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5.7. SR 02-23-2004ELK RIVER ARENA 1000 SCHOOL STREET ELK RIVER, MN 55330 (763) 635-1141 FAX * (763) 635 - 1144 To: Pat Klaers From: Rich Czech Date: Februm-y 17, 2004 Subject: Equipment for Olympic Ice Plant Thank you for meeting with me regarding the Arena's Capital Improvements. I felt it was important to keep you abreast of the items the Arena needs and the potential problems that may occur if they are left unattended. I also feel it is vm3, important that we have a plan in place to face the challenge of replacing or repairing the building and it's equipment as they get older. One area we discussed in length is the Olympics Ice Plant. Two items that were discussed in detail were the Condenser and the Backpressure Regulator. As I reviewed with you, the Condenser is a lin'ge tower that sits outside of the north side of the building. By using blowers and water, the Condenser cools the high-pressure gas from the compressors into a high-pressure liquid as it passes through the coils of the Condenser. The liquid then is used to pump the refrigerant from the pumpers out into the floor. Over the years we have been dealing with the water of the condenser freezing when the outside temperature goes below freezing. Two things cause this; first the condenser is under sized for our climate. Second, the outside cooling pipes that carry the high- pressure gas is layered with scale. The scale acts like an insulator that does not allow the air or water to cool the high-pressure gas. The scale was caused from the last owner not treating the water, which would have removed impurities from the water that would have prevented the scale from building up on the pipes. Since we have had the Ice Plant in operation, we have treated the water with chemicals to help remove some of the scale from the pipes. We have had some success, however some of the pipes still have scale on them. When the condenser uses water while the outside temperature is below freezing, the water freezes on the blowers and on the belts of the motor that drives the blowers. This usually results in the belts breaking and the blowers having one to two inches of ice on them. This problem happens about six to eight times per year. When it happens, we have to take a large torch to the condenser to thaw out the motor and the blowers. Then we need to replace the three belts that drive the blowers. The freezing usually occurs at night when the outside temperature drops below freezing. This results in someone having to come in to make these repairs. Being that it is dark, icy and that we have to use a ladder to get to the frozen area of the condenser it creates an unsafe situation for staff members. The best solution to eliminate this problem is to purchase and install a new Condenser. The Condenser would be sized so that water wouldn't be needed when the outside temperature is below freezing. Attached are three quotes for a new Condenser for the ice plant. The quote from Commercial Refrigeration, $24,660.00 is the lowest quote and is substantially lower than the $35,500.00 that was in the C.I.P. a few years back. This is mostly due to the fact that Commercial Refrigeration will already be on site installing the Barn's rink floor and will not have the overhead costs associated with installing the Condenser from scratch. Another item of importance is the Backpressure Regulator. The Backpressure Regulator would allow more heat to enter through the heat reclaimer that is used to melt the snow in the snowmelt pit. Cm-rently the snow that is dumped in the pit builds up during busy times, causing the need to melt the pit in alternative ways such as moving the snow to other areas of the pit by using a shovel or by using hot water to melt the built up snow. This project was originally scheduled for 2000. However, due to the heat exchanger in the furnace going out to the Barn, the money was used on that project and the Backpressure Regulator was moved to 2005. With the new floor in the Barn being installed this year, it would be cost effective to install the Backpressure Regulator this year. Commercial Refrigeration will be on site installing the floor, making it less expensive for them to install the Backpressure Regulator. Attached is Commercial Refrigeration's quote to install the backpressure regulator. In the Capital Improvement Plan, the estimated cost of the backpressure regulator is $3,300.00. Commercial Refrigeration's quote is $2,213.00 if we install it during the construction of the Barn's floor, saving close to $1,100.00 compared to what was budgeted for the project in 2005. I'm available to discuss this further if needed, please give me a call at the Arena. COMMERCIAL REFRIGERATION SYSTEMS SALES. SERVICE. INSTALLATION & REPAIR Mark Rodor[9o- John Rodorigo Phone (2!8) 74g-3366 104 East Chestnut Street · R O. Box 1066 Virginia, Minnesota 55792 Ja'nuap/29, 2004 Cib/of Elk River Attn: Rich Czech 13065 Orono Parkway Elk River, MN 55330 RE: Elk River Ice Arena Dear Rich, We arepleased .to provide the Elk River ice Arena with the following quotes for the Holmstein Equipment iocated in the adjoining facility for your review: The Pressure Regulator was never installed with the existing equipment. It should be Ynstalled to provide optimum heat reclaim for the snowmelt system and floor frost protection system. a. Hansen Pressure Regulator #HA4A-400 with 4" Socket Weld Flange Kit. jVlaterials (freight allowed) Installation $ 500.00 The Evaporative Condenser, which w~s pa~ of the original equipment purchased separately, was designed for a different wet bulb application. Tt should be replaced to accommodate dry running at 35 degrees and below for each :~0 pounds higher head pressure than design conditions, will require 5% more HP to crank the compressor over and you will lose 2% iD refrigeration capacity. Upgrading to proper Evaporative Condenser can be expected to have a 10% power reduction during summer operation. a. BAC Evaporative Condenser #VC1-205 (freight allowed) b. Znstallation $ 4,800-00 Please note: Installation w~JJ.he~.one at the Systems, Inc. is working(bn the oiler rink. ~,c nmercial Refrigeration 3ys~ems, Inc. ~ / same time as Commercial Refrigeration /vim MECHANICAL, INC. Elk River Arena 1000 School Street Elk River, MN 55330 February 13, 2004 Attention: Mr. Rich Czech, Arena Manager Subject: Ice Plant Evaporative Condenser Mr. Czech, We propose to furnish and install a Baltimore Air Coil VC1-205 Evaporative Condenser at your Olympic Rink Facility. Items included in proposal: Remove and dispose of existing condenser · Provide one (1) BAC VC1-205 evaporative condenser · Provide rigging, hoisting and transportation of condensers · Provide fuses, fuse blocks, heaters, starter and wiring for new 20 hp motor · Provide labor and materials to install condenser piping Provide startup on new condenser · Provide one (1) year warranty Total price to complete the above work .......................... $34,750.00 The following items are NOT included: · Chemical treatment · New water pump/sump · Structural verification/modifications · Larger electrical service if required · Premium time labor We appreciate the opportunity to present this proposal. If you have any questions or concerns please call me. Sincerely, Cool Air Mechanical, Inc. Jason E. Worms 1441 RICE STREET · ST. PAUL, MINNESOTA 55117 · TEL (651) 489-8821 · FAX (651) 489-6763 REFRIGERATION · AIR CONDITIONING · HEATING SYSTEMS · SHEETMETAL ° PROCESS PIPING HOT WATER AND STEAM BOILERS · GAS AND OIL POWER BURNERS · 24 HOUR SERVICE 13205-16th Avenue South Plymouth, MN 55441 February 11, 2004 Quotation No.: 0204-8937-0 Elk River Arena 1000 School Street Elk River, MN 55330 Attn: Rich Czech Arena Manager Subj: Evaporative Condenser Replacement Dear Mr. Czech, We propose to furnish and install a new BAC evaporative condenser model# VC1-205 in place of your existing condenser on the Olympic rink. Gartner Refrigeration will pump down the refrigerant in this system, disconnect the hot gas, condenser drain line, water supply line and water drain line. We will lift the existing condenser off its supports and set the new condenser in its place. We will reconnect and reweld the hot gas line, condenser drain as well as connecting the water supply and drain line. Once we have checked our installation for leaks and evacuated the condenser, we will recharge the system with the refrigerant previously removed. We will perform startup, test and adjustment of this condenser and place it in operation. We will include the necessary condenser, pipe and fittings, permits, crane for hoisting, reclaim cylinder rental and labor for this replacement. Elk River Arena Net Price ......................................................................................... $ 38,872.00 Electrical wiring, control wiring, and any additional structural supports are not included under the scope of this proposal and must be supplied by others. Attached will be our "Scope of Responsibilities" which will become a part and portion of this proposal. Terms & Conditions Down Payment Purchaser shall pay a down payment of twenty-five percent (25%) of the total Purchase Price when Purchaser accepts this contract. Invoice and Payment Equipment, material, supplies and labor are invoiced on completion and shall become due in full 10 days from the date of invoice. Office/24-hour phone: 763-559-5880 · 800-328-5547 · Facsimile: 763-559-5925 www. Gartner-Refrig. corn o Past Due Charge All past due invoices will be subject to a service charge of one percent (1%) of the past due amount per month. Service Charges and Possible Additional Charges Purchase Price Subject to Increase - The Purchase Price is subject to the price in effect at the time of delivery and any price increase in equipment shall be added to the amount of this Contract. If you have any questions please feel free to contact me. Respectfully submitted, Gartner Refrigeration & Mfg., Inc. Gary R. Bye Service Operations Manager This proposal is hereby accepted by on (date) under PO# This proposal may be withdrawn if not accepted in 30 days. Gartner Refrigeration & Mfg. Inc. K:\Quotes\0204-8937-0 Elk River Arena Evap Cond Repl.doc Page 2 Pover TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Pat Klaers, City Administrator February 23, 2004 Ice Arena Item 5.7. Ice Arena Manager Rich Czech and I have had a number of discussions over the years, and in the last few weeks or so, regarding a couple of capital improvements that are needed at the Ice Arena. The memo from Rich reviews the need for the condenser and the backpressure regulator and includes quotes for these two improvements. The improvements to the Barn floor are estimated to cost about $430,000. The cost for this improvement is to be split 50-50 between the Liquor Store Reserve and the NSP Reserve. It is proposed that these two reserve funds also finance the condenser and backpressure regulator. This will mean an additional $13,500 from each fund. This will bring the total expenditure to be about $230,000 out of each reserve fund. Both of the requested improvements are needed; both of the requested improvements have been delayed due to lack of available funds within the Ice Arena budget; both of these improvements are timely to complete now while the Barn floor is under construction; and both improvements are financially reasonable considering that the firm which is completing the Barn floor improvements is also the f~rm which submitted the low quotes for the condenser and backpressure regulator work. Also attached with this memo is an update from Rich regarding activities that are going on at the Arena and a timetable for the Barn floor reconstruction. It should be noted that the ice will be out of the Olympic Rink from May 17, 2004 through June 4, 2004. This coincides with the schedule for the condenser project, which is planned to begin on May 17, 2004. Recommendation It is recommended that the City Council award the condenser and backpressure regulator quotes to Commercial Refrigeration in the amount of $24,660 for the condenser and $2,213 for the backpressure regulator with funding to come equally from the NSP Reserve and the Liquor Store reserve. S:\Councilh°at\Updates~Arena.doc ELK RIVER ARENA 1000 SCHOOL STREET NW ELK RIVER, MN 55330 (763)635-1141 Fax (763) 635 - 1144 rczech@ci.elk-river.mn.us To: Arena Commission From: Rich Czech Date: February 18, 2004 Subject: Arena Update We are about four weeks away from the Barn's ice being taken out. A couple of pipes are still plugged, even after two attempts at trying to clean them out. With the cold weather, the ice where the plugged lines are have kept frozen. It will be the latter part of February and March when the weather is warmer that we may have problems keeping the ice frozen over the plugged lines. The V.F.W. A - Bantam Tournament is scheduled for the second week of March. If the weather is going to be warm we may have to try to unplug the lines to keep the ice frozen or we may be able to use C. O. - 2 fire extinguishers or dry ice to keep the ice frozen. Construction of the new floor and boards for the Barn is scheduled to begin May 3rd, after the Arena's Craft Fair. The project should be completed by mid September, attached for your review is a tentative timeline of the project. With the construction of the Barn floor this summer, it's a good time to look at a couple of C.I.P. (Capital Improvement Items) to the Olympic rink. Completing these projects now rather than waiting until their scheduled time would save the city money. The two items in questioned are for the Olympics ice plant, the Condenser and a Backpressure Regulator. I have attached the memo that I have sent to Pat Klaers that will explain why we should move forward with these items. There has been some discussion of what is going to be done with the old boards. Elk River Youth Hockey has inquired about putting them on the west side of the Barn. Nothing is impossible, however there are a few hurdles to jump through in order to get this done. A few of these are transferring ownership of the boards from the city to who ever is going to be responsible for them, approval to put the boards on school property, leveling the area where the boards will be set. Then there is setting up the boards, rink lights and poles for the lights, water supply, and a warming house. In addition to this, we will have to determine who will be responsible for maintaining the boards and flooding the rink? This will be one of many topics that the Arena Commission will have to discuss this spring. It sounds like Monticello is close to building a rink this spring. I'm not sure of all the logistics, however it sounds like it's a joint effort between the School District, City, and the Youth Hockey Association. Becker Big Lake High School may move their program from Elk River to Monticello, however it's too soon to tell. If Becker Big Lake were to move their program, it would open up about 80 hours of ice for existing customers to use. It sounds like both Roger's High school programs will have a junior varsity program next year. The boys are requesting an additional hour of practice each night; this would give them a two-hour block. The girls are requesting an additional half hour; this would give them an hour and a half practice. Adding these hours to an already tight ice schedule will be next to impossible without depleting hours from other customers. However if Becker Big Lake does leave for Monticello, these added hour will be much more manageable. The Volunteer Recognition Dinner is set for April 22, 2004 at the Riverwood Inn and Conference Center. You will be receiving a formal invitation for the dinner in March. The next Arena Commission meeting is scheduled for Tuesday April 6, 2004. If you have any items of importance that should be discussed at the meeting, please contact me so that they can be put on the agenda. I would like to say Thanks to Dave Halgren for the framed prints of past Elk River Youth Hockey teams. The prims are up along the west wall of the Olympic rink. Take a minute to stop by the rink to look at them; I believe you will find them interesting, if not amusing. Time Line For the completion of the new rink in the Barn May 3rd - Removal of the existing boards May 10th -- Demo of the concrete May 24th - Install curb to outer slab May 31 st_ Sub Grade prep A. Insulation B. Vapor Barrier C. Refrigeration pipes D. Headers July 12th - Concrete: A. Rebar B. Wire mesh C. Expansion joint D. Pour concrete E. Completion of expansion joints August 23rd - Completion of Floor August 23ra - Insulation of boards September gth _ Substantial Completion of project, punch items may remain september 15th- Final Completion of Project September 19th - start up of Compressors, ice by September 24th.