HomeMy WebLinkAboutVIII-10 Accept Proposal and Authorize Work - Police Department Air Handler Reconfiguration
City Council Memorandum
To: Mayor Fasbender & City Council Members
From: Justin Fortney, City Planner
Date: March 3, 2025
Item: Accept Proposal and Authorize work - Police Department Air Handler Reconfiguration
COUNCIL ACTION REQUESTED
The Council is requested to authorize the City to engage with a mechanical company to reconfigure the Police
Department’s air handler.
BACKGROUND INFORMATION
The city has recently made HVAC upgrades including new boilers and reheat coils to remove high humidity from
City Hall. These improvements could also benefit the Police Department, which has high humidity levels. This will
require the reconfiguration of the air handler by reversing the order of its operation.
QUOTE REVIEW
Both companies are qualified to perform proposed work and have worked on the city’s HVAC system before.
Both quotes will provide the same service, but Total Mechanical Services Inc quote includes replacement of the
air handler drain pans. They are likely going to require replacement at a cost more than the $562 difference in
quotes.
STAFF RECOMMENDATION
Staff is recommending that the City Council accepts the proposal by Total Mechanical Services Inc in the amount
of $46,112.
ATTACHMENTS
QUOTES
Mechanical Companies Total
Recommendation Total Mechanical Services Inc - St. Paul Park, MN $46,112
Gilbert Mechanical Contractors, LLC - Minneapolis, MN 55439 $45,550
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TOTAL MECHANICAL SERVICES, INC. | 420 BROADWAY AVE. ST. PAUL PARK, MN 55071 | P 651.768.9367 | WWW.TOTALMECH.COM
November 8, 2024
Hastings Police Department
150 3rd St E
Hastings, MN 55033
Attn: Charlie Judge
Email: cjudge@hastingsmn.gov
RE: Hastings PD – AHU Heating and Cooling Coil Relocation. (2) New Heating Coils, (2) New Cooling Coils
Total Mechanical Services, Inc. Proposal # 4375
The undersigned does hereby provide the following proposal for the Scope of Work in accordance with the Project
Documents and Proposal Clarifications as stated herein. We will provide all necessary labor, tools, and materials to
complete the work as detailed below.
Scope of Work:
• Remove heating and cooling from AHU located in PD mechanical room.
• Install (2) new heating coils
• Install (2) new cooling coils
• Extend cooling coil welded stand, condensate pan, and condensate drain.
• Install new metal flashing around heating and cooling coils
• Pipe heating and cooling coils in new location
• New piping insulation
Exclusions:
• Overtime
• Draining of heating and cooling systems.
Clarifications:
Our proposal is based on the existing equipment and hardware is in reasonably good condition for disassembly
and reuse. Deviations from the existing conditions could result in additional charges for labor, tooling and/or
replacement. All work is assumed to be performed during normal business hours
(7AM – 3:30PM).
Pricing:
The cost to complete the services listed above will be ………………………………………………………………………. $46,112.00
Sincerely,
TOTAL MECHANICAL SERVICES, INC.
Travis Zins
Account Manager
651-408-3095// tzins@totalmech.com
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TOTAL MECHANICAL SERVICES, INC. | 420 BROADWAY AVE. ST. PAUL PARK, MN 55071 | P 651.768.9367 | WWW.TOTALMECH.COM
Our terms are net 30 days, with a 1-1/2% per month finance charge applied to all past due invoices. Based upon a credit analysis, we may
request a partial or complete payment before proceeding with the work. We warrant our repair work for 90 days. We warrant new equipment
installations for one year. The above stated warranties do not enhance, extend, reduce or diminish any manufacturer warranties.
This proposal and the pricing shown is good for 45 days
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TOTAL MECHANICAL SERVICES, INC. | 420 BROADWAY AVE. ST. PAUL PARK, MN 55071 | P 651.768.9367 | WWW.TOTALMECH.COM
ACCEPTANCE AGREEMENT
By signing below, Customer authorizes Total Mechanical Services, Inc. to perform the Scope of Work as proposed above subject
to the following Terms and Conditions. This Acceptance Agreement shall be binding on both parties until a mutually acceptable
contract is executed, if any.
Terms and Conditions:
1. The Acceptance Agreement Amount will be the amount proposed by Total Mechanical Services, Inc.
2. Customer agrees to make payments to Total Mechanical Services, Inc. within (30) calendar days from the date of each invoice. If the duration of
the Scope of Work is greater than one month, invoices for work completed will be submitted to the Customer on a monthly basis.
3. Customer will provide Total Mechanical Services, Inc. reasonable access to the work areas, including the use of existing facilities and utilities by
Total Mechanical Services, Inc. and its subcontractors.
4. Total Mechanical Services, Inc. shall not be liable to the Customer for any delay, loss or damage caused in whole or in part by the unavailability of
machinery, equipment, or materials; strikes, lockouts, or other labor unrest; riots, wars, or other civil unrest; acts of God, fire, theft or malicious
acts; corrosion, normal wear and tear or any other cause beyond the control of Total Mechanical Services, Inc.
5. This Acceptance Agreement shall be governed, interpreted and enforced under the laws of the State of Minnesota.
6. Customer may order changes in the Scope of the Work upon the mutual agreement of an equitable adjustment in the Acceptance Agreement
Amount.
7. The schedule for the performance of the Scope of Work shall be established by the mutual agreement of both parties and shall be binding on
both parties.
8. Total Mechanical Services, Inc. shall maintain insurance of such types and in such amounts as is commercially reasonable in connection with its
Work hereunder and will provide Customer a Certificate of Insurance evidencing such coverage upon request. Total Mechanical Services , Inc.’s
liability shall be limited to available insurance proceeds. Building owner is to carry fire, property and other necessary insurance. Building owner is
to provide safe work area with free access to carry out above work.
9. The Customer is responsible for all asbestos, lead and other hazardous material testing, removal, and subcontractors.
10. Upgrading of existing systems to meet the most current codes is limited to the scope of work detailed above.
11. All Work shall be performed during normal workday (7:00 am to 3:30 pm M-F) on straight time unless otherwise noted.
12. Drain down and refilling of piping systems by others unless noted above.
13. On all accounts over (30) days, Customer agrees to pay all reasonable collection fees and/or attorney fees. All accounts past due are subject to
interest at the maximum legal rate.
14. Market Condition Alert: Due to volatile market conditions, all material quotes have limited validity, which may be subject to price
increases pasted along to Customer.
15. THIS PROPOSAL IS CONTINGENT ON A LACK OF IMPACT BY NATIONAL PANDEMIC EMERGENCY. Due to the existing coronavirus
pandemic and resulting consequences, which include shut downs of definite and indefinite durations by the federal, state and local
governments, quarantines, business shut downs, transportation interruptions, disruptions in the supply chain of certain materials,
supplies or equipment, disruptions to public services, temporary suspensions of work on site or the unavailability or reduced
availability of manpower, the parties agree if Total Mechanical Services is hindered, prevented or delayed, at any time, in the
commencement or progress of the work for a cause arising from or related to the Pandemic, including but not limited to any of the
examples above, Total Mechanical Services shall be entitled to an extension of the Contract time. Furthermore, to the extent the
project is impacted by increased costs associated with the high demand for specified materials or any proposed substitute approved
by Contractor or Owner, or if the project is suspended or experiences any other similar cost increase outside the control of Total
Mechanical Services, Total Mechanical Services shall be entitled to additional compensation.
ACCEPTANCE OF PROPOSAL
Total Mechanical Services, Inc.’s Proposal and the Terms and Conditions above are hereby accepted by Customer. Total
Mechanical Services, Inc. is authorized to proceed with the Scope of Work as provided herein. Payment will be made as
outlined above.
___________________________________________ _____________________
Authorized Signature Date
___________________________________________ _____________________
Printed Name Title
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Gilbert Mechanical Contractors, LLC
Gilbert Electrical Technologies
5251 West 74th Street
Minneapolis, MN 55439
Phone: (952) 835-3810
Fax: (952) 835-4765
HVAC ● Plumbing ● Electrical ● Controls ● Fire Protection ● Service
Company: City of Hastings Date: 9/23/24
Street: 101 4th Street East Project: Hastings Police Dept. AHU
City/State: Hastings, MN 55033 Heating & Cooling Coil Changeout
ATTN: Charlie Judge Pages 1
Proposal
Gilbert Mechanical Contractors will provide the necessary labor and materials to complete the following at 101
4th St. East, Hastings, MN:
Police Department AHU Heating and Cooling Coil Swap and Changeout:
Gilbert to swap the (2) heating and (2) cooling coils in the Police Department Air Handling Unit.
Work to specifically include:
· (2) new heating coils and (2) new cooling coils of the same capacity as existing coils.
· Valve off, isolate, and drain down cooling and heating system as needed.
· Cut out existing stacked (2) heating and (2) cooling coils. Dispose of existing coils.
· Install (2) new heating coils on the cooling side, and (2) new cooling coils on the heating side.
· Modify heating and cooling piping as needed.
· Reinsulate piping modifications.
· Rigging, labor, material, taxes.
· Check/test/start and one year labor & material warranty.
· Coil lead time: 3-4 weeks.
AMOUNT: $45,550.00.
***Note: Coil specs and calculations done by customer. Gilbert cannot guarantee the swapping of the coils will
achieve the dehumidification that the City is requiring. Gilbert’s recommendation is to replace the coils instead
of trying to reuse existing coils due to age and unknown condition of the coils.
General Pricing Note: Due to the current volatility in material & equipment costs. Gilbert Mechanical reserves the right to adjust the
material & equipment cost of this project up (or down) in direct proportion to the escalation (de-escalation) of the material & equipment
costs at the time of installation. Back-up data will be provided if necessary to support any changes in cost. Beyond the volatility of
material, this project has been priced based on labor costs through 12/31/24.
Exclusions:
Work to be performed during normal working hours.
Anything not listed in the above scope.
Payment Terms: Project will be invoiced monthly as work progresses. Invoice terms are net 30 days.
Proposed By: Accepted By:
Gilbert Mechanical Contractors, LLC
______________________Date: 9/23/24 ______________________ Date:_________
Bryce Vee
Project Manager Print Name:__________________________
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