8.1. SR 03-19-2012l REQUEST FOR ACTION
R.ie
TO ITEM NUMBER
Ma or and Ci Council 8.1
AGENDA SECTION MEETING DATE PREPARED BY
General Business March 19, 2012 Rich Czech, Elk River Ice Arena
Mana er
ITEM DESCRIPTION REVIEWED By
Value Engineering Study for The Barn and Olympic Ice Arenas Michael Hecker, Park and Recreation
Director
REVIEWED BY
Cal Portner, Ci Administrator
ACTION REQUESTED
Authorization to move forward with a value engineering study of the Barn's roof, structure, and HVAC
systems as well as the inspection of the Olympic precast panels and roof for the Olympic looker rooms.
BACKGROUND/DISCUSSION
The Barn, the original ice arena constructed in 1971, has had ongoing roof issues for several years. Staff
and contractors have provided numerous fines with little success to correct leaks. Further, the ice-making
plants for the Barn and the Olympic utilize HCFCs - 22 refrigerant which are being phased out of
production. By the year 2020, production of HCFCs refrigerant will be discontinued. Please see the
attached phase-out schedule by the United States Environmental Protection Agency.
With the age of the Barn and major renovations that are likely to be faced in the next few years, the
question is whether the city would be better served to demolish the barn and reconstruct a new building
rather than continue with the increasingly expensive repairs.
Replacement for the Barn is included in the 2012-2016 CIP.
When the City Council met in a joint meeting with the Elk River School Board in October 2011, the
Board indicated they were not interested in sharing the costs of a replacement arena. Likewise, the Elk
River Youth Hockey Association has not yet committed to sharing costs of a replacement facility.
At the January Arena Commission meeting, the Commission directed staff to pursue quotes for value
engineering studies for the Barn's roof, structure, and HVAC system for the purpose of determining the
true condition of the Barn and its ancillary equipment to estimate the costs of the required repairs and
estimate the remaining lifespan of the building. The Commission also discussed and identified a need to
complete locker room improvements in the Olympic arena.
At a special Arena Commission meeting held Tuesday Apri113, 2012, the Commission reviewed
proposals for the work and voted to recommend to the Council four companies to complete the work.
Attached for your review are the proposals from the four companies.
~ M E R E~ ® Y
N:\Public Bodies\City Counci]\Counal RCA\Agenda Packet\03-19-2012\Action Requested for Bam's studys.docx ~~
If these proposals are approved, the inspections should be able to be completed by the next Arena
Commission meeting in April and the Commission should have enough information to decide how to
proceed.
FINANCIAL IMPACT
The total cost for all studies is $7,680. Recommendation for the funding is from the Government
Building Fund.
ATTACHMENTS
^ Proposal from Lindeau Companies for the assessment of the Barn's structure.
^ Proposal from Skyline Building Envelope Consultants for the study of the Barn's roof.
^ Proposal from Skyline Building Envelope Consultants for the study for the Olympic precast
walls and the roof for the Olympic locker rooms.
^ Proposal from Stevens Engineering for the study of the refrigeration systems.
^ Proposal from Hallberg Engineering for the study of the HVAC systems.
^ Information from the United States Environmental Protection Agency.
Action Motion by Second by Vote
Follow Up
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\03-19-2012\Action Requested for Bam s studys.docx
LINDAU
COMPANIES, INC.
PROFESSIONAL ENGINEERS
1074 OLn HwY 35
HuosoN, WI 54016
March 14, 2O 12 (715) 386-4444 OFFICE
Rich Czech
Arena Manager
1000 School Street
Elk River, MN 55330
Re: Elk River Skating Facility -Structural Assessment Report
Dear Rich,
Per your direction we have prepared this proposal for the Structural Assessment for the
"Barn" ice skating facility in the City of Elk River. We visited the site on Wednesday,
February 15, 2012 as an aid in preparing this proposal.
This Structural Assessment is a follow up to the work Lindau Companies, Inc. performed
in 2009. At that time some of the steel structure had corroded but we did not feel it
posed a structural concern if remedied. We propose to review the same areas, as well as
some new areas, and note any further deterioration. Additionally we recommend a
testing agency be employed to measure the thickness of various steel elements.
American Engineering and Testing uses an Ultrasonic Thickness Transducer to determine
the thickness of the base metal within corroded steel.
The report will note our opinions and recommendations.
Our review, observations, and opinions relate solely to the building structure and not to
non-structural items such as architecture, egress, mechanical and plumbing systems, or
environmental considerations. In the case that we note non-structural issues within our
report it is for the sole purpose of noting the need for the review of these items by a
professional trained in that discipline.
Additionally we suggest that a review of the building layout and architecture be reviewed
by an architect in order to present potential remodeling and upgrading options.
Contract Literature and Scone of Services
At this time we anticipate our scope of work to be as follows:
• Review the previously exposed steel structure for any changes in condition
since our last visit.
• Expose a few areas of steel structure and comment on our findings.
• Present a proposed timeline for the structure outlining what we believe to be
its useful future life.
• Present an anticipated budget for the repairs of structural elements needed
during the structures useful future.
• Coordinate our efforts with a building envelope specialist and materials
testing agency.
• The fee for the recommended materials testing is estimated to be between
$500 and $800 and is to be performed under a separate contract between the
Owner and Materials Testing Agency.
• Owner will contract directly with the building envelope specialist and the
materials testing agency.
• Based on the evidence obtained during the investigation Lindau Companies,
Inc, will present our findings in a report.
• At the Owners discretion Lindau Companies, Inc will prepare another fee
proposal for the creation of construction documents as needed for the repair
of structure
• Review ofnon-structural elements such as, weatherproofing, insulation,
climate control, signage, and any other mechanical or architectural items is
not included in Lindau Companies, Inc. scope of work.
• We anticipate our work will involve one meeting at the job site.
• All scheduling is contingent upon cooperation and timely responses by all
parties not under the control of Lindau Companies, Inc.
• Lindau Companies, Inc. will not pursue changes or additions to the scope of
work without your consent, verbal or otherwise. Unless otherwise agreed
changes to the above scope of work will also be billed at an hourly rate of
$120.00. Depending on the circumstances and time constraints, you may not
be provided with documentation prior to Lindau Companies, Inc. pursuing
the changes or additions you have directed.
• As-built drawings, recording existing structure or conditions, are not part of
Lindau Companies, Inc.'s scope of work excepts as deemed necessary by Lindau
Companies, Inc. to convey our findings within our report. Lindau Companies, Inc
can create as-built drawings for an additional fee under a separate contract.
• The Owner will pay for all testing and construction services.
Our proposed fee for the investigation and formal report as noted above is $1,800.00
and is based on hourly engineering and cad technician rates of $120.00 and $60.00
per hour respectively. The above work efforts, unless otherwise noted, will begin upon
your acceptance of this proposal with documents being submitted as soon as possible.
This fee proposal does not include delivery charges associated with mail, messenger or
federal express service, long distance telephone charges, travel expenses, associated
photographic film and development, or copying and printing charges that are incurred as
a result of providing our design service. These expenses will be billed as reimbursables
at our cost.
Please review the scope of work and advise us of any additions, deletions, or
modifications to our work effort. We would be pleased to revise our proposal
accordingly. If this agreement is acceptable, please sign below, and return this document
Lindau Companies, Inc. If you have any questions please feel free to call me.
Sincerely,
ACCEPTED:
LINDAU COMPANIES, INC.
William H. Lindau P.E. #24781 2-20-2012
Dated: .City of Elk River
By
Its
SKYLINE BUILDING ENVELOPE
CONSULTANTS
ADVANCED CONSULTING & PROJECT MANAGEMENT SERVICES FOR FAGLITES MANAGEMENT WFNGi INCLUDE:
ALL TYPES OF ROOFING 8 WATERPROOFING, BUILDING ENVELOPE & FACADE EVALUA710NS 8~ RESTORATION,
PARKING GARAGE EVALUATONS 8 RESTORATION, FORENSIC EVALUATIONS.
February 20, 2012
Rich Czech
Arena Manager
City of Elk River
1000 School Street N.W.
Elk River, MN 55330
Reference: Proposal for providing leak investigative services on the 1997 Ice Arena building to stop the
source of the leakage occurring along the wall between the original Arena building and the 1997 Arena.
Our proposal is based on information obtained from facility personnel and visual observations.
Dear Rich Czech,
Thank you for the opportunity of providing our services to perform leakage investigative services to
determine the cause of leakage into the building interior along the wall between the original Ice Arena and
the 1997 Ice Arena.
Based on information provided and initial visual observations, we recommend the following actions:
- Perform a visual inspection of the adjacent exterior walls to identify, locate and document all wall
defects.
- Perform a visual inspection of the EPDM rubber roof between the two ice arenas to identify,
locate and document all roof defects.
- Perform multiple water tests systematically eliminating certain wall and roofing components until
water infiltration occurs.
- Once all of the information has been gathered, a written report with photographs will be
completed documenting our findings and recommendations with estimated repair costs for
immediate repairs to prevent further water infiltration. Depending on our findings, these repairs
may be permanent or temporary until funding can be provided for the long term repairs.
- We will meet with qualified contractors to obtain bids for the recommended repairs.
We will perform the services listed above for a fee not to exceed $1,980.00
We appreciate this opportunity to help The City of Elk River with some of your facilities needs and look
forward to working you in the future. If you have any questions or concerns regarding this proposal,
please feel free to contact me.
Respectfully Submitted,
Rob Johnston Project Manager
Skyline Building Envelope Consultants
15050 CEDAR AVENUE S. /SUITE #: 116-333 /APPLE VALLEY, MN 55124
OFFICE #: 952-303-4824 OFFICE FAX #: 952-405-6060 MOBILE: 763-229-2771
ROB JOHNSTONCa~SKYLINEBEC.COM
VWWV.SKYLINEBEC.COM
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Proposed Leak Investigation Area (outlined in yellow)
Proposed Leak Investigation Area (outlined in yellow)
SKYLINE BUILDING ENVELOPE
CONSULTANTS
ADVANCED CONSULTING & PROJECT MANAGEMENT SERVICES FOR FACILITIES MANAGEMENT WHICH INCLUDE:
ALL TYPES OF ROOFING & WATERPROOFING, BUILDING ENVELOPE & FACADE EVALUATIONS 8 RESTORATION,
PARKING GARAGE EVALUATIONS & RESTORATON, FORENSIC EVALUATIONS.
February 20, 2012
Rich Czech
Arena Manager
City of Elk River
1000 School Street N.W.
Elk River, MN 55330
Reference: Proposal for providing Building Envelope services on the Original Ice Arena building to
determine the overall condition of the building and source of the leakage occurring at the ridge and other
locations. Our proposal is based on information obtained from facility personnel and visual observations.
Dear Rich Czech,
Thank you for the opportunity of providing our services to perform Building Envelope services to
determine the overall condition of the building and source of the leakage occurring at the ridge and other
locations.
Based on information provided and initial visual observations, we recommend the following actions:
- Perform a visual inspection of the entire building envelope including the metal roof and wall
components to identify, locate and document all roof and wall defects.
- Perform a confirmation water test verify that the suspected leak defects are the cause of the
current leakage.
- Once all of the information has been gathered, a written report with photographs will be
completed documenting our findings, recommendations and overall condition of the building.
Estimated repair costs for immediate repairs to prevent further water infiltration will be provided.
Depending on our findings, these repairs may be permanent or temporary until funding can be
provided for the long term repairs and/or replacement.
- We will meet with qualified contractors to obtain bids for the recommended repairs.
We will perform the services listed above for a fee not to exceed $1,700.00
We appreciate this opportunity to help The City of Elk River with some of your facilities needs and look
forward to working you in the future. If you have any questions or concerns regarding this proposal,
please feel free to contact me.
Respectfully Submitted,
i
,. _ ~. ~~
Rob Johnston Project Manager
Skyline Building Envelope Consultants
15050 CEDAR AVENUE S. /SUITE #: 116-333 /APPLE VALLEY, MN 55124
OFFICE #: 952-303-4824 OFFICE FAX #: 952-405-6060 MOBILE: 763-229-2771
ROB.JOH NSTONCcDSKYLI N EBEC.COM
VWVW.SKYLINEBEC.COM
Unginal Ice Hrena Metal vvall ravels
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March 8, 2012
Mr. Rich Czech
Eik River Ice Arena
1000 School Street N.W.
Elk River, MN 55330
Re: Professional Engineering and Consulting Services REVISED Proposal
Elk. River lce Arena. -Rink 1 Ice System. Evaluatiart
Our Project No, 90~-11-159
Dear Mr. Czech:
We are pleased to offer ourservices to perform a brief evaluation of the existing ice system in the original rink'
(Rink 1 or "the barn") at the Elk_ River Ice Arena Facility. As you know, we have the in-depth, specialty experience;:
especially in the evaluation renovation and conversion of direct Holmsten Ice Rink Sustems, required to
successfufly complete this project for you and the City of EIk River.. We are also very familiar with your facility
after designing the ice rink floor and dasher'baard replacement in Rink 1 of the facility in 2004.
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The Elk River Ice Arena consists of two (2) ice arenas where both ice rinks are served by individual Holmstein
direct R-22 refrigeration.. systems:. The refrigeration system serving the original rink (Rink 1) has a capacity of 80
tons and the system for the new rink (Rink 2a has capacity of 135'tons. The ice rink floor and dasher board
systems were replaced in Rink 1 in 2004.
Due to the age of the Rink 1, the City is interested in completing an evaluation of'ice system (rink floor and
refrigeration system) to determine the condition and to identify and recommend. improvements andlor
replacement options to assist in future planning for the facility.. The evaluation should also include estimated
project: costs for the improvements: The HVAC, electrical, lighting and building sys#ems will not be part. of this
evaluation and is being evaluated by other consultants.
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tiri evaluation of your ice system can provide valuable information in assessing the condition of the facility's
systems and assisting in planning. facility improvements. More specifically, the information can. be used to: identify
the needed improvements to the facility;. develop a scope of work; and:generate. cost estimates to use for
budgeting, Stevens will provide a step by step approach to the evaluation as described- below;
Step 1-Collect Information an Ice Systems:
Meeting #1: Meet with youand otherinterested parties to:
^ Perform an-site investigation of the ice system.,.
Walk through the facility with you and the facility's staff.
Collect information an the systems..
Discuss history of problems with the ice system.
Discuss desired improvements to the ice system,
Obtain copies of the following information.:.
Record plans for the facility.
c~ Shopdrawings of ice equipment,: ice systems and other mechanical systems.
Daily logs on the ice system operation.
Records or'nformation on any improvements that have. been performed on the foci ity or'ts
mechanical. systems..
c~ Soil information from original building construction and floor replacement in 2004.
Step 2 -Develop Improvement Plan (Analysis and Evaluation}
During this step we will;.
Evaluate the information we gathered during the site vision Step 1.
Evaluate any additional information: provided to us by you:
Evaluate the existing soils information.
Identify problem areas, areas of concern ar areasfor improvements to the ice and mechanical systems.
Summarize the information in a letter report including and discussing the following:
a Description of existing ice. systems:.
c~ Information .collected :during the site visit..
c~ Evaluation of existing ice system..
c~ Recommendationsfnr system improvements, modifications andlor replacement.
Estimate of probable construction costs.. and project costs for recommended improvements.
Five (5} copies of the draft report,
Meeting #2: Teleconference with you and other interested parties to review a draft of the report. We can
meet with you in person if needed.. The cost of this meeting. would be in addition to the fee provided in
this proposal.
^ Incorporate changes and comments that were discussed at the meeting into the report and finalize,
Provide ten:. (10} copies of the final report..
^ Present the plan. We cane meet with you' and other interested parties to present the final plan if needed,:
The cost of this meeting would be in addition to the fee provided in ths'proposaL
Mr. Rich Czech
March 8, 2012 Page 2 of 4
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For purposes of defining the scope. of work,. Stevens will assume he following;
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1. Priorto starting the work, you shall provide'the Stevens with full infomtaton regarding your requirements
and the City's: requirements including any special.. or extraordinary considerations far the Projector
special services needed. You shall also make available .all pertinent existing data..
2: Modifications to the Scope of Work ar additional design or drafting resulting from... revisions after
commencement of our services will. be billed as additional services on an hourly basis, Additional work
will not proceed without a signed contract amendment.
3. We are relying on CAD files and topographic surveys completed and prepared. by others. Stevens
.assumes no liability for the accuracy of such drawings.. or surveys.
4. If additional site visits ar meetings are requested, we will provide those services on an hourly basis in
accordance with our standard fee schedule.
5. In preparing this proposal, certain items have been excluded from the scope of services that may or may
not be required. Should these services become necessary, we can provide them as additional services
and shall be approved in writing. Thefollowing services have been excluded. from this. proposal;.
permit applications;
^ Energy calculations;
Information for energy rebate applications;
^' City and code review meetings;
Environmentat reviews, reports or permits;
^ Project advocacy beyond the normal. standard of :care
We propose the following fixed fee for the services outlined in this proposal:
ICE SYSTEM EVALUATION
$800
TOTAL ($$~tl
conditions of Proposed Fee:
1. Reimbursable expenses wi(I' be invoiced in addition to the fixed. fee services.
2: You will pay for all costs of testing services such as ground penetrating radar, sail borings;. half cell
testing, pressure testing, etc: in addition to the fixed fee services.
3. You will pay for all review agency or other applicable fees (e.g. review, permit applications, etc:.) in
addition to the fixed fee services.
4, We will invoice monthly for services based. on a percentage of the fixed. fee work completed at the time
of invoicing..
5. Finance charges will be applied to all payments not received within 30-days of invoicing,
6. We will provide additional services, pre-approved 6y you, on an hourly basis in accordancewith our
current fee schedule. Scott's 2012 hourly rate. is $175/hour..
7. Taxes not included in fee.
Mr. Rich Czech
March 8, 2012 Page 3 of 4
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8. The attached professional services fee schedule is valid through December 31, 201 ° m~n~; :: ~ ; ; : i ~;
furnished after December 31, 2011 will be charged in accordance with our 2012 fee schedule. We wili
not increase any item on the fee schedule by more than 5% for work performed in 2012. The fixed fee
will remain unchanged for 2012...
9. Once improvements are identified, we wil( provide you with a separate proposal for any pre-design..,
finale. design or construction administration phase work that may be requested'.:
We appreciate the oppo~unty to work with you and City of Elk River on this project. If you have any questions
regarding this proposal,. please feel. free to call me anytime. If this proposal meets your needs and is approved'
by you, a draft agreement can be generated for all parties to review. Our office. number is 651.436.2075 or my
mobile is 651'.,492.1376. We look forward to working with you on -this project.
Sincerely,
STEUENS
~~
Scott A. Ward,'P.E. `~
PrincipallVice President
Enclosure. 201.2' Professional Services'Fee Schedule
Mr. Rich Czech
March 8, 2012 Page 4 of 4
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APPENDIX. B
2Q12 P'rafessional Services Fee: Schedule
Period: January 1, 201.2 through December 31, 2012
HC?URLY FEE SCHEDULE'.
Personnel;
Principal EngineerlProjectMonager $.1..10- $165.
Specialist $1:74-$185
Project Engineer $9Q-$120
.Planner $60-$75
Graduate: Engineer $75-$90
Technician/ llnspector $45-$82
Administrative. $45-$55
Registered Land Surveyor $85-$100
Survey Crew (1 person with GPS or Robot} $145
Survey Crew (2 persons with GPS or Robot) $155-$165
Survey Crew (3 ,persons with GPS or Robot) $165-$195
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REIMBURSABLE EXPENSES
Reimbursable expenses include, but are not limited to the following;
• Transportation cost at IRS allowable rate..
Parking fees.
• Cost ofout-af-town travel, lodging and electronic communication in cannectian with the project.
• Re roductions lots and standard farm documents:
~ltem Size. .Black & White Color
Photoco ies/Pnntin 8 %z x 11 $0.10
. $0.80
8 %x.14 $0..12 $0.9Q
11 x 17 $0.15 $1.50
Plots/Scans 22x34 $2.50
__ $5.00
24x36 $2.75 $5.50
28 x 42 ar lar er $4:00 $6.00
Bindin Ions sets er set lar er'than 11 x17 $5.00 each
S ecificatian and Re art Assembl Binder,. Cover $8,00 each.
Laminated Re ort Covers with Binder $17.00 each
• Projectphotography, postage, long-aistance ana moans teiepnvne cans, a~~u ~~:~~~~~~~~~•
• Materials required to assemble reports.
• Subcansultants:
• other similar direct project-related: expenditures;
Reimbursable expenses are billable at 10°l° over cost.
Stevens' typical invoicing process; monthly billing, due net 30 days.
H A L L B E R G
ENGINEERING
WORK REQUEST
AUTHORIZATION
TO: Rich Czech, Arena Manager, Elk River Arena (763) 635-1141.
FROM: Richard Lucio PE, Hallberg Engineering, Inc.
DATE: March 6, 2012
RE: HVAC Study for Elk River Arena BD NO.:
Thank you for choosing Hallberg Engineering for your mechanical engineering project. We appreciate the
opportunity to work with you on this project. Please note the scope of basic services and fee agreement listed
below.
*5cope of Basic Services:
Olympic Rink and the Barn HVAC Equipment:
1. Observations of the HVAC systems will be conducted, which include, the cooling and heating air
handling systems, make-up air units, exhaust fans, dehumidification units, pumps, boilers, radiant gas
heaters and temperature control systems.
2. The method of assessment will be to interview the building engineer, conduct the walk-through, evaluate
the systems and photograph equipment.
3. The report will include a description of the existing HVAC systems, deficiencies observed,
recommended repair or replacement, estimated costs for repairs or replacements and a description of
estimated service life of the equipment. Photos of the equipment will be included in this study.
Based on our understanding of the scope of work on this project, the fees will be fixed fee of $1,400. Travel,
special delivery and other reimbursable expenses are included in the above fee. This fee and scope of work does
not include the refrigeration equipment.
If you are in agreement with the aforementioned services and terms, please indicate by signing and returning the
"Authorization to Proceed" via fax (651) 748-9370 or mail. Work will proceed upon receiving written
authorization.
AUTHORIZATION TO PROCEED
Signed
Title
Date
Terms & Conditions
• Invoices will be processed monthly with payment due within 30 days.
• All unpaid balances older than 30 days will accrue interest charges at I.5% per month and will continue to accrue on all unpaid balances until
they are paid in fulG
• Hallberg Engineering reserves the right to: I)Stop work on the project; 2)Notify Owner of work stoppage and the reason why; 3)Contact the
Owner to determine payment history and/or schedule of payment.
MechanicaUElectrical Consulting Engineers
1750 Commerce Court v W hite Bear Lake, MN 55110 v Phone (651) 748-1100 v Fax (651) 748-9370
c:klocuments and settings\rick\my documents\work_request20120306 elk river arena study.doc
Information from;
United States Environmental Protection Agency
Phaseout Schedule for HCFCs Including R-22
Under the terms of the Montreal Protocol, the U.S. agreed to meet certain obligations by specific dates
that will affect the residential heat pump and air-conditioning industry:
January 1, 2004:
The Montreal Protocol required the U.S. to reduce its consumption of
HCFCs by 35% below the U.S. baseline cap. As of January 1, 2003,
EPA banned production and import of HCFC-141b, the most ozone-
destructive HCFC. This action allowed the United States to meet its
obligations under the Montreal Protocol. EPA was able to issue 100%
of company baseline allowances for production and import of HCFC-
22 and HCFC-142b.
January 1, 2010:
The Montreal Protocol requires the U.S. to reduce its consumption of
HCFCs by 75% below the U.S. baseline. Allowance holders may only
produce or import HCFC-22 to service existing equipment. Virgin R-
22 may not be used in new equipment. As a result, heating,
ventilation and air-conditioning (HVAC) system manufacturers may
not produce new air conditioners and heat pumps containing R-22.
January 1, 2015:
The Montreal Protocol requires the U.S. to reduce its consumption of
HCFCs by 90% below the U.S. baseline.
January 1, 2020:
The Montreal Protocol requires the U.S. to reduce its consumption of
HCFCs by 99.5% below the U.S. baseline. Refrigerant that has been
recovered and recycled/reclaimed will be allowed beyond 2020 to
service existing systems, but chemical manufacturers will no longer
be able to produce R-22 to service existing air conditioners and heat
pumps.