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IP #827PROJECT NO. 827 Water heaters for Ice Arena Res, 07-153 10/08/07 Resolution authorizing the appropriation of funds of $21,000 for replacement of water heaters for the ice arena by EMC Services (improvement project no. 827) COUNCIL Request for Action Originating Departments Approved for Agenda Agenda Section Planning and Parks and Recreation October 8, 2007 Development Item No. By: Shari French, Director By: 8.1 Resolution authorizing the appropriation of funds of $21,000 for replacement of Water Heaters for the Ice Arena by EMC Services (improvement project no. 827) Requested Action Staff is recommending that the City Council approve the low quote attached of $21,000 from EMC Services for the purchase and installation of five new one hundred gallon, 250,000 BTU water heaters. All come with a three year warranty. Jim Corbett, Recreation Facilities Manager, will be present to answer any questions. Background Four quotes were received for this needed work and range in price from $21,000 to $37,550. Staff has conversed with the low quote company to ensure that the scope of work is understood and we've been assured that it is fully understood. The units quoted by EMC Services are the same brand as those in the building now. The existing five water heaters were purchased and installed in 1989. Two of the units have burned out elements and are not working at all. The other three units are not expected to last much longer. Staff asked all four bidders to give a ball park assessment of the existing water heaters and all four bidders agreed we are on borrowed time with the units still running. The heating elements on the remaining three in operation are nearly inoperable and there is considerable flaking on the storage tanks. These hot water heaters provide water for all the facility's restrooms, for the concessions area, the Zambonis, and also provide hot water for the maintenance of outdoor ice sheets in the city's parks. The replacement of these water heaters has been on the arena's CIP listing which has been discussed at the council level during 2007. The estimated cost listed in the CIP was $40,000. Staff is aware of the hot water heater discussion which occurred with the Bass Lake Road Apartment negotiations. The building official is working with the Public Works staff and Parks staff to determine its otential use if the sale Eoes throw h. However, now that ac uisition of the complex is in question, staff Motion by .)(I kLLI - Ls Second by To: - 3 I: \ RFA\ P &R \ARENA\ R -827 Water Heater Replacement Quotes.doc would like to proceed with this purchase. If the acquisition should go through at a later time, the hot water heater at the apartment complex can be used at the Public Works facility. Funding Funds are available for this project in the Liquor Reserve Fund/Park Infrastructure Fund which is levy funded each year. Due to the fact that the water heaters are used in part for making outdoor ice, staff recommends that the council consider the Park Infrastructure portion of the Fund as the funding source. Attachment(s) Attachments include the low quote, a memo from staff describing the project and quotes received, and a listing of the ice arena CIP. Staff recommendation Staff is recommending that the City Council approve the low quote attached of $21,000 from EMC Services for the purchase and installation of five new one hundred gallon, 250,000 BTU water heaters. I: \RFA \P &R \ARENA \R -827 Water Heater Replacement Quotes.doc City of New Hope Resolution No. 07- 15 3 Resolution authorizing the appropriation of funds of $21,000 for replacement of Water Heaters for the Ice Arena by EMC Services (Improvement project no. 827) WHEREAS, the city of New Hope prepares a five year Capital Improvement Program (CIP) as a guiding document for equipment acquisition and improvement projects to assist with the preparation of each annual operating budget; and WHEREAS, the CIP is not formally adopted as a budget document, nor does it authorize the acquisition of the individual equipment and /or projects listed therein; and WHEREAS, the Parks and Recreation Department recommends the replacement of the five water heaters in the ice arena; and WHEREAS, the funds for this project have been provided within the Park Infrastructure Fund for the Parks and Recreation Department, by use of the annual levy. NOW, THEREFORE BE IT RESOLVED by the City Council of the city of New Hope, Minnesota, to approve the appropriation of $21,000 for payment to EMC Services from the Parks Infrastructure Fund account is authorized and the 2007 Ice Arena operating fund budget is hereby amended. Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 8 day of October, 2007. Attest: City Clerk I: \ RFA \ P &R \ ARENA \ R -827 Water Heater Replacement Quotes.doc To: Kirk McDonald, Acting City Manager From: Shari French, Director of Parks and Recreation Jim Corbett, Recreation Facilities Manager Date: September 25, 2007 Subject: North side hot water heaters (5) Attached are four bids for replacement of water heaters on the north side of the arena. These heaters provide water for the restrooms, concessions, Zambonis, and they provide hot water for maintenance of outdoor ice sheets in the parks. They were purchased and installed in 1989. Two of the units have burned out elements and are not working. The other three units may not last much longer. Staff asked all four bidders to give a ball park assessment of the existing water heaters and all four bidders agreed we are on borrowed time with the units still running. The heating elements on the remaining three in operation are nearly inoperable and there is considerable flaking on the storage tanks. The bids are as follows: EMC Services $21,000 MMC $30,700 Egan $35,860 Aircorps $37,550 Jim contacted EMC Services and he assured him that he could replace the five heaters at that price. Jim reports that the low quote is bidding the same brand of units that we currently have. The Arena CIP listed an estimate of $40,000 for this purchase. Unless directed otherwise, the plan is to place these quotes on the October 8 council agenda for approval. The funding source options that staff is aware of include Liquor Reserve Fund and /or the Park Infrastructure Fund. 19VITU -AX NO. : 7637120252 Sep. 20 2007 09:38AM n agmffi�-M_ SEP.17.7007 9:00AM K NO. 8956 P. 1 September 17, 2007 New Hope Ice Arena 4949 Louisiana Avenue North New ]-lope, MN 55428, Fax: 763 - 531 -9262 Attention: Jim Corbett Project: New Hope Ice Arena Subject: Proposal for the Replacement of Five (5) Water Heaters Below you will find our pricing and scope of work for the replacement of five (5) water heaters in the New Hope Ice Arena in New Hope, MN. Base Price $30,700 11. Scope of Work A. Demolition of existing water piping to the existing water heaters as required to accommodate the installation of the new water heaters. B. Provide five (5) American Standard 100 gallon water heaters (270,000 BTU/HR). Water heaters include: spark to pilot ignition, glass -limed multi - flue tank, auto flue damper, T &P valve installed and stainless steel burners. C. Replacement of (10) existing gate valves with new ball valves D. Tie ins to existing water and natural gas lines E. Insulation repairs as required F. Permits for our work Exclusions. A. Power wiring B. Anything not specifically mentioned as included above. Thank you for the opportunity to provide you with this quote. If you have any questions, please call. Metropolitan Mechanical Contractors, Inc. 7340 Washington Avenue South ♦ Eden ]Prairie, Mimesota 55344 Phone: 952. 941 -7010 s Fax: 952 -941 -9118 ` PROPOSAL Date: September 17, 2007 File Name: water heaters Building on Promieee Kept Page 1 Of 1 COMPANY ATTENTION City of New Hope Jim Corbett STREET ADDRESS PROJECT NAME 4949 Louisiana Avenue North Water Heater Replacement CITY, STATE, ZIP PROJECT LOCATION New Hope, MN 55428 Mechanical Room DESCRIPTION OF WORK Egan Company proposes to replace five domestic water heaters as itemized below. - Provide five American Standard 100 gallon heaters. - Spark to pilot ignition. - Auto flue dampers. - Stainless steel burners. - Install ten new ball valves. - Dispose of old equipment, and final clean up. - Reconnect gas piping. - All materials and labor. - Install electrical wiring to new units. - Delivery and permitting. - Perform startup and operational testing ITEMS NOT INCLUDED ■ Overtime labor PRICE Thirty Five Thousand Eight Hundred Sixty Dollars $35,860.00 TERMS AND CONDITIONS Payment terns are net 30 days from date of invoice. Monthly progress billings acceptable. This proposal may be withdrawn if not accepted within 30 days. Accepted proposal subject to approval by Seller's Credit Department. All agreements are contingent upon strikes, fire, flood, accidents or delays caused by circumstances beyond our control. All work to be completed in a workmanlike manner according to standard practices. SUBMITTED BY ACCEPTANCE SIGNATURE Shane Becker TITLE TITLE Account Manager TELEPHONE DATE OF ACCEPTANCE 763 -595 -4366 mechanical a electrical x systems Boone Avenue North I Brooklyn Park, MN 55428 1 p:763.595.4300 I f. I www.eganco.com FROM :AirCorp Mech FAX NO. :7632312759 Sep. 14 2007 03:4ePM P2 September 14, 2007 City of New Hope New Hope Ice Arena 4949 Louisiana Ave. North New Hope MN 55428 Atten: MfJim Corbett RE: New Hope Ice Arena (Domestic Water Heater Proposal) Dear Jim, We appreciate this opportunity to submit our proposal for the above mentioned project, our proposal is detailed and outlined for your review and consideration. Domestic water heater systems 1. Remove and re -cycle (5) existing water .heaters, 2, Furnish and install (5) A.0. Smith 13TR 275 water heaters, includes (10) new isolation valves, gas piping, breeching, I abor and permits. 3. The new water heaters require I I OV power for ignition systems and vent dampers, we have allowed up to 50" ft, from the vatet heaters to the nearest electrical panel, PRICE OF: S 37,5150.00 EX(Liusions 1, Painting, 2. Pipe insulation. 3. System balancing. AirCorps, LU • 763.550,0707 0 Fax 763,231.2759 ® 3700 Annapolis Lane Nor[h ® Suite 175 • PLymouth, MN 55447 -WBEME Certlffed— ICE ARENA CIP 2007 -2015 YEAR 2007 2007 2007 2007 2007 2008 2008 2008 INFRASTRUCTURE IMPROVEMENT ITEM Replace Zamboni Batteries for 2002 machine - original Replace North rink Refrigeration Motors - from 1994 replace infrared heaters on west side of north arena Replace North arena lighting existing from later 1980's replace water heaters i ark cPal /sr+a�rnat narkinn Int _ rahuilt in Q9F Paint outside of arena building - original 1996 Security system Recarpet meeting rooms & meeting rooms - 1996 2009 Replace North rink Dehumidification System - original - 1975 2009 Convert both rinks from Freon 22 to 134A 2009 Repaint south rink floor - built 1996 2010 Repaint all spectator flooring 2010 Replace north rink Roof - existing installed 1985 2010 Replace Infrared heaters - south arena - original from 1996 2010 Replace North Rink Floor - original from 1975 total $ 35,000.00 $ 20,000.00 $ 8,000.00 total $ 63,000.00 Energy savings 30 %+ Do as part of larger city seal coat prof. add new Carpet takes a beating from so many people $ 75,000.00 $ $ 90,000.00 Present Freon system will be obsolete in 2010 and $ 30,000.00 either very expensive or unavailable by then $ 10,000.00 100,000.00 total $ 175,000.00 $ $ 10,000.00 100,000.00 $ 100,000.00 $ $ 15,000.00 15,000.00 $ 500,000.00 Replace floor and add subfloor heating; this plan means keeping existing refrigeration equipment 2011 Replace skate tile - from 1996 2011 Remodel Community room; kitchen from 1979, cabinets - 1979 2011 Replace North scoreboard - Coke donated 1994 2011 Replace South rink dehumidification system - original from 1996 2011 Replace 1996 Zamboni 2012 Replace arena sign board at 49th avenue - original from 1975 2012 Replace 8 HVAC roof top units south side - original from 1996 2013 Replace infrared heaters north arena - from 2003 2015 Replace south scoreboard - original from 1996 total $ 625,000.00 $ 20,000.00 $ 30,000.00 $ 30,000.00 $ 100,000.00 $ 100,000.00 total $ 280,000.00 $ 30,000.00 $ 100,000.00 total $ 130,000.00 $ 15,000.00 total $ 15,000.00 $ 30,000.00 total $ 30,000.00 $ 1,438,000.00 YEAR HISTORY OF MAJOR CAPITAL ITEMS AS OF JULY 2006 1975 North arena built 1979 Community room added 1990 PA system - bought new speakers 1990 Office furniture purchased 1994 Purchased north 4 -sided scoreboard w /Coke donation 1996 South arena added 1996 & 2003 2 electric Zambonis purchased 1998 North hockey rink - replaced dasher boards & east glass 2000 & 2003 Replaced bleacher caps & repainted - north arena 2001 Brought telescoping bleachers up to code 2003 Replaced community room flooring 2004 Remoded 6 restrooms Skate sharpening room - remodeled office for skate sharpening 2005 business and bought 2 new machines 2005 Replaced gas piping on south rink roof - design defect from 1996 EST. COST COMMENTS RE: WORK RECOMMENDED $ 12,000.00 Replace every 6 years $ 15,000.00 $ 12,000.00 new cabinetry, kitchen replace with modern sign board 11:29 AM April 2007