HomeMy WebLinkAboutAgenda Report - July 2, 2008 E-04AGENDA ITEM E
&8% CITY OF LODI
COUNCIL COMMUNICATION
1A
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Negotiate Purchase of Energy
Management System (EMS) for Lodi Public Library through Sole Supplier
L & H Airco, of Roseville
MEETING DATE: July2, 2008
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to negotiate purchase of
Energy Management System (EMS)for Lodi Public Librarythrough sole
supplier L & H Airco. of Roseville, California.
BACKGROUND INFORMATION: The Library's Heating, Ventilation, and Air Conditioning (HVAC) system is
scheduled for replacement beginning in October 2008. Specifications and
advertising for bid for the HVAC equipment was approved at the June 18'h
Council meeting. The existing pneumatic -type controls system needs to be
replaced with an updated electronic, digitally -controlled EMS.
Other recently constructed City buildings, most notably the Police Facility and Fire Station No. 4, are controlled by an
EMS manufactured by Alerton Technologies. Inc. The City's contracted design engineer has recommended the
Alerton system be installed at the Library, which is the only system that can be tied to our existing system for
monitoring and control, for consistencyof operation, for parts familiarity, and to take advantage of staffs training and
experience. Whereas, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for purchase of supplies,
services or equipment when it is in the best interest of the City to do so, staff recommends that Council authorize the
City Manager to negotiate the purchase and installation of the Alerton EMS controls system for the Librarywith the
local area manufacturer's representative, L & H Airco. The estimated cost to purchase and install the EMS system is
$100,000 to $120,000.
FISCAL IMPACT: Replacing the HVAC system and existing controls with state-of-the-art equipment
and EMS will save operational costs currently associated with the outdated, failing
HVAC equipment. Having the EMS provided and installed by the area
manufacturer's representativewill save the City of Lodi the typical
contractor 15-20% mark-up and will allow the City to have the EMS system delivered in time to meet the HVAC
installation schedule.
FUNDING AVAILABLE: The money for this project is budgeted in the Library Renovations Phase I Fund
1813).
k Evans, Budget Manager
f1101 /I
F. Wallj_S�iioeljn
PubriicWorks Director
Prepared by Dennis J. Callahan, Fleet and Facilities Manager
FWS/DJClpmf
cc: Purchasing Officer Nancy Martinez, Library Services Director
Wes Fujitani, Senior Civil Engineer Fred Rolfes. Rolfes Engineering, Inc.
APPROVED:
AW Blair King, City Manager
K1WPIPROJECTSIMISCILIBRARYIHVAClEquipmentlCEMS.doc 612512008
RESOLUTION NO. 2008-121
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO NEGOTIATE SOLE SUPPLIER PURCHASE
OF ENERGY MANAGEMENT SYSTEM FOR LODI PUBLIC LIBRARY
WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for
purchase of supplies, services, or equipment when' it is in the best interest of the City to do so;
and
WHEREAS, replacing the Library's heating, ventilation, and air conditioning (HVAC)
system and existing controls with state-of-the-art equipment and Energy Management System
(EMS) will save operational costs associated with the outdated and failing equipment; and
WHEREAS, the City's contracted design engineer has recommendedthe Alerton system
be installed at the Library, which can be tied to the City's existing system for monitoring and
control, for consistency of operation, for parts familiarity, and to take advantage of staffs training
and expertise; and
WHEREAS, staff recommends that Council authorize the City Manager to negotiate the
purchase and installation of the Alerton EMS controls system for the Library with the
manufacturer's local representative, L & H Airco; and
WHEREAS, having the EMS provided and installed by L&H Airco will save the City of
Lodi the typical contractor 15% to 20% mark-up and will allow the EMS system to be delivered
in time to meet the HVAC installation schedule; and
WHEREAS, the estimated cost to purchase and install the EMS system from L & H Airco
is $100,000 to $120,000.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to negotiate the sole -supplier purchase of EMS for the Lodi Public
Library through L & H Airco in the estimated amount of $100,000 to $120,000.
Dated: July 2, 2008
hereby certify that Resolution No. 2008-121 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held July 2, 2008, by the following vote:
AYES: COUNCIL MEMBERS— Hansen, Johnson, Katzakian, and Mayor Mounce
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Hitchcock
ABSTAIN: COUNCIL MEMBERS— None
RANDI JOHL
City Clerk
2008-121
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:XXwww.lodi.gov
June 26,2008
Rolfes Engineering, Inc.
1036 W. Robinhood Drive, Ste. 201
Stockton, CA 95207-5627
BLAIR KING
City Manager
RANDIJOHL
City Clerk
D. STEVEN SCHWAEAUER
City Attorney
F. WALLY SANDELIN
Public Work8 Director
SUBJECT: Adopt Resolution Authorizing City Manager to Negotiate Purchase of
Energy Management System (EMS)for Lodi Public Library through Sole
Supplier L & H Airco, of Roseville
Enclosed is a copy of background information on an item on the City Council agenda of
Wednesday, July 2, 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 communicatingwith the
Council, please contact Randa 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.
0-j F. Wally Sandelin
46y Public Works Director
FWSlpmf
Enclosure
cc: City Clerk
NCEMS.DOC