HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 02/03/2004 - RESOLUTION 2004-014 APPROVING THE PURCHASE OF A RE ITEM NUMBER: 26
AGENDA ITEM SUMMARY DATE: February 3, 2004
FORT COLLINS CITY COUNCIL STAFF: Jim O'Neill
SUBJECT
Resolution 2004-014 Approving the Procurement of Services and Equipment for the
Replacement of an Ice System and Related Equipment at EPIC, as an Exception to the
Competitive Purchasing Process.
RECOMMENDATION
Staff recommends adoption of the Resolution.
FINANCIAL IMPACT
The cost of the replacement sheet of ice and related equipment is $262,000. The total 2004
budget for the EPIC "Blue Rink" Renovation is $677,403 with $568,678 coming from
Operations Services Maintenance and$108,725 from Recreation.
EXECUTIVE SUMMARY
Edora Pool & Ice Center (EPIC) has two sheets of ice that are used for skating lessons, hockey,
and other community skating events. The original sheet of ice (the "Blue Rink") was augmented
in 2002 by the addition of a second sheet of ice (the "Green Rink").
Commercial Refrigeration provided and installed the refrigeration and cooling systems for the
"Green Rink". During the design process, the skid for the refrigeration system was sized to
accommodate a third compressor that would eventually support the replacement of the existing
"Blue Rink" with the identical system installed for the "Green Rink". Additionally, piping from
this skid was sized to accommodate the "Blue Rink" and stubbed to the "Blue Rink" so it could
be extended to the new header during the planned renovation. The design for the renovation of
the "Blue Rink" is identical to the design for the "Green Rink" and requires all of the same
components provided by Commercial Refrigeration.
It would be extremely difficult and very costly for the City to use another contractor, since each
system is different and may not be compatible with the equipment already installed. Finally,
this contractor is able to meet the tight timeframe planned for the shut down of the rink (4/9/04 -
6/7/04).
Commercial Refrigeration is the best rink installer nationwide. It has the best track record on
systems that provide stable ice, are easy to maintain, have great longevity and its service is
February 3, 2004 -2- Item No. 26
excellent. The firm has built many rinks nation wide and in Colorado, including the new rink at
the Budweiser Events Center at The Ranch (Latimer County Fairgrounds).
Commercial Refrigeration will provide all labor, materials and equipment for the installation of
an ammonia based refrigeration system and a calcium chloride based cooling system for the
renovation of the "Blue Rink" at EPIC. Refrigeration and cooling systems components include:
compressor, motor cool floor brine pump, heat floor brine pump, rink piping and headers,
compressor and pump starters, skid wiring, fuses, pilot lights, gauges, 9" of heating sand, 3.5" of
cool floor sand, 3" of rigid styrofoam insulation, 6 millimeter polyethylene vapor barrier, four
goal post inserts and all miscellaneous other items necessary to supply a complete and automatic
refrigeration system, capable of producing and maintaining satisfactory ice conditions.
The EPIC "Blue Rink" Renovation also includes work to be done by other firms such as
demolishing concrete and constructing header trench and curb and walkways; extending existing
piping; replacing dasher boards; installing new netting; removal of metal halide fixtures and
installing high intensity fluorescent lighting; and painting walls.
Section 8-161(d)(3) of the Code states that any exemption to the use of competitive bidding in
excess of$100,000 must be approved by the City Council.
This Resolution will authorize the construction of the replacement sheet of ice and related
equipment for the "Blue Rink" as an exemption to the use of competitive bid or proposal as
provided in Section 8-161(d)(1)(c) of the City Code.
RESOLUTION 2004-014
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROVING THE PROCUREMENT OF SERVICES AND
EQUIPMENT FOR THE REPLACEMENT OF
AN ICE SYSTEM AND RELATED EQUIPMENT AT EPIC,
AS AN EXCEPTION TO THE COMPETITIVE PURCHASING PROCESS
WHEREAS, the City's Edora Pool &Ice Center(EPIC) has two sheets of ice that are used
for skating lessons, hockey, and other community skating events; and
WHEREAS, the original sheet of ice (the 'Blue Rink") was augmented in 2002 by the
addition of a second sheet of ice (the "Green Rink") ; and
WHEREAS, the City contracted with Commercial Refrigeration for the services and
equipment necessary to provide and install the refrigeration and cooling systems for the Green Rink;
and
WHEREAS, the Blue Rink at EPIC has reached its useful life and needs to be replaced; and
WHEREAS, for ease of operation and reliability the City desires to install the same type of
ice system as was installed in the Green Rink; and
WHEREAS,the Purchasing Agent has determined that,due to the need for compatibility and
the demonstrated reliability of the units already in service, it is in the best interests of the City to
submit the purchase of services and equipment needed for the replacement of the Blue Rink ice
system to the City Council for approval as an exception to the competitive processes normally
required by the City; and
WHEREAS, Section 8-161(d)(1)(c) and (d)(2) of the Code of the City of Fort Collins
authorize the Purchasing Agent to negotiate the purchase of supplies and services without utilizing
a competitive bidding process where the Purchasing Agent determines that a particular material or
service is required to maintain interchangeability or compatibility as part of an existing integrated
system and the City Manager approves such determination; and
WHEREAS, Section 8-161(d)(3) of the City Code requires approval of this purchasing
method by the City Council for items costing more than One Hundred Thousand Dollars($100,000)
prior to acquisition; and
WHEREAS, the Purchasing Agent has submitted the requisite justification to the City
Manager for approval; and
WHEREAS, the City Manager has reviewed and concurred in that determination for this
acquisition; and
WHEREAS, funds have been budgeted and approved in the Facilities Maintenance budget
for 2004.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT
COLLINS that the City Council hereby approves the procurement of services and equipment from
Commercial Refrigeration for the purpose of replacing the ice system and related equipment at the
Epic Blue Rink as an exception to the City's competitive purchasing requirements,up to the amount
of TWO HUNDRED SIXTY-TWO THOUSAND DOLLARS ($262,000).
Passed and adopted at a regular meeting of the City Council held this 3rd day of February,
A.D. 2004.
Mayor
ATTEST:
City Clerk