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<br /> <br /> STAFF REPORT <br /> <br /> <br /> <br />TO: Mayor Fischer and Members of the City Council <br /> <br />FROM: Bryce Shearen, CPRE, Parks & Recreation/Community Services Director <br /> <br />DATE: July 12, 2023 <br /> <br />RE: Approve Furnace and AC Replacement at the Old Fire Hall <br /> <br /> <br />ACTION TO BE CONSIDERED <br />Motion to approve the emergency replacement of a furnace and air conditioner unit by Lewis <br />Heating and Air at the Old Fire Hall in the amount of $11,485.00. <br /> <br />BACKGROUND <br />The larger of the two furnaces and AC units at the Old Fire Hall lower level stopped working. Staff <br />had a technician out and he said the unit, which is more than 20 years old, was beyond repair and <br />needed to be replaced. With high temperatures and the building leased to Ramsey County during <br />the day for people with developmental disabilities and with community rentals on the weekend the <br />furnace needed to be replaced as soon as possible. Staff was able to quickly get two quotes for the <br />work and Lewis Heating and Air was able to get the supplies and prioritize the work to be done <br />immediately to minimize the impact on the individuals using the building. Lewis Heating and Air <br />has done other furnace replacement projects and repairs for the City and staff has been very happy <br />with their work. <br /> <br />The furnace replacement was not a budgeted item. Typically, a separate Council action would not <br />be needed for this amount if it was included in the annual budget. The City’s purchasing policy for <br />unbudgeted items is: <br /> <br />Purchasing Procedures – Unbudgeted Items <br />The City Administrator may approve unbudgeted purchases less than or equal to $5,000. <br />The City Administrator must approve the purchase before the purchase. Unbudgeted <br />purchases greater $5,000 must be approved by City Council before the purchase. Two <br />quotations are needed for unbudgeted purchases less than $175,000. <br /> <br />The Competitive Bid procedures under Minnesota State Statue Section 471.345 must be <br />followed for purchases $175,000 and greater. <br /> <br />Emergency Purchases - Other Emergencies <br />The City may waive competitive bidding requirements to contract for the purchase of goods, <br />equipment, materials, and services under other circumstances (i.e. water main break) where <br />an immediate threat to life, public health, and safety exists. The City Administrator will