Finance Committee

City of Oconomowoc Finance Committee Aldermen: Mulder, Chairman / Rosek, Secy / Spiegelberg Tuesday, October 05, 2021 - 5:30 PM City Hall - Conference Room 3 174 E. Wisconsin Ave. Oconomowoc, WI 53066 Notice: If a person with a disability requires that the meeting be accessible or that materials at the meeting be in accessible format, call the City Clerk at least 48 hours prior to the meeting to request adequate accommodations. Tel: (262) 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Consider/recommend Resolution 21-R2986 Approving Budget Amendment and Award of Work for Fleet Air Handling Unit 3. Adjourn ________________________________ Diane Coenen, City Clerk City of Oconomowoc Notice is hereby given that a majority of the Common Council will be present at the above scheduled meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Common Council pursuant to State ex rel. Badke v. Greendale Village Board, 173Wis. 2d 553, 494 N.W. 2d 408 (1993) and must be noticed as such, although the Common Council will not take any formal action at this meeting. 1  MEMORANDUM DEPARTMENT - ELECTRIC AND WATER Date: 09/29/2021 To: Finance Committee From: Joe Pickart, Utility Manager Re: Consider/Recommend Resolution 21-R2986 Approving Fleet Budget Amendment and Award of Work to Replace Air Handling Unit at Fleet Shop RELATES TO THE STRATEGIC PLAN N/A BACKGROUND One of the two rooftop air handling units at the Fleet Shop is in-operable and in need of replacement. This unit will help circulate in fresh air, necessary for a safe work environment as the mechanics consistently weld, cut, grind, and do other work that contaminates the inside air conditions. Safety regulations require fresh air turn over within a mechanics shop, this unit was specified to bring the building into compliance. Note: This building was originally a print facility and has only one overhead door and no windows in the working shop area, which limits the amount of outdoor air available without an air handling unit assisting with air flow. ADDITIONAL ANALYSIS Per International Mechanical Code 2015 rules, a maintenance garage requires 0.75 cubic feet per minute, per square foot, of continuous ventilation to be safety compliant. Specified units within the Request for Quotes met or exceeded this requirement. FINANCIAL IMPACT A Request for Quotes was published in the local area paper, on the City website, within trade publications and solicited to local vendors. Anyone providing a quote scheduled a mandatory site visit to examine the space, size, existing units and electrical set up. Quotes were received on Thursday, September 23, 2021, opened and scored using a point system described within the specifications including Scope of Work, Materials, Related Projects, Qualifications, Reference, Schedule and Price. Six (6) quotes were received and ranked as follows: Rank #1, Score 87.50 = Ideal Mechanical Quote: $46,250 Rank #2, Score 81.00 = Lee Quote: $43,700 Rank #3, Score 58.50 = Total Mechanical Quote: $62,055 Rank #4, Score 51.00 = Helm Mechanical Quote: $66,547 Rank #5, Score 50.50 = Illingworth-Kilgust Quote: $118,300 Rank #6, Score 48.50 = Southport Engineered Systems Quote: $58,650 Ideal Mechanical ranked highest overall due to the type and quality of the unit quoted, warranty and troubleshooting support, schedule/lead time and second lowest price. 1 2 RECOMMENDATION Staff recommends acceptance of the budget amendment in the amount of $46,250 to transfer funds from the Fleet Reserve fund balance of $308,183 to the Fleet Capital fund 730-18580 and awarding the work to Ideal Mechanical. SUGGESTED MOTION Motion to Recommend Resolution 21-R2986 approving a budget amendment in the amount of $46,250 to transfer funds from Fleet Reserve balance of $308,183 to Fleet Capital fund 730-18580 and to award the work to Ideal Mechanical. 2 3  RESOLUTION NO. 21-R2986 RESOLUTION Authorizing Budget Amendment and Award of Work to Replace Fleet Air Handling Unit WHEREAS, one of the air handling units at the Fleet Mechanics shop is in-operable; and WHEREAS, the safe air requirements outlined in the International Mechanical Code 2015 are not currently met; and WHEREAS, a request for quotes for a replacement air handling unit were solicited and received; and WHEREAS, funding is available for the amendment within the Fleet reserve balance of $308,183. NOW THEREFORE, BE IT HEREBY RESOLVED, the quote from Ideal Mechanical in the amount of $46,250 is hereby accepted and appropriate City officials may authorize the work. BE IT FURTHER RESOLVED, that the City Council recommends and authorizes a Fleet Capital budget amendment to add $46,250 to account 730-18580 with funds coming from the Fleet reserves unrestricted fund balance. DATED: CITY OF OCONOMOWOC By: _____________________________ Robert P. Magnus, Mayor ATTEST: Diane Coenen, Clerk 4