5.7. SR 10-30-1995~~r ~~ ITEM 5.7.
~~
ity of ~~ MEMORANDUM
l~ ~ TO: Mayor & City Council
Rover
FROM: Pat Klaers, City Administrator
DATE: October 30, 1995
SUBJECT: Consider Mechanical Services Contract
City administration, police, public works, and library staff have been
discussing and reviewing the need for a maintenance contract and service
agreement for the mechanical equipment in the new library and city hall. I
have had the attached report from the building official in my office for a
number of weeks while I continued to evaluate the need for this service and
the associated costs of this contract. I am now convinced, as is the entire
staff, that such a service agreement is appropriate and necessary for the long
term maintenance of our city hall and library mechanical equipment. This is
simply work that is too complex, technical, and time consuming to be left in
the hands of non-professionals. The proposed contract that is attached to the
building official's memo will be updated to reflect a November 1, 1995,
beginning date.
This expense is not in the 1996 budget. Depending on year end 1995
balances, we could encumber funds for this 1996 expense or we could use
some of the government buildings reserve for this service in 1996. It is not
planned to use 1996 Council Contingency funds for this expense. This
service will be programmed into the 1997 budget.
I recommend the City Council approve the mechanical services contract for
the library and city hall with York International in the amount of $3,988 as
recommended by the building official.
13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
MEMORANDUM
of ~~ TO: Pat Klaers, City Administrator
.~ •
River FROM: Cliff Skogstad, Building Official `
DATE: September 6, 1995
SUBJECT: Mechanical Service Contracts for
Elk River Library & City Hall
Since our conversation regarding mechanical services for the library and city
hall, I have fine tuned the services needed and was able to submit my
requirements to contractors to receive quotes for these services.
These services will provide a twice a year service on changing out air filters,
going through the systems regarding calibrations of thermostats, amperage
of motors, greasing of motors, checking all fluids, testing of oils and
compressors, checking for leaks, etc. A report will be given from the testing
of the equipment to determine future breakdowns which will assist us in our
budgeting process.
Three companies were given the opportunity for pricing this service, they are
York Heating and Air Conditioning, Johnson Control, and Palen Kimball.
Two prices were given, one from Johnson Control in the amount of $5,744,
and York International in the amount of $3,988. With these prices and time
spent interviewing both companies, I am recommending that we use York
International on a one year service contract.
Provided for you with this memo is the one year service contract. If you need
any additional information, I will try to assist.
contract/bz
13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
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Customer Name: City of Elk River
Customer Address: P.O. BOX 490 13065 Orono Pkwy.
Elk River MN 55330
. Equipment Address: City Hall
Library
York /nternationa/ Representative
Name: Kirk Meintsma
Title: Service Sales Representative
Date: 08108\95
Agreement Number:
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ANNUAL PREVENTIVE MAINTENANCE PROGRAM
YORK will provide a complete program of preventive maintenance for the cooling and heating equipment listed
in "Schedule A." To maintain the equipment in good working order, factory-trained technicians will perform
all preventive maintenance tasks in accordance with the guidelines issued by YORK engineering or other
manufacturers.
This preventive maintenance program meets the manufacturer's requirements to properly maintain and service
your equipment. All work will be performed during normal YORK working hours unless otherwise indicated
in the supplemental service section of this Agreement.
The annual preventive maintenance program includes a minimum of six operating inspections, plus annual shut-
down preventive maintenance preparing the unit for the next season. Also, YORK will provide a written report
of findings, corrective actions, and recommendations following each visit.
Refrigerant Conservation Services -YORK Certified Technicians will perform additional leak detection activities
and other services, including the use of storage and recycling equipment, in order to ensure compliance with
the Clean Air Act and other state and local regulations on all items containing CFC and HCFC refrigerants .listed
in "Schedule A."
SUPPLEMENTAL SERVICES
• Included Not Included
A. Total Service Coverage -provides all repair labor and materials required to X
keep the equipment listed in "Schedule A" in proper operating condition.
This level of service offers the maximum protection against unpredictable
repair expenditures, as well as ensures reliability and efficiency.
B. Around-the-Clock Emergency Service, 7 Days/Week -YORK technicians will X
respond, based on your selection below, to ensure proper and reliable
operation of all items listed in "Schedule A."
b 24 Hours/Day - 7 Days/Week (Including Holidays)
b 8 Hours/Day - 5 Days/Week
b Other
C. Additional Inspections - in addition to the preventive maintenance program X
described above, YORK will perform more P.M. inspections/year on the
equipment covered by this Agreement.
D. Guardian Service -provides 24 hour remote monitoring of YORK chillers. Both X
anticipatory and shut-down alarms will be received and reviewed by qualified
YORK personnel. Based on alarm conditions and customer requirements,
YORK will respond in the most appropriate manner. YORK will also poll the
chiller for status information twice each week. Reports summarizing alarms
and polling information will be issued each month (available for YORK
centrifugal chillers onlyl.
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SERVICES NOT INCLUDED
• IN THIS AGREEMENT
If additional services are required, YORK will make specific recommendations, including tasks required,
prices and timing. Upon customer agreement, work will be performed according to specifications in a
timely manner.
PRICING AND PAYMENT
The annual price of this Agreement shall be $ 3,98A-On plus applicable taxes, and is payable-
quartPrl ~_ upon receipt of the invoice. If the equipment is under a standard and/or extended warranty,
the quaterly price shall be S 997-~~ until the warranty expires.
TERM OF THIS AGREEMENT
The initial term of this Agreement shall be 1 year(s) commencing on Sept_e!nhPr 1,1995
It shall then renew annually beginning on AitguGt 't1,1AGF which shall be the
anniversary date of this Agreement.
After the first 12 months, the price is subject to an annual escalation based on (1) cost changes in
overhead and union-based rates; and (2) the wholesale price index for metal and metal products.
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TERMS AND CONDITIONS
This Agreement is subject to the terms and conditions on the back of this page.
Customer Name:
Address:
Offered by York International, Representative
Name:
Date:
Title:
Accepted by
Name:
Title: _
Date: .
Approved by YORK International
Name:
Title:
Date:
r1
LJ
SCHEDULE A
Fni iiannFNT Ilvr_i i ~n~n IN THIS AGREEMENT
EQUIPMENT TYPE QTY. MANUFACTURER MODEL # SERIAL # RATING
Reciprocating Chiller 1 York YCAZ77LE346P YLAM927507 185TR
AHU-1 1 McOuay LSL-128DH 3XLO1368-04
AHU-2 1 McQuay LSL-108CH 3XLO1369-06
AHU-3 1 McOuay LSL-106CH 3XLO1370-06
AHU-4 1 McOua LSL-122DH 3XL01371-04
Chilled water pumps 2 UTE1 TE U.S. ELECTRIC 3HP
Domestric Boiler 1 A.O.SMITH BT120M890 MM920249182 120K BTU
Domestic Boiler 1 A.O.SMITH BT199880 MK920252457 199K BTU
Hot Water Boiler 4 Slant Fin GG375EC 375K BTU
Library
Hot Water Boiler 3 Slant Fin 375KBTU
Condensing Unit 1 Carrier 10TR
Condensing Unit 2 Lennox 10TR
Air Handling Units 2
Water Loop Pump Z Grundflo 1 /2 HP
Customer Name: r•i~ff Gkngctad
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For the Cooling Season
A. The Cooling Season Start-up Preparation and Inspection
The Following task prepare your chiller for cooling duties with reliability, safety,
and efficiency:
1. Checking auxiliary equipment operation
2. Checking refrigerant levels
3. Changing the oil as indicated by laboratory analysis
4. Checking the operation of crankcase heater, oil temperature, and tube system
5. Checking and testing all operating and safety controls
6. Checking for proper voltage and starter operation
7. starting the chilled and condenser water pumps where applicable
8. Starting the unit and calibrating controls and transducers
• 9. Checking the proper settings for sub cooling and super heat
10. Logging operating conditions after the unit stabilizes
11. Review operating procedures with operator
B. The Annual Equipment Shutdown Inspection and Preventive
Maintenance
The following tasks are performed once each year during a shutdown period in
order to properly evaluate your equipment status and prepare your unit for the
next cooling season:
1. Meging and recording motor winding resistance
2. Checking the oil level in the compressor; adding oil as required.
3. Checking refrigerant level of unit
4. Conducting a leak check and correcting any minor refrigerant leaks found
5. Check oil for acidity
6. Changing filter-dryer
• 7. Checking crankcase heater for proper operation
8. Tightening the power wiring on contactors and in the motor terminal box
• 9. Checking all relays, operating controls, and safeties
10. Checking and calibrating all controls, safeties, unloaders, and external interlocks
11. Checking the suction and discharge compressor valves
12. Furnish complete report to owner with any recommendations for repairs or unit
upgrading options available
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AIR HANDLING UNITS
A. Season Start-up Preparation and Inspection
The following tasks prepare your equipment for cooling duty with reliability, safety and efficiency:
1. Verifying the integrity of all flexible duct connections to the unit
2. Checking amps and volts of the fan motor
3. Checking the operation of motor starters
4. Inspecting the cabinet for air/water leaks
5. Observing the integrity of insulation
6. Verifying damper operation
7. Inspect the coil area including coil fans
8. In heating applications, checking the operation of heating mechanisms and safety controls,
including exhaust devices
9. Verifying the overall operation of the unit and discussing operating experience with customer
personnel
10. Change pleated air filters
B.. The Annual Equipment Shutdown and Inspection
The f ollowing tasks are performed. once each year during a shutdown period in order to properly
evaluate your equipment status and prepare your unit for the next season:
1 . Checking the spring isolators for proper tension
2. Verifying that flexible duct connections are intact
3. Checking fan motor amps and volts with fan running
4. Checking fan operation for excessive vibration
5. Cleaning starter contacts and checking for wear, burning, pitting, and .signs of overheating
6. Checking belts for wear, cracks and tension replace if necessary
7. Checking pulley grooves for smooth wear
8. Removing fan guards for cleaning and inspecting fan blades
9. Verifying grease line connections
10. Verifying. the tightness of motor mounts
11. Observing bearing movement and rotation and inspecting bearings for condition
12. Inspecting and lubricating fan and motor bearings
13. Checking drain pans and drain lines for dirt and sludge buildup
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14. Checking insulation
15. Inspecting, cleaning and replacing air filters
16. Checking the cleanliness of water or steam coils and cleaning (if applicable)
17. Checking the operation of drains
18. Winterizing water coils when required
For Heating Applications:
19. Checking amperage and voltage of each electric heating stage
20. Checking tightness of connections and fuse condition
21. Checking gas-fired pilot and flame condition and operation
22. Checking the condition of gas valves, burners, and thermocouples
23. Checking the condition of the heat exchanger and the flue
24 Checking the inlet screens for cleanliness and blockage
25. Inspecting exhaust fan motor amps and volts
26. Inspecting exhaust fan belt tension
27 Checking humidifier sprays, grids and pans for scale buildup and plugging
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BOILERS
1.) Check all safeties
2.) Check gas valves
3.) Check general operation
4.) Check and adjust burners
5.) Check heat exchangers
6.) Clean if necessary
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