HomeMy WebLinkAbout4D HVAC Preventative Services Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: DECEMBER 17, 2018
AGENDA #: 4D
PREPARED BY: JAKE THEISEN, FACILITIES MAINTENANCE SUPERINTENDENT
PRESENTED BY: JAKE THEISEN
AGENDA ITEM:
CONSIDER APPROVAL OF A RESOLUTION AWARDING A CONTRACT TO
KLAMM MECHANICAL CONTRACTORS, INC FOR HVAC PREVENTATIVE
SERVICES
GOAL AREA AND
OBJECTIVE:
Public Safety
1. Ensure a safe and quality-built environment.
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 for HVAC
preventative maintenance services in all of the City facilities for three years.
History
The City of Prior Lake currently has eighteen facilities to maintain the HVAC
system throughout Prior Lake: City Hall, Police Station, Library/Club Prior, Fire
Station #1 and #2, Lakefront Pavilion, Maintenance Center, Water Treatment
Facility, Main Ave Building, Pike Lake House, Dakota House, Lakefront Shed, both
Booster Stations, and five Well Houses. These facilities have a wide range of
HVAC systems that need preventative maintenance to ensure proper operation
throughout the year.
Current Circumstances
A scope of work was developed to assist the City in meeting the HVAC
preventative 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, cleaning cooling coils, boiler inspections and maintenance, boiler treatment,
furnace maintenance, control monitoring, service calls as needed, and emergency
service calls 24 hours a day.
The City only received one bid for this project. The bid proposal was advertised 3
weeks on the League of Minnesota Cities site.
Conclusion
The City has worked with Klamm in the past. City Staff recommends Klamm 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
preventative maintenance service in-house.
FINANCIAL
IMPACT:
The HVAC Preventative Maintenance Service Contract will be funded through the
General Fund and Utility Funds
ALTERNATIVES: 1. As part of the consent agenda approve a resolution accepting quotes and
authorizing the execution of the City’s Standardized Contract with Klamm
Mechanical Contractors for the HVAC Preventative Maintenance Service
Contract for a cost not to exceed $78,680 for a three-year contract.
2. Remove this item from the consent agenda for additional discussion.
RECOMMENDED
MOTION:
Alternative #1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-___
A RESOLUTION AWARDING A CONTRACT TO KLAMM MECHANICAL FOR HVAC
PREVENTATIVE MAINTENANCE SERVICES
Motion By: Second By:
WHEREAS, The City needs to complete preventative 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 proposal for service;
Klamm Mechanical Services
$78,680
WHEREAS, City staff recommends award of the City’s Standardized Contract to Klamm
Mechanical Services for the City HVAC preventative 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 Contract with
Klamm Mechanical Contractors in an amount not to exceed $78,680 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 by the Prior Lake City Council this 17th day of December 2018
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager