Memorandum

City of Lawrence

Utilities Department

TO:	David Corliss Debbie Van Saun
FROM:	Steve Stewart
CC:	Chuck Soules Tammy Bennett Steve Bennett
Date:	October 6, 2005
RE:	October 18 , 2005 Agenda Item

Please include the following item on the City Commission consent agenda for consideration at the October 18, 2005 meeting:

Makeup Air Exchange Unit Replacement The 1976 model makeup air unit has reached the end of expected service life. This is a capital improvement project approved in the Central Maintenance Garage 2005 budget.

Project History. The request for proposal to replace the old make up air unit at the Central Maintenance Garage was sent to five vendors (listed below) by mail and posted on Demand Star the first of September. This RFP was for a replacement unit that is OSHA and EPA compliant and will meet proposed federal regulations. Most of the vendors that were mailed the RFP were familiar with the equipment we need to replace. Two vendors examined the old system and discussed the necessary changes. Only one vendor Huxtable LT Services, Inc. completed the RFP and submitted a viable plan.

List of Vendors

Chaney Incorporated

Cloud Heating and Air Conditioning

Huxtable and Associates

Niehoff/Dunco Heating and Cooling

McElroy's Inc.

Project Status Steve Bennett and Steve Stewart have reviewed their proposal based on the following criteria.

Work Team Qualifications and Experience

Project Organization and Approach

Project Schedule for completion

Client References

Project Details.  The proposal includes the basic unit and installation. They also included two options to ensure future compliance. Option one is the installation of CO sensors in the shop to activate the unit if the carbon monoxide level in the shop rises. The second option is connecting the unit and sensors to one of the shop computers. This option can be added later for reporting and record keeping purposes to satisfy EPA requirements.

Project Funding.  This project was budgeted in line item 504-3200-579.60-06 of the 2005 budget document.

Action Request.  Public Works Department staff requests approval from the City Commission to authorize the City Manager to enter into a contract with Huxtable L.T. Services Inc. in the amount of $38,180.00 for the replacement of the makeup air unit at the Central Maintenance Garage.