Station, both built in 2003, each have York brand air conditioning units that are
original to the respective buildings. While slightly different in size, both units have six compressors that
run in two circuits of three. When one compressor in a circuit goes bad, the entire circuit shuts down.
These compressors have been an ongoing problem for the City, having failed and been replaced multiple
times over the years. Unfortunately, with the existing York air conditioning units, we have no choice but
to keep replacing the failed compressors with more compressors of the same make and model. It seems
like every year when we start up the units for the cooling season another compressor has failed and we
face another expensive repair bill. Currently two of six compressors have failed in the unit at one
building and one of six compressors is out in the unit at the other building. Fortunately, the 2012
Building Fund maintenance plan includes replacement of these units amongst the scheduled building
projects for this year. While the units theoretically should not be at the end of their lifespan, they are
no longer under warranty and it does not seem wise to continue spending thousands of dollars on repair
and maintenance of such a major part year after year.
Quotes to replace the two air conditioners have been obtained from three mechanical service
companies. The lowest responsive price quote for the Library building is $72,600 from Harris
Companies. This will provide an 80-ton Trane air conditioner and includes installation and start-up.
The lowest price quote for the police station is $63,100 from Owens Companies. This will provide a 60-
ton Trane unit to replace the existing 70-ton unit.
Both units reflect a switch to a coolant type known as R410a. The current units rely on a coolant that is
no longer approved by environmenta� regulators. The new type of coolant will require some
adjustments to the air-handling unit at the Library, because it operates at a different temperature and
pressure than the current R22. The air-handling unit at the Police Station is believed to be capable of
accommodating the new coolant. Therefore the project does not include modification of the Police
Station air handler at this time.
Budget Impact
This is a planned project of the Building Fund for 2012 with an estimated cost of $75,000 per building, so
the units for both buildings are under budget. At this time, the approximate cash balance of the
Building Fund is $7.1 million per the December 31, 2011 preliminary audit.
Relationship to Vision
This is a housekeeping item.
Requested Action
The Council is asked to authorize the purchase and installation of a new 80-ton Trane air conditioning
unit for the Library building from Harris Companies at a cost not to exceed $72,600; and the purchase
and installation of a new 60-ton Trane air conditioning unit for the Police Station from Owens
Companies, at a cost not to exceed $63,100, to be paid for out of the Building Fund.