Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with F.E. Moran, Inc. Mechanical Services to Replace an Air Conditioner Condensing Unit at the Public Works Center in an Amount Not to Exceed $73,342.50 and Authorizing Its Execution
End
Overview
Overview
The McQuay air conditioner condensing unit for air handling unit (AHU) 2 at the Public Works Center is original to the building from 2007, has reached the end of its useful service life, and needs replacement. The condensing unit is proposed to be replaced with a more energy-efficient model that uses more environmentally sustainable refrigerant. End
Recommendation
Recommendation
Adopt the Resolution.
Background
Air Handling Unit 2 at the Public Works Center provides heating and cooling to the shop areas on the lower level of the Public Works Center. The cooling/AC system includes an outside condensing unit which is original to the building from 2007. The unit was inspected as part of the Property Condition Assessment (PCA) conducted at the PWC in the summer of 2023 and the PCA listed the unit as due for replacement within the next 4 years. In the fall of 2023, the unit began to malfunction and the Village’s mechanical contractor was called out to assess conditions and later submitted a recommendation to replace the unit entirely. The unit uses R-407C refrigerant which is being phased out and will no longer be available in the near future. Newer and more environmentally friendly refrigerants are now available, and the new unit would contain one of the new refrigerants (R-410A). R-410A is one of the least damaging to the environment and human health and is a suitable alternative to R-22 and R-407C. R-410A is a blend of different HFCs that do not deplete the ozone. Sometimes called Puron, Forane, or Genetron AZ-20, R-410A is a good choice when installing AC new systems. Replacement of the condensing unit would also include replacement of the existing cooling coils with new coils inside the air handling unit.
Staff issued a Request for Proposals (RFP) on November 1, 2023. The RFP was posted on the Village web page and in the Wednesday Journal. Staff also sent the RFP to various local mechanical contractors. Proposals were due on Wednesday, November 29, 2023, and a total of three (3) proposals were received. F.E. Moran, Inc. Mechanical Services submitted the most favorable proposal. F.E. Moran has been the Village’s mechanical contractor for the IT Department’s MDF Room HVAC units at Village Hall, Public Works Center, and Holley Court parking garage and historically has performed very well.
Fiscal Impact
The Fiscal Year 2024 CIP Building Improvement Fund includes a total of $2,832,885.00 in account # 3012-43790-101-540673, $346,885.00 of which was budgeted for PWC MEPS projects (mechanical, electrical, plumbing, and structural). Replacement of the air handling unit 2 was identified as one of the necessary projects.
If approved, the total contract amount with F.E. Moran, Inc. for the replacement of the AHU2 AC unit at the PWC would not exceed $73,342.50 which includes the proposal cost of $69,850.00 plus $3,492.50 as a 5% contingency for unforeseen conditions.
DEI Impact
N/A
Alternatives
The Village Board may delay action to gain additional information.
Previous Board Action
The Village Board approved funding for this project with the approval of the 2024 Building Improvement Fund: Public Works Center MEP projects.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A