HomeMy WebLinkAbout03. 17-355 JULY 14, 2017 17-355 RESOLUTION
(CARRIED 5-0 LOST LAID OVER WITHDRAWN )
PURPOSE: AWARD SID TO GARTMAN MECHANICAL SERVICES INC. FOR
60 TON CONDENSER REPLACEMENT FOR SAFETY BUILDING
($112,137.00)
INITIATED BY: PURCHASING DIVISION
WHEREAS, the City of Oshkosh has heretofore advertised for bids for 60 Ton
Condenser Replacement for Safety Building; and
WHEREAS,upon the opening and tabulation of bids,it appears that the following is
the most advantageous bid:
GARTMAN MECHANICAL SERVICES INC.
520 W South Park Avenue
Oshkosh, WI 54902
Total Bid: $112,137.00
NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of
Oshkosh that the said bid is hereby accepted and the proper City officials are hereby
authorized and directed to enter into an appropriate agreement for the purpose of same,all
according to plans, specifications, and bid on file. Money for this purpose is hereby
appropriated from:
Acct. No. 323-0130-7214-06735 Equipment Fund /Buildings
TO: Honorable Mayor and Members of the Common Council
FROM: Jon G. Urben, General Services Manager
DATE: July 13, 2017
RE: Award Bid to Gartman Mechanical Services Inc. for 60 Ton Condenser Replacement for
Safety Building ($112,137.00)
BACKGROUND
The Facilities Maintenance Division works closely with our HVAC consultant Summit Designs to
regularly monitor, update and prioritize the annual HVAC Replacement Schedule for our buildings.
Funding for any HVAC replacements is coordinated through the annual Roofing/HVAC CIP fund. The
2017 CIP Roofing/HVAC CIP has been allocated $500,000. The HVAC Replacement Schedule had
identified the Safety Building's existing 60 ton condenser to be replaced later in 2017 given its 39 years
of age and that only one of its two compressors were operational. This unit supplies all the cooling to
the Safety Building first floor including the Police Department and Winnebago County Courts areas.
Unfortunately, in early June the unit developed a small leak in the evaporator coil that can't be repaired
or replaced and HVAC technicians have had to add refrigerant to keep it charged and operational. A
replacement unit requires a 4-5 week build/install timeframe. Staff researched interim cooling options,
should the current unit fail before the new unit could be installed. Temporary cooling rental services on
a large semi -trailer can provide cooling to the building via large flexible ducting at an estimated cost of
$10,000 per month not including electrical service provided to the unit. Because of all these factors the
decision was made to solicit competitive bids as soon as possible.
ANALYSIS
Working with Summit Designs, Purchasing prepared bid specifications for this project, requiring a 3
week fast ship to expedite the build time for the unit and for installation to be done over a weekend to
minimize cooling disruption to the building occupants. The bid was advertised in the local newspaper
and posted on Onvia DemandStar. Three contractors attended the mandatory pre-bid. Bids were due
July 12, 2017. The bid tab is attached. Based on the bid review, it was the consensus of Summit Designs
and City staff that the low bid met all the minimum bid requirements. If approved at the July 14, 2017
Common Council meeting the new unit would be expected to be installed and operational by mid-
August.
FISCAL IMPACT
The fiscal impact of this bid is $112,137.00. This bid, added to Summit Designs fees of $4,000.00 brings
the total fiscal impact of this project to $116,137.00. The 2017 Roofing/HVAC Fund has been allocated
City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 http://www.ci.oshkosh.wi,us
$500,000.00. With other committed roofing/HVAC projects to date there will be approximately
$225,000.00 remaining in this CIP account after this project. This project will be charged to A/N# 323-
0130-7214-06735.
RECOMMENDATION
Purchasing recommends the Common Council award this bid to Gartman Mechanical Services Inc. for
$112,137.00.
Respectfully Submitted,
Approved:
Jon G. Urben, General Services Manager Mark A. Rohloff, City Manager
BID TABULATION SHEET
60 TON CONDENSOR AND FAN MOTOR REPLACEMENT
CITY OF OSHKOSH SAFETY BUILDING
BIDS OPENED JULY 12, 2017
VENDOR INFORMATION
BID
ADDENDUM
PREQUAL
BID BOND
EGI Mechanical
1000 East Pearl Street
$145,486.00
X
X
X
Seymour WI 54165
Gartman Mechanical Services Inc
520 W South Park Ave
$112,137.00
X
X
X
Oshkosh WI 54902