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Home My WebLink AboutItem 10 - Palace Arts Center HVACMEMOTO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: AUGUST 20, 2019 SUBJECT: APPROVAL FOR THE PURCHASE AND INSTALLATION OF HVAC SERVICES FOR PALACE ARTS CENTER RECOMMENDATION: City Council to consider approval for the purchase and installation of HVAC services for the Palace Arts Center from Texas Airsystems for the Grapevine Convention and Visitors Bureau. FUNDING SOURCE: Upon approval of this purchase, funds will be available in Fund 816 for a total amount not to exceed $162,390. BACKGROUND: The roof top air handler and duct work installed in 2000 during the restoration of the Palace Arts Center is no longer serviceable. For several years the systems have been repaired and now the software controls are no longer supported. The three cell heat exchanger assembly on the unit is now defective as well. The roof top exterior duct work for the unit is damaged and subject to leak. The proposal from Texas AirSystems under the TIPS Comprehensive HVAC Solutions and Service provides the following: *Engineering services for design of new Roof Top Unit (RTU) and structural and electrical as required for permitting and sizing of new equipment. *Crane and rigging services to remove existing RTU including removal of wiring and conduit and install new RTU and duct. *Rigging services to modify existing structural steel for new RTU. *Furnish and install new Aon 30 ton unit to include Wattmaster Controls. *Furnish and install new supply and return including installation of new wire air ducts as required to connect to existing. *Provide haul off of existing RTU for recycling. *Energize circuits and provide in house testing and balancing to verify equipment is working properly. This purchase will be made in accordance with an existing interlocal agreement with the Region VIII Education Service Center of Texas (TIPS) as allowed by Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791 Bids were taken by the cooperative and a contract was awarded to Texas AirSystems. The Grapevine Convention and Visitors Bureau and Purchasing staff reviewed the contract for departmental specification compliance and pricing and determined that the contract would provide the best product and pricing for meeting the needs of the City. Staff recommends approval. PN/LW QUOTATION Date: July 22, 2019 To: Grapevine Convention & Visitor's Bureau Attn: Paula Newman Project: City of Grapevine — Lancaster Theater TEXAS,\t3Wk& AIRSYSTEMS PRICING SUMMARY DESCRIPTION M QTY 6 TAGGING AMI TOTAL NETPRIC�j.� Option 1— Reusin isting Unit Structure $ 1625390.00 *FOB Factory, Full Freight Allowed, Tax Not Included We are pleased to quote the following through TIPS Comprehensive HVAC Solutions and Service per contract #18010101. Effective March 22, 2018 — March 22, 2020 Option 1 Scope of work— Reusing existing unit structure • Provide Engineering Services for Design of new RTU and Structural and Electrical as required for permitting and sizing of new equipment • Provide Rigging services to remove existing RTU • Provide rigging services to modify existing structural steel for new RTU • Provide labor to remove excess return and supply ducts • Furnish and install new Aaon 30 ton unit • Unit provided with Wattmaster Controls • Furnish and install new Supply and return air ducts as required to connect to existing. New ducts to be installed at least 14" above existing roof to allow for roofing to be performed. The intent is to minimize duct runs by reconfiguring the new unit. New duct to be run above existing duct. New duct to be double walled and insulated. • Provide crane services to rig new RTU and Duct into place • Recover refrigerant removal and disposal per EPA guidelines. • Provide haul off the existing RTU for recycling. • Provide temporary dumpster for duct work • Provide in house testing and balancing • Furnish Mechanical Permit • LOTO breaker feeding RTU-5 • Remove wiring and conduit to RTU-5 to allow for removal of the unit • Provide and replace breaker in the MDP with a 200 amp breaker • Install new wiring from MDP to new RTU • Energize circuits and verify everything is working properly • one Year Service Agreement included at no charge Exclusions IAssumntions • Any work not specifically stated above is not included. • Pricing does not include any safety or site specific training or security measures that may be required by the customer or others. • Proposal is based upon city approval including street closures as required. Pricing also assumes that the city will not require architectural screening. If required, this would be extra • over time work has been excluded except as needed for rigging • Sales Tax and bonding is excluded • Roofing is excluded TexasAirSystefns. coat 1 Norlern :rss Blvd„ ,�iCe0 1, Fort Worth, T 71 Ian n: 1411 fix: l 1 Page 1 of 2 Painting of any kind, including touch up Asbestos containing materials testing, or abatement. -This quotation is subject to change without notice and void after 15 days. -Add to the prices quoted any sales tax payable on the transaction under any effective Federal or State statute. -F.O.B. Factory, FFA, per mutually agreed schedule. No material to be returned without written authorization. -Payment terms: Net 30 Days, Upon Receipt of Satisfactory Credit Information. -Texas AirSystems equipment will be supplied based upon approved submittal data. -Retainage is not allowed. Texas AirSystems is a material supplier, and will be supplying the entire purchase order value upon delivery of equipment. -Payment to Texas AirSystems cannot be conditioned on receipt of payment from the owner by a contractor, construction manager, or customer. -Texas AirSystems standard warranty, parts only, is for 12 months from start-up date, not to exceed 18 months from ship date. - Texas AirSystems is responsible and accountable only for the acts and omissions of Texas AirSystems. -Insurance certificates and bonds can/will be provided upon request. TEXAS AIRSYSTEMS J" "; r "/ e_w� � TexasAirSystems, COM\. 2 1 Nor hern :r ss Blvd„ quite 1, Fart Worth, T 76137 Ian n: l .8 . 4 1 1 fax: 8 l 1 Page 2 of 2 ORDINANCE NO. 2019-049 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, APPROPRIATING $162,390 IN THE HERITAGE FOUNDATION FUND FOR THE PURCHASE AND INSTALLATION OF HVAC SERVICES FOR THE PALACE THEATER; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE WHEREAS, staff is recommending approval a purchase of HVAC services from Texas Airsystems; and WHEREAS, upon approval, this ordinance will make the total project funds available for the HVAC services contract in the amount of $162,390; and WHEREAS, all constitutional and statutory prerequisites for the approval of this ordinance have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this ordinance is in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated herein above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 2. That the City Council hereby authorizes $162,390 to be appropriated in the Heritage Foundation Fund for the purchase of HVAC services. Section 3. The fact that the present ordinances and regulations of the City of Grapevine, Texas are inadequate to properly safeguard the health, safety, morals, peace and general welfare of the public creates an emergency which requires that this ordinance become effective from and after the date of its passage, and it is accordingly so ordained. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 20th day of August, 2019. APPROVED: William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: City Attorney Ordinance No. 2019-049