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Item No: 8A Meeting Date: February 11 2013 MDLT77�T ��r Type of Business: Consent Agenda 1 S VIE Administrator Review: NC2D City of Mounds View Staff Re ort NOW— To: Honorable Mayor and City Council From: Nick DeBar, Public Works Director Item Title/Subject: Resolution 8061, Amending the 2013 Budget to Include Expenditures for Building Automation System Improvements at the Community Center Background/Discussion: Upgrades and improvements to the Building Automation System (BAS) at the Community Center were approved by the City Council at their December 10, 2012 regular meeting (Res. 8031). Trane US, Inc. was approved to furnish and install a Trane Tracer SC controller, desktop PC, router, and Lynxspring JENE panel (including connection to the field panels) for $21,605 plus applicable taxes. The price also includes demolition of the Barber Coleman system, programming, graphics, trends, alarms, start-up, commissioning, and 16 hours of on- site training. Additional background information related to this matter is included at the end of this report for reference. The BAS improvements were included in the 2012 Budget under the Special Projects fund (480-4180-7050) for $65,000. At the time of the approval, it was unclear whether or not this work would be substantially complete before the end of the 2012 calendar year, which would allow payment from the 2012 Budget. However, delays in shipping the equipment and scheduling the work over the holidays did not allow this to happen, resulting in the need to amend the 2013 Budget to include these improvements. Recommendation: City staff recommends that the City Council adopt the attached resolution amending the 2013 Budget to include expenditures for the previously approved BAS improvements to the Community Center HVAC system. As previously mentioned, this is a first big step toward a long-term solution addressing HVAC issues at the facility. The proposed amended amount of $25,000 covers the $21,605 quote amount, any applicable taxes, and an 8% contingency. Any use of the contingency will require pre -approval by the Director of Public Works. Respectfully submitted, Nick DeBar - ubli Works Director Additional Background Information: The Community Center was constructed in three phases between 1997 and 1998. Construction for the center utilized portions of the existing Bel -Rae Ballroom building that occupied the site prior to construction. Unfortunately, there were a number of construction and design issues that occurred during and after construction of the facility for these and other reasons. Since completion, there have been many issues related to the HVAC system at the Community Center that have required many hours and expenses to diagnose and repair, with some that seem to reoccur for unknown reasons. In addition to spent time and costs to address these issues, there is an "inconvenience" cost with those that work, visit, or rent the facility spaces.