City Council Meeting - FINAL

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Meeting Date: 09/19/2023  
Co-Submitter: Sam Beckett From: Jarrett Nelson, Public Works Project Manager

Consideration and Approval of Contract:  A Cooperative Purchase Contract with Pueblo Mechanical and Controls, LLC to remove and replace the boilers at the downtown Flagstaff City-County Public Library in the amount of $349,885.23 utilizing the Mohave Educational Services Cooperative Contract #19F-PMAC2-0904.
  1. Approve the Cooperative Purchase Contract with Pueblo Mechanical and Controls, LLC to remove and replace the boilers at the downtown Flagstaff City-County Public Library in the amount of $349,885.23 utilizing the Mohave Educational Services Cooperative Contract #19F-PMAC2-0904; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
The downtown Flagstaff City-County Public Library provides numerous services to the public all year long. The entire building is currently heated by a single 40-year-old boiler that is well beyond its serviceable lifespan. If the unit fails during the winter season the building does not have any other heat source to provide back up and would eventually freeze, which would cause significant damage to the building and disrupt the ability to provide essential services to the community. This replacement will also integrate with the recent exterior upgrades at the library with the new heated walk ways. Public Works, Engineering, and Library leadership were able to partner on these two projects together allowing for significant cost savings while creating a more effective and efficient end product. This project will allow the facilities team to deliver the replacement project with Pueblo Mechanical to ensure the heat at the downtown Flagstaff City-County Public Library heat continues functioning thus allowing the building to continue serving the community as it was intended to.
Financial Impact:
The cost of this project is $349,885.23 and there is a budget of $235,000 in the Library account number 030-07-035-0140-5-4435 and the remaining balance was approved by Budget Team to be funded from General Fund Capital Reserve budget. The new high efficiency boilers will reduce energy consumption by 15% which will reduce energy usage costs and greatly reduce the risk of losing heat to the entire building during the winter, causing expensive damage to the building.
Policy Impact:
The award of this Cooperative Purchase Contract will renew existing City infrastructure and allow it to continue serving the community.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
The maintenance of existing city assets is critical to be able to continue to serve the community. Capital Renewal (maintenance) projects are easily overlooked in favor of exciting new construction projects however by replacing aging equipment proactively, before it becomes an emergency, benefits the budget.
Carbon Neutrality Plan
Carbon Neutrality Strategies List. FS-1 Reduce or remove natural gas usage in municipal buildings. The new high efficiency boilers are over 95% efficient and will significantly reduce the natural gas consumption of the building. Electrification was explored as an option for replacement however it was determined that expensive electrical upgrades were required, a comparable electric boiler was significantly more expensive than gas, the solar panels at the facility were not enough to offset the buildings existing electrical usage before increasing the load with an electric boiler and the grid power required to run the comparable electric boilers would cost the city approximately 3 times as much as natural gas.
Regional Plan
Chapter VII Energy:
Goal E.I. Increase Energy Efficiency-The proposed high efficiency boilers installed in this project will increase the energy efficiency of the building.
Has There Been Previous Council Decision on This:
The Cooperative Purchase Contract through Contract #19F-PMAC2-0904, Mohave Educational Services Cooperative was vetted by the Purchasing Section to insure the best pricing for this product. Purchasing confirmed that Mohave has performed a proper and competitive formal solicitation with a Request for Qualifications that meets public procurement requirements. Purchasing staff reviewed the agency contract and has determine it relevant to the City's needs for this procurement and that it is currently active.

Due to the large size, the contract has been attached to the staff summary in two parts.
2024-41 Library Boiler Maintenance and Repairs
Exhibit A - Quote
Exhibit B.2 Contract Amendment and Summary
Part 1 - Agency Contract Package
Part 2 - Agency Contract Package


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