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4.9. SR 01-03-2011REQUEST FOR ACTION To Item Number Ci Council 4.9. Agenda Section Meeting Date Prepared by Consent January 3, 2011 Gary Lore, Building Maintenance Su ervisor Item Description Reviewed by Authorization to Proceed with Execution of Grant Tim Simon, Finance Director Agreement and Bidding for City Hall Solar Thermal Project Reviewed by Action Requested Authorization to proceed with execution of grant agreement and bidding for City Hall Solar Thermal project. Background/Discussion At the August 2, 2010 City Council meeting it was the Council consensus to apply for a School District and Local Government Renewable Energy Grant Program-ARRA. The project submitted for the grant was a solar thermal project at City Hall. On September 8, 2010, we received notification that we have been awarded the grant and on December 27, 2010, we received the grant agreement. The proposed project would install 16 solar collectors to the south facing roof top of the City Hall building. The system would then be piped into the second floor to a holding tank system with a series of pipes and pumps attached to a heat exchanger to circulate treated water and transfer heat to the existing heating system. The project will allow the City to maintain building comfort levels while considerably lowering natural gas consumption and our carbon footprint. The estimated project timeline would be as follows: •Develop specifications and bid documents -January 2011 •Award bid -February 2011 •Construction -April 2011 •Commission System -July 2011 This grant agreement and program requirements are similar to the Ice Arena project grant that was completed in 2010. The Council will get the bid results at a Council meeting in February 2011. Financial Impact The grant award for 50% of the project cost up to $49,558. The remaining city cost would be funded out of the government building fund. The estimated total project cost is $99,116. The minimum yearly cost savings on the utility bills is estimated at $2,727. N:\Public Bodies\City Council\Tim\2011 \SolazThermal Project.doc Attachments •Capital Improvement Plan reference sheet •Sun angle on the 16 solar collector panels Action Motion by Second by Vote FOllow Up N:\Public Bodies\City Council\Tim\2011\SolazThermal Project.doc T----- .,~~4 Capital Improvement Plan 2011 ti„-u 2015 City of Elk River, Minnesota I Project# B)J-1O ' Project Name City Hail Solar TherlTtal Project Tppe Improvement Department Public Buildings Useful Life Unassigned Contact Building Maintenance Supv. Catenor~~ Building Maintenance Priorih~ n''a l,1Ty Was aWarQell a ~C:IlUUl 1J1SLi1C:lclIlU LUl:ill IJUVCiilillGill itGi1GW0.U1G L11Gly~' 1J1a111 ylv~iaui -ruu~r'~ ui ui~. ant of $49,558. The proposed prof ect would install 16 solar collectors to the south facing roof top of the City Hall building. The system would then be piped into the second floor to a holding tank system with a series of pipes and pumps attached tc a heat exchanger to circulate treated water and transfer heat to the existing heating system. Justification iThe project will allow the City to maintain building comfort levels while considerably lowering natural gas ;consumption and our carbon footprint. Expenditures ZO11 2012 2013 2014 2015 Total Construction/Maintenance 99,116 99,116 Total 99,116 99,116 Funding Sources 2011 2012 2013 2014 2015 Total Federal Grants 49,558 49,558 Government Buildings Reserve 49,558 49,558 Total 99,116 99,116 Page 42 Description ' ATTAC~ENT !~ 4'~d SS~Q~~ n~a~.~zYe 't~p'u~~~kBcrq ayi~ ka~cytyu~i~ C¢¢uua~~ .a¢gctSR.cy~a~fiJd~,bug.ua,aydylua~ud'o~ana©,fy~u~nwura~~syvaiuv~da;Qt;,~g