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<br />e <br /> <br />e <br /> <br /> <br />RE VEST FOR CITY COUNCIL AGENDA ITEM <br /> <br />Requested By: <br /> <br />Source of Funds: C'..eneral J'und Continvnq <br /> <br />Department: <br /> <br />Account Number: <br /> <br />00l~146~15~050 <br /> <br /> <br />Amount Budgeted: N/A <br /> <br />Exhibits: <br /> <br />Bid Tabulation <br /> <br />Amount Requested: <br /> <br />556,184 <br /> <br />Exhibits: <br /> <br />EmeJ"2ency Justification Letter <br /> <br />Budgeted Item: YES <br /> <br />NO X <br /> <br />Exhibits: <br /> <br />SUMMARY & RECOMMENDATION <br />A major component of the nO-ton air-conditioning chiller unit serving the La Porte <br />Recreation & Fitness Center has failed. The Chiller Barrel, which is the exchange portion of the <br />unit, is leaking coolant into the water system, resulting in a substantial loss of coolant. The unit is <br />being kept in operation by adding coolant in large quantities as an interim measure. Because this is <br />an unforeseen situation and emergency procurement, we are requesting payment from the General <br />Fund Contingency account. Because this situation meets the requirements for emergency <br />procurement, the Purchasing Division quickly obtained competitive bids for repair as well as <br />replacement of the system. <br />Specifications were sent to six area vendors and quotes were received from three vendors <br />(see attached Bid Tabulation). Bay Temperature Control, Inc. submitted the low bid for both <br />repair and replacement of the unit. Due to the high cost of repair of the unit by replacing the <br />Chiller Barrel ($40,610) and the age of the unit, staff has recommended replacement of the entire <br />unit. Bay Temperature Control, Inc. submitted a bid for replacement in the amount of $54,184, <br />with and additional $2,000 for salvaging major components that can be reused (i.e. compressors, <br />muffiers, fan motors, etc.) either at the RFC or at Sylvan Beach Pavilion. Staff also obtained <br />quotes for trade-in and for extended warranties for the unit. The trade-in value was extremely low, <br />($300) and the extended warranty cost was extremely high (approximately $10,000). Therefore <br />staff recommended the City not exercise these options. Bay Temperature Control, Inc. is a <br />reputable company in the area that currently holds the City's air-conditioning maintenance <br />contract. . <br />Failure to maintain a higher pressure on the coolant side of the system (through injection of <br />fresh coolant) could result in water entering the coolant side of the system, causing complete and <br />immediate failure of the coolant side of the unit. Because of the emergency nature of the situation <br />and the availability of funds in the General Fund Contingency account, staff proceeded with the <br />purchase of the replacement unit, prior to seeking Council approval. . <br /> <br />Action Reauired bv Council: <br />Consider approval ~thorizing an emergency, and subsequent purchase of new nO-ton air- <br />conditioning chiller unit for the La Porte Recreation & Fitness Center. <br /> <br /> <br />O:?f3 <br />