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HomeMy WebLinkAbout10B - Contract for Replacement of Refrigeration Piping at the Prior Lake Library MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: May 18, 2009 108 Robert D. Hutchins, Building Official CONSIDER APPROVAL OF A RESOLUTION ACCEPTING QUOTES AND AWARDING CONTRACT FOR THE REPLACEMENT OF REFRIGERATION PIPING LOCATED AT THE PRIOR LAKE LIBRARY BUILDING. DISCUSSION: Introduction The purpose of this action is to authorize funding for the replacement of underground refrigeration piping that has developed leaks at the Prior Lake Library building. Historv The Prior Lake Library building is located in downtown Prior Lake. The building was built by the City and occupied in 1999. The west side of the building houses the Scott County Public Library. Club Prior, the City's Resource and Recreation Center for Adults 55+, occupies the east side of the building. The Scott County Library has been in the building since its opening. Club Prior opened in 2008. Previously, the east side of the building was occupied by the dance studio operated by Premiere Dance. Two air conditioning condensing units are located in a fenced-in area on the east side of the building. One is utilized for the Library space and the other unit is for the Club Prior space. Refrigeration piping travels from the condensing units under the concrete floor building to air handling units located in the basement of the building. In September 2003, the City's maintenance service provider discovered a leak in one of the underground pipes that serves the library. The single pipe was replaced. The leak was determined to be caused by a field joined solder connection that was assembled at the time of building construction. By that date the warranty had expired. In the fall of 2007, a small leak was discovered in the refrigeration piping that was above ground and accessible. The leak at the joint was fixed. In the fall of 2008, another minute leak was discovered in an underground refrigeration pipe serving the Library. This pipe has not been fixed as it is located within a plastic conduit below the concrete floor. The Library is currently operating on one half of the condensing unit and is adequately being cooled. With the start up of air conditioning units this spring, yet another leak in underground refrigeration piping that services Club Prior was detected. At the present time, Club Prior is not being cooled with mechanically-produced air but by low temperature outside air which is introduced into the duct distribution system. Without air conditioning, Club Prior will be unusable during peak temperature days. Current Circumstances To return the air conditioning to full operation, the city staff prepared plans and specifications and a Request for Quotes. Three mechanical contracting companies offered prices for completing this work, including abandoning all www.cityofpriorlake.com R\Council\2009 Agenda Reports\05 18 09\Library a-c ~F:'g~~o~52 .447.9800 / Fax 952.447.4245 underground refrigeration pipes and replacing them with piping that is routed horizontally in the attic of the building and then vertically through a closet in Club Prior to the air handling units in the basement. I Pearson Mechanical Services Inc. Metropolitan Mechanical Contractors, Inc. I Yale Mechanical Inc. The three quotes for replacing the underground refrigeration piping is as follows: Vendor Quote{ All Alternate #1 Piping) $34,900.00 $41,790.00 $10,500.00 $17,400.00 $42,200.00 $14,400.00 Conclusion Staff is proposing to use Pearson Mechanical Services Inc. for replacing the underground refrigeration piping in an amount not to exceed $34,900.00. ISSUES: Alternate 1 would replace only the piping that is leaking. This would result in less of a fiscal impact on the budget but our experience shows that this will be only a stop gap measure and we will soon be replacing other pipes. There are a couple of factors to consider with Alternate 1. Two or three additional breaks, in addition to inconveniencing building users, will cost the city more than doing the whole job now. It is our belief that one of the workers on the pipe was unfamiliar with effective solder joints. While they initially hold, the vibration and expansion and contraction of the pipes ultimately results in leaks. With each leak, Freon is introduced into the atmosphere. Freon is known to destroy the ozone. FINANCIAL IMPACT: It is recommended that the funds for this repair be drawn from General Fund contingency. This account has a balance of $294,000. ALTERNATIVES: 1. Motion and second to adopt a Resolution authorizing expenditures from General Fund contingency for the replacement of underground refrigeration piping at the Library building in an amount not to exceed $34,900.00. 2. Choose alternate #1 for the replacement of only the leaking underground refrigeration piping. 3. Defer this item and provide staff with direction. RECOMMENDED MOTION: Alternative No 1 Reviewed by: r:tJ 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 09.xxx A RESOLUTION ACCEPTING QUOTES AND AWARDING CONTRACT FOR THE REPLACEMENT OF REFRIGERATION PIPING LOCATED AT THE PRIOR LAKE LIBRARY BUILDING. Motion By: Second By: WHEREAS, The City-owned Library building has leaks in the underground refrigeration piping that provides air conditioning for the building; and WHEREAS, The Club Prior space of the Library building does not currently have air conditioning; and WHEREAS, City staff obtained three quotes for the replacement of underground refrigeration piping that has developed leaks; and WHEREAS, Pearson Mechanical Services Inc. provided the lowest quote of $34,900.00 for replacing the underground refrigeration piping; and WHEREAS, Replacing the refrigeration piping with overhead piping will provide dependable and repairable cooling service for the Library building. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. City staff is authorized to employ Pearson Mechanical Services Inc. to replace the underground refrigeration piping with above ground piping. 3. Funding in an amount not to exceed $34,900 is authorized from the General Fund contingency account. PASSED AND ADOPTED THIS 18th DAY OF May 2009. YES NO I Haugen I Erickson I Hedberg I leMair I Millar Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager www.cityofpriorlake.com RICouncill2009 Agenda Reportsl05 18 091Library resolution.doc / 9 2 4245 Phone 952.447.9800 Fax 5 .447.