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    5.    
Business Meeting
Meeting Date: 11/27/2018 Length (in minutes): 5 Minutes
Agenda Title:    Contract Award - Library Boiler Replacement
Prepared For: Joseph Barrett Submitted By: Kelly Burgoyne, Central Services
Item Type: Motion Requested
Meeting Type: Council Business Meeting - Main
Public Hearing
Newspaper Legal Ad Required?:
No
 
Public Hearing Publication
Date in Newspaper:

Information
ISSUE
Shall the Local Contract Review Board award a contract for the replacement of the boiler at the Tigard Public Library to Reitmeier NW?
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends the Local Contract Review Board award the Tigard Public Library boiler replacement project contract to Reitmeier NW in the amount of $161,576 and direct the City Manager to take the steps necessary to execute the contract.
KEY FACTS AND INFORMATION SUMMARY
In 2016, the Facilities Division hired consultants to perform a Facilities Condition Assessment.  Based on recommendations provided by this assessment, the division has determined that both 1,000,000 BTU boilers serving the heating requirements at the library are due for replacement.  They have been in service for the past 15 years. The current boilers are rated at 86% efficiency.  The replacement boilers will operate at a 96% efficiency rate and will qualify for Energy Trust of Oregon incentives to assist in offsetting the overall cost.  At the time of this AIS development, the exact incentive amount has not been relayed to the city from the Energy Trust.

An Invitation to Bid was issued for the boilers and installation and the city received bids from two firms:
  • Northwest Control Company, Inc.
  • RINU, Inc., dba Reitmeier.

The bids were reviewed for completeness and responsiveness and the bid from Northwest Control Company Inc. (N.C.C.) was found to be incomplete.  A requirement of the work was that firms needed a certified Carrier technician as part of their team.  Staff did not find proof of this in the N.C.C. bid and further conversations with them verified that they did not meet this requirement.  As such, the N.C.C. bid was deemed non-responsive and removed from consideration.  RINU, Inc.'s (Reitmeier's) bid was found to be complete and responsive, therefore, staff is recommending the contract award for the boiler replacement at the Tigard Library go to Reitmeier in the amount of $161,576.
OTHER ALTERNATIVES
The Local Contract Review Board may reject this proposed award and direct staff to resolicit the work after the first of the year.
COUNCIL OR TCDA GOALS, POLICIES, MASTER PLANS
DATES OF PREVIOUS CONSIDERATION
This is the first time the Local Contract Review Board has seen this proposed contract award.

Fiscal Impact
Cost: $161,576
Budgeted (yes or no): Partial
Where Budgeted (department/program): 650 - Fleet/Property Management Fund
Additional Fiscal Notes:
The total cost of this contract for the new boilers and installation is $161,576.  The Fleet and Property Management Fund currently has $120,000 budgeted for the project.  Additional funding will come through reductions in other budgeted areas.
Attachments
No file(s) attached.

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