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CITY COUNCIL AGENDA COMMUNICATION |
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| | | | | | | | | AGENDA DATE: | September 22, 2020 |
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| | | | | | | | | SUBJECT: | Award Bid and Authorize the City Manager to Execute a Contract with Air Conditioning Innovative Solutions, Inc., for the City Hall Server Room Heating, Ventilation, and Air Conditioning Project in the Amount of $130,459. |
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| | | | | | | | | STAFF RESOURCE: | Chris Flanigan, Director of Engineering
Eric Matthews, Director of Information Technology |
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| | | | | | | | | ACTION PROPOSED: | Award Bid and Authorize the City Manager to Execute a Contract with Air Conditioning Innovative Solutions, Inc., for the City Hall Server Room Heating, Ventilation, and Air Conditioning Project in the Amount of $130,459. |
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| | | | | | | | BACKGROUND
The City Hall server room has an independent HVAC system, called a Liebert HVAC system. This system is a specifically designed climate control product for server rooms. It is designed to maintain exact humidity and temperature levels with more accuracy and consistency than typical commercial systems. This is vital for preserving our information technology infrastructure.
Currently the system has two 5-ton units operating at the same time to keep the room at optimal temperature leaving no backup in the event of a unit failure. Staff engaged an engineering firm to investigate the existing and future system needs for cooling capacity requirements within the room. It was determined that both units have exceeded their expected service life and cooling capacity and are insufficient to operate in series (one operating as a redundant to the other). The consultant recommended that two 10-ton units will be needed to keep the room at an optimal temperature and humidity. This allows less wear on the units as they can be run in a lead-lag cycle with only one unit operating at a time then switching to the other unit. This will also provide appropriate redundancy for the server room, so that a unit being offline is no longer an emergency operation.
A Request for Bid (RFB) process was used in acquiring pricing for this project, a total of seven (7) bids were received. The three lowest bids are listed below:
Solicitation # 2020-6-108
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Bidder
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Bid Total
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Air Conditioning Innovative Solutions, Inc.
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$130,459
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Berger Engineering
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$134,951
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Airedynamics (TB2)
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$147,725
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| | | | | | | | BUDGETARY IMPACT
The project will be funded out of the Facility Maintenance Fund, within the approved FY2021 budget.
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P02011- City Hall Server Room HVAC
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Description
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Expense
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Construction
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$130,459
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| | | | | | | | STAFF RECOMMENDATION
Staff recommends that the City Council award bid and authorize the City Manager to execute a contract with Air Conditioning Innovative Solutions, Inc., for the City Hall Server Room heating, ventilation, and air conditioning project in the amount of $130,459.
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| | | | | | | | MOTION
I make a motion to award bid and authorize the City Manager to execute a contract with Air Conditioning Innovative Solutions, Inc., for the City Hall Server Room heating, ventilation, and air conditioning project in the amount of $130,459.
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