HomeMy WebLinkAbout4.7 Senior Ctr Air Conditioning CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 14, 1988
SUBJECT • Exception to Competitive Bidding Requirement/
Senior Center Heating and Air Conditioning
EXHIBITS ATTACHED None
RECOMMENDATION • 1 ) Waive Competitive Bidding Requirement
of Purchasing Ordinance (as outlined in
Ordinance No. 16-83) and Authorize Staff to
Negotiate a Contract with a Qualified Firm
2) Approve transfer of funds from Unallocated
Reserves not to exceed $20, 000
FINANCIAL STATEMENT : Estimated Cost for New Units: $15, 000-$20, 000
DESCRIPTION • At the June 27, 1988 meeting of the Dublin City
Council, the Council accepted work under Contract No. 88-10, Senior
Center Renovation. Upon completion and acceptance, two of the air
conditioning units were not working; however it was determined that
repairs would not be made as troubleshooting on a time and materials
basis was very costly and might only determine that the units need to be
replaced. Upon further inspection, the City's Public Works crew was able
to make the units operable. Since that time, the aforementioned two
units, along with two additional units have become inoperable.
Staff has received informal estimates for the repair of those units that
do not operate. The initial estimate for repair was $2, 000-$5, 000,
however it was recommended that due to the age of the units and the
unavailability of replacement parts, the units should be replaced.
Additionally the estimator would not guarantee that the repair work would
not exceed $5, 000 . Consequently Staff pursued estimates on replacement
of the units. To date, the one verbal estimate received indicated that
replacement could be approximately $15, 000 to $20, 000. As the City has a
10 year lease for the Senior Center building, Staff concurs with the
recommendation to replace the units as opposed to repairing the units.
With winter rapidly approaching and as the Center is open on as daily
basis (Monday-Friday) for senior use, Staff is recommending that the
Council declare this an emergency and waive the competitive bidding
requirement of the Purchasing Ordinance. This will allow Staff to pursue
replacement of the units in a timely manner, thus alleviating the
problems that would arise if we continue to operate without heat. The
replacement of the units should also reduce the need to make repairs on
the heating and air conditioning units in the near future. If waived,
Staff will procure three written estimates on equivalent units and
negotiate a contract at the least cost to the City.
Therefore, it is recommended that the City Council take the following
action:
1 . Waive the competitive bidding requirement of the Purchasing Ordinance
and authorize Staff to negotiate a contract with a qualified firm.
2 . As this project was not included as part of the approved 1988-89
Budget, a budget amendment is necessary. Therefore, it is
recommended that the Council approve a transfer of funds from
Unallocated Reserves not to exceed $20, 000.
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