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Prior Lake, MN 5 53 72
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CITY COUNCIL AGENDA REPORT
MEETING DATE: FEBRUARY 23, 2015
AGENDA#: 51
PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT
PRESENTED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AWARDING A CONTRACT
TO KLAMM MECHANICAL FOR HVAC PREVENTIVE MAINTENANCE
SERVICES
DISCUSSION: Introduction
The purpose of this agenda item is to seek City Council authorization to enter
into the City's Standardized Contract with Klamm Mechanical Contractors,
INC. for HVAC preventive maintenance services in all of the City facilities for
three years.
History
The City of Prior Lake currently has nineteen facilities to maintain the HVAC
system throughout Prior Lake; City Hall, Police Station, Library/ Club Prior,
Fire Station 1 &2, Lakefront Pavilion, Maintenance Center, Water Treatment
Facility, Flower Shop, Main Av building, Pike Lake House, Dakota House,
Lakefront Shed, Booster Station, and five Well Houses. These facilities have
a wide range of HVAC systems that need preventive maintenance to ensure
proper operation throughout the year.
In previous years we have been under contract for preventive HVAC
maintenance service with Yale Mechanical. The price for the preventive
HVAC maintenance has met the threshold of the City's purchasing policy
which now requires City Council Approval.
Current Circumstances
A scope of work was developed to assist the City meet the HVAC preventive
maintenance guidelines.
This includes cooling start-ups, cooling inspections, heating start-ups, and
heating inspections. The contractor will change out air filters and belts all
provided by the City, clean cooling coils, boiler inspections and maintenance,
boiler treatment, furnace maintenance, control monitoring, service calls as
needed, and emergency service calls 24 hours a day.
In line with the City's purchasing policy two quotes were obtained for this
work. Both Companies are well respected and fully qualified. These are not
to exceed cost proposals.
Their proposals are as follows:
Phone 952.447.9800/Fax 952.447.4245/wN"v.cityofpriorlake.com
Klamm Mechanical Yale Mechanical
Contractors, INC.
$ 77,820.00 $ 78,275.68
Conclusion
The City has not worked with Klamm Mechanical Contractors in the past.
Staff has checked references of current Klamm clients and is comfortable
recommending them to complete the work. City Staff recommends that
Klamm Mechanical Contractors, Inc. be selected for HVAC preventative
maintenance services pertaining to the City's facilities and HVAC
components.
ISSUES: The City does not have the resources or the equipment to complete the
HVAC preventive maintenance service in-house.
FINANCIAL The HVAC Preventive Maintenance Service Contract will be funded through
IMPACT: the General Fund and Utility Funds.
ALTERNATIVES: 1. Approve a resolution accepting quotes and authorizing the execution of
the City's Standardized Contract with Klamm Mechanical Contractor, Inc.
for the HVAC Preventive Maintenance Service Contract for a cost not to
exceed $77,820.00 for a three year contract.
2. Table this agenda item for a specific reason
3. Deny this agenda item for a specific reason and provide staff with
direction.
RECOMMENDED Alternative#1
MOTION:
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RESOLUTION 15-xxx
A RESOLUTION AWARDING A CONTRACT TO KLAMM MECHANICAL FOR HVAC PREVENTIVE
MAINTENANCE SERVICES
Motion By: Second By:
WHEREAS, The City needs to complete preventive maintenance of heating and cooling systems
throughout all City Facilities to extend the life of the equipment and ensure the most
efficient function of the systems; and
WHEREAS, The City does not have the resources or equipment to provide the service in-house; and
WHEREAS, The City received the following proposals for services:
Klamm Mechanical Yale Mechanical
Contractors, INC.
$ 77,820.00 $ 78,275.68
and
WHEREAS, City Staff recommends award of the City's Standardized Professional Services Contract to
Klamm Mechanical Contractor, Inc. for the City's HVAC preventive maintenance.
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. Authorizes the Mayor and City Manager to execute the City's Standardized Professional Services
Contract with Klamm Mechanical Contractors, Inc. for the City's HVAC preventive maintenance
services in an amount not to exceed $77,820.00 for a three year contract.
3. Funding for these services will be drawn from funds 101 and 601 in the respective departments
associated with the equipment maintenance.
PASSED AND ADOPTED THIS 23rd DAY OF February 2015.
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ❑ ❑ ❑ ❑ ❑
Nay ❑ ❑ ❑ ❑ ❑
Abstain ❑ ❑ ❑ ❑ ❑
Absent ❑ ❑ ❑ ❑ ❑
Frank Boyles, City Manager