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Home My WebLink About3/16/2016 - STAFF REPORTS - 2.I. �OF Y A`M SpR iy c u � ,s s 'k°gauno ' C'441FOIL CITY COUNCIL STAFF REPORT DATE: March 16, 2016 CONSENT AGENDA SUBJECT: REPORT OF COOLING TOWER REPAIRS AT THE PALM SPRINGS INTERNATIONAL AIRPORT PURSUANT TO PALM SPRINGS MUNICIPAL CODE SECTION 7.04.040. FROM: David H. Ready, City Manager BY: Department of Aviation SUMMARY Pursuant to section 7.04.040 (3) of the Municipal Code, on March 1, 2016, the City Manager exercised his authority to approve the emergency repair of one of the cooling towers at the Palm Springs International Airport in the amount of $44,994 by Desert Air Conditioning, Inc., pursuant to its proposal dated February 4, 2016, to preserve the public's health, safety, and welfare. Section 7.04.040 (4) requires that a written report of the circumstances for emergency purchases in excess of $25,000 be made to the Council at the next regularly scheduled meeting after the emergency procurement is made. RECOMMENDATION: Receive and File. STAFF ANALYSIS: The Palm Springs International Airport is provided with heating and cooling through the City's Municipal Co-Generation Plant, as well as two existing cooling towers located at the Airport. Collectively, these systems satisfy the heating and cooling demand of the Airport. One cooling tower is approximately 20 years old, has exceeded its anticipated life span, and has failed. Staff has researched required repairs, and recommended an emergency repair on the basis of the 4 — 6 week lead time from the manufacturer for the unit, additional transit time, plus an additional 1 — 2 weeks for the separation, removal and replacement unit to be installed. Initiating the emergency repairs allows staff to ensure the replacement of the cooling tower is completed prior to the summer heat demand imposed on the system. ITEnn NO. City Council Staff Report March 16, 2016-- Page 2 Emergency Repair of Airport Cooling Tower Staff obtained three quotes for the required cooling tower repairs, as follows: • Desert Air Conditioning; Palm Springs, CA $44,994 • HTL Mechanical; La Quinta, CA $64,628 • Russell Air Conditioning; Desert Hot Springs, CA $82,000 Copies of these proposals are included as Attachment 1. Staff reviewed and recommended to the City Manager that he authorize issuance of a Purchase Order in the amount of $44,994 to Desert Air Conditioning on the basis of the urgent need to initiate the repairs given the long-lead time to obtain the parts and supplies, and complete the work. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Therefore, in accordance with Section 15301(c), staff determined that repair of the Airport cooling tower was considered categorically exempt from CEQA. FISCAL IMPACT: Funds for this emergency repair are available from the Airport Fund in account 416- 6501-56173. /"UA>1 Tom Nolan, Dirb6or of Aviation Marcus Fuller, Assistant City Manager David H. Ready, City Ma Attachments: 1. Repair quotes 02 0 ESERT ° caxn�oxmr4,�c SOHy the CSMfid aNAq Mwekm 590 WILLMLMS RD•PALM SPRINGS.CA 92264 (760)323-M•FAX(760)323. M www.desertaxcondi6o ft=mm LICENSE NO.276586 February 4,2016 City of Palm Springs Attn:BUD RE: Palm Springs International Airport 3400 East Tahquitz Canyon Palm Springs, CA 92262 PROPOSED INSTALLATION OF UPER SECTION OF COOLING TOWER Work to include: • Disconnect piping for upper section • Remove bolts and separate gasket between upper and lower section • Remove upper section with use of a crane • Install new upper casting section which consists of spray assembly and fill (epoxy coated)with use of a crane • Replace a total of 12 eliminators(epoxy coated) • Connect piping • Start up and check operation Installed price$44,994.00 If we were to replace the eliminators with the PVC style the price would be$41,668.00. Lead time is 4-6 weeks plus transit time. The system will be down for 2 days while work is being done. Customer acceptance Date 03 Q KT.L A&3chtatical ups Hecaecoo.He•re�ss�e•aezrurarana� 760.4494712 oIftiodm6aftmhoo.com Proposal PropomW 1215 Date:2t29116 City of Patin Spy Attn: Dam Ridorour Repb mmcat of Top Section of RAC Codes Tower 1) Pon permit 2) Dim mble tap pert of taws r,piping moftrs eraue iR and laud array. 3) Cratm lilt now top of tower on to ezbft beb m part of BAC Tower. 4) Afe="A idb ad piping. 5) IastaB ad part and daUicaL 6) Perform Awg4p and comm 7) Two yeah warranty on labor and faetary sty on parb- S) ii proposal is accepted wig sol mit aonhact Total Cast: $ 642627.52 H.T.L.IMeciwaic i•46M Cameo rams Dr,La Quiets,CA 9220.760-449.4712 04 Russell Air Conditioning Inc. P.O. Box 1351 February 29,2016 Desert Hot Springs,CA 92240 (760)363-2032 Phone (760)363-3312 Fax russel lairconQyahoo.com LicenseN 960094 City Of Palm Springs Craig L. Gladders, C.P.M. Procurement and Contracting Manager Email Russell Air Conditioning Inc. is pleased to submit for your approval the following quote to install a new top section for BAC tower located at the Palm Springs International Air Port SCOPE OF SERVICES • Remove old top section of BAC tower • Install anew top section for BAC tower • Startup and check operation Total price to complete services.........................................................................$ 82,000.00 The above quote includes all applicable taxes,materials,shipping and labor. Scheduling is immediate upon receipt of your authorization to proceed. Should upon performance of the above, it be noted that any additional labor or materials be required to complete services above and beyond the scope, you will be notified prior to commencement of services. This proposal is firm for acceptance within thirty(30) days. if I may be of further assistance,please feel free to contact me at any time. Sincerely, Accepted -raid -esm Paul R. Soto Date 05