HomeMy WebLinkAboutAgenda Report - April 16, 2008 E-03AGENDA ITEM POW3
CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Authorizing Emergency Replacement of Damaged City Hall
and Carnegie ForumAir Conditioner Chiller Barrel and Authorizing City Manager
to Execute Purchase Orderto Indoor Environmental Services ($57,325)
MEETING DATE: April 16,2008
PREPARED B Y Public Works Director
RECOMMENDEDACTION: Adopt a resolution authorizing the emergency replacement of damaged
City Hall and Carnegie Forum air conditioner chiller barrel and authorizing
the City Managerto execute a purchase order to Indoor Environmental
Services, of Sacramento, in the amount of $57,325.
BACKGROUND INFORMATION: The City Hall and Carnegie Forum air conditioning units are serviced by
water that has been chilled by a 125 -ton, air-cooled chiller unit that is
nineteen years old. Two weeks ago, the chiller experienced a
significant internal loss of refrigerantthat was determined to be caused
by the collapse of several copper tubes.
Staff initiated an insurance claim and is working currently to see if any insurance reimbursement may be
forthcoming. Estimates for repairing and replacing the chillerwere received.
The lowest cost repair estimate is $30,000 to re -tube the existing chiller barrel, replacing the existing
copper tubing with new tubes; the fastest this can be accomplished is approximately 2'/2 months.
The second repair option is to replace the existing barrel with a new barrel, at a cost of $57,325; a
company has been found that can supply a replacement barrel in two weeks.
The third option is to replace the existing chiller unit completely with a new one, and estimates range from
$170,000 to $205,000; time estimates range from two to seven weeks.
Staff recommends dispensing with the formal bid process for the purchase of a replacement chiller barrel and
asks that the Council authorize the City Managerto execute a purchase order for emergency replacementof the
existing chiller barrel through Indoor Environmental Services, the company that the City utilizesfor heating,
ventilation, and air conditioning (HVAC) servicing of our large, commercial HVAC equipment.
FISCAL IMPACT: Fundsfor majorfacility HVAC equipment replacement have not been set aside, nor
anticipated of this magnitude, in the Capital Fund budget. Although this will tax the
Facilities Division Operating budget, this replacement should be paid from there.
Consideration for facilities equipment replacement should be given in next year's
budget. Staff is also investigating possible Public Benefitfunding for energy efficiencies gained through
installation of the new chiller barrel.
FUNDING AVAILABLE: Fundin III a primarily from the Public Works Facilities Division operational budget,
offse,W a9finsurance reimbursement, and considering Public Benefitfunds.
rk.5vans, Budget Manager
Prepared by Dennis J. Callahan, Fleet & Facilities Manager
FWSIDGIpmf
cc: George Morrow. Electric Utility Director
Directorof CustomerService Crystal Grass. Indoor Environmental Sewices
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F. Wally S delin
Public Worcs Director
Rob Lechner, Manager, Customer Sewices & Programs
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Blair City Manager
411012008
RESOLUTION NO. 2008-66
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
EMERGENCY REPLACEMENT OF DAMAGED CITY HALL
AND CARNEGIE FORUM AIR CONDITIONER CHILLER
BARREL AND FURTHER AUTHORIZING CITY MANAGER TO
EXECUTEPURCHASEORDERTOFUNDREPLACEMENT
WHEREAS, the chiller unit, which services City Hall and Carnegie Forum, has
experienced a significant internal loss of refrigerant caused by the collapse of several copper
tubes; and
WHEREAS, estimates were receivedfor repairing and replacing the chiller; and
WHEREAS, staff recommends replacing the chiller barrel at a cost of $57,325; and
WHEREAS, staff recommends dispensing with the formal bid process due to the
emergency nature of the replacement; and
WHEREAS, staff recommends replacement of the chiller barrel through Indoor
Environmental Services, of Sacramento, which is the company that currently services most of
the City of Lodi's large, commercial heating, ventilation, and air conditioning equipment for City
buildings.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the emergency replacement of the damaged City Hall and Carnegie Forum air
conditioner chiller barrel; and
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City Manager
to execute a purchase order in the amount of $57,325 to Indoor Environmental Services, of
Sacramento.
Dated: April 16, 2008
I hereby certify that Resolution No. 2008-66 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held April 16, 2008, by the following vote:
AYES: COUNCIL MEMBERS— Hansen, Hitchcock, Johnson, Katzakian, and
Mayor Mounce
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS— None
ABSTAIN: COUNCIL MEMBERS— None
JOHL
City Clerk
CITY COUNCIL
JOANNE L. MOUNCE. Mayor
LARRY D. HANSEN,
Mayor Pro Tempore
SUSAN HITCHCOCK
BOBJOHNSON
PHIL KATZAKIAN
CITY OF LODI
PUBLIC WORKS DEPARTMENT
CITY HALL, 221 WEST PINE STREET
P.O. BOX 3006
LODI, CALIFORNIA 95241-1910
(209) 333-6706
FAX (209) 333-6710
EMAIL pwdept@lodi.gov
http:\\www.lodi.gov
April 11, 2008
Crystal Gross, Director of Customer Service
Indoor Environmental Services
1512 Silica Avenue
Sacramento, CA 95815
BLAIR KING
City Manager
RANDI JOHL
City Clerk
D. STEVEN SCHWABAUER
City Attorney
F. WALLY SANDELIN
Public Works Director
SUBJECT: Adopt Resolution Authorizing Emergency Replacement of Damaged
City Hall and Carnegie Forum Air Conditioning Chiller Barrel and
Authorizing City Manager to Execute Purchase Order to Indoor
Environmental Services ($57,325)
Enclosed is a copy of background information on an item on the City Council agenda of
Wednesday, April 16, 2008. The meeting will be held at 7 p.m. in the
City Council Chamber, Carnegie Forum, 305 West Pine Street.
This item is on the consent calendar and is usually not discussed unless a
Council Member requests discussion. The public is given an opportunity to address
items on the consent calendar at the appropriate time.
If you wish to write to the City Council, please address your letter to City Council,
City of Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the
mail. Or, you may hand-deliverthe letterto City Hall, 221 West Pine Street.
If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's
card (available at the Carnegie Forum immediately prior to the start of the meeting) and
give it to the City Clerk. If you have any questions about communicating with the
Council, please contact Randi Johl, City Clerk, at (209) 333-6702.
If you have any questions about the item itself, please call Dennis Callahan,
Fleet and Facilities Manager, at (209) 333-6800, extension 2690.
F. Wally Sandelin
r - Public Works Director
F W Slpmf
Enclosure
cc: City Clerk
NCITYHALLAIRCONDITiONER.DOC