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Item No: 7E Meeting Date: November 22, 2010 Type of Business: Council Business Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Nick DeBar, Public Works Director Item Title/Subject: Resolution 7703, Approving Service Agreements with Trane US, Inc. and Architect Mechanical, Inc. for HVAC System Maintenance of City Facilities Background: The City owns and operates 13 buildings with some sort of Heating, Ventilating, and Air Conditioning (HVAC) system. Seven of these buildings (six water facilities and one park building) have only heating systems comprised of gas-fired unit heater or radiant heat boiler, while another three park buildings have a single forced air heating and cooling systems. The remaining three buildings (City Hall, MVCC, and Public Works Facility) have multiple and/or larger units that contain more complicated HVAC systems. These systems all require some form of regular preventive maintenance to allow reliable, efficient, and safe operation and to provide comfortable indoor air building environments. While the City can perform very limited and basic HVAC maintenance, City staff is not trained to and do not have the necessary credentials to perform the vast majority of the HVAC maintenance required for these systems, especially those at City Hall and the MVCC. As such, the City has traditionally contracted with qualified HVAC contractors to perform this work, most recently with Trane for City Hall (since 2007) and Uhl Company for the MVCC (since 2000). Discussion: Service agreements with Trane and Uhl have expired and City staff recently evaluated the building HVAC maintenance needs. The City solicited preventative maintenance proposals from qualified HVAC mechanical service contractors. The proposals were to be on a quarterly (3 month) basis and be broken down into three quote amounts: City Hall, MVCC, and Public Works Facility/Parks Buildings (Hillview & Groveland). The following is a summary of the quotes received (annual costs): Contractor City Hall MVCC PW/Parks Trane US, Inc. (St. Paul, MN) $ 2,608 * No quote No quote Architect Mechanical, Inc. (St. Anthony, MN) $ 2,900 $ 4,800 * $ 950 * Yale Mechanical (Bloomington, MN) $ 2,647 $ 5,905 $ 1,733 *low quote Trane submitted the low quote for City Hall HVAC services, and Architect Mechanical submitted the low quote for MVCC and Public Works/Parks buildings. City staff is familiar with these firms. Trane has been performing this work for the City Hall building the past three years and Architect Mechanical recently replaced RTU#3 at the MVCC. If approved by the City Council, service agreements will be prepared by staff and reviewed by the City Attorney.