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AGENDA
INFORMATION UPDATE
May 13, 2019
12:00 AM,
I.INFORMATION UPDATE
I.A.2019 Asphalt Paving project postponement
I.B.Council Update Emergency Procurement Wheeler Chiller Replacement
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INFORMATION MEMORANDUM
TO:Mayor and City Council
FROM:Jerry Nye, Superintendent of Streets
THRU: Tyler Christoff, Interim Deputy Public Works Director
DATE:May 6, 2019
RE: Information Only: 2019 Asphalt Paving project postponement
BACKGROUND: The current budget approved by council includes funding for the 2019
asphalt overlay project. This project includes milling and asphalt work to maintain the integrity
of City streets. Staff utilize the Pavement Condition Index (PCI) to assess the current pavement
condition of our streets. Employing this scale, staff inspect street conditions annually and
recommend areas for repaving. It is important to note that this scope and funding does not
include asphalt pavements on Highway 82 (Main Street) which is owned and maintained by
Colorado Department of Transportation.
DISCUSSION:Staff intends to postpone the budgeted asphalt replacement project until 2020.
This schedule change was made based on the following considerations:
Vendor availability:
Based on travel times, asphalt availability, and vendor capacity only two contractors in
our area typically bid on City milling and hot mix asphalt paving projects. Based on
current commitments both local vendors are booked and not available to work until
September. Staff believe bidding this project in 2019 will result in higher bids and an
undesirable schedule due to lack of contractor availability.
Community impact:
Various projects in the broader community such as the McLain Flats, Black Hills Energy
pipeline project have and will continue to create unique commuter traffic patterns. Staff
anticipates this traffic to hinder heavy truck haul times which in-turn extends project
schedule and increases overall costs.
Development project overlap:
The scope of several development projects will overlap the currently scheduled overlay
project. Projects on or adjacent to the 2019 scope of work would create the potential for
rework, cuts in new asphalt mat, and/or undesirable community impacts. Development
projects on Aspen Street, Mill Street, Durant, Monarch, Smuggler, Garmisch, and others
coupled with the scope of the asphalt overlay project would likely produce undesirable
and prolonged neighborhood impacts.
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Current asphalt conditions:
Based on recent Pavement condition Index (PCI) assessments of City streets, staff believe
that the existing pavement is adequate to provide another year of service to the
community. The Street department will continue its annual maintenance operations;
repairing and patching city streets as needed throughout the summer and fall.
FINANCIAL/BUDGET IMPACTS: Staff anticipates better economies of scale, a lower
community impact, and reduced hauling costs by bidding this project in 2020. Staff would return
to City Council in 2020 with a contract for this scope of work.
CITY MANAGER COMMENTS:
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MEMORANDUM
TO:Mayor and City Council
FROM:Scott Miller, Interim Assistant City Manager
THROUGH:Jeff Pendarvis, Interim Facilities/Asset Manager
Jeff Woods, Manager of Parks & Open Space and Recreation
Gena Buhler, Executive Director Wheeler Opera House
MEETING DATE:Information Only
MEMO DATE: May 10, 2019
RE:Council Update Emergency Procurement Wheeler Chiller
Replacement
REQUEST OF COUNCIL:This memo is for information purposes only to update Council
on the status of an emergency procurement for the Wheeler Opera House mechanical
system.
SUMMARY:
The Wheeler Opera House mechanical systems are scheduled to be recommissioned as
a part of the larger project in spring of 2020. It was discovered that the existing chiller will
require extensive repairs this spring and it was determined that a replacement at this time
is appropriate when looking at the larger mechanical system and past performance
history.
Typically, chiller equipment of this size are manufactured to order as specified and lead
time is 8-12 weeks. The discovery of required repair work with the existing chiller and the
decision for replacement were made the week of 4/15/19. The Wheeler starts
performances and typically begins experiencing a demand for cooling at the end of May
so there was not adequate time to follow a normal procurement process and staff was
limited to the procurement of just a few different units that fall within the required
specifications that were already manufactured and available.
Due to the Wheeler’s performance and event schedule, the window to install this
component of the mechanical system is very short. Wheeler management requested this
repair to take place ASAP in order to not interfere with the building’s event
schedule. Other constraints include the availability of the necessary equipment and to
secure a crane to set the equipment on the roof of the building. Staff has determined, with
the approval of the Interim City Manager and City Attorney, that emergency replacement
of this equipment is appropriate and necessary at this time.
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The existing Trane 60T unit will be replaced with a 70T carrier unit, along with related
piping, pumps, and equipment.
Two proposals were received from Falcon Plumbing & AVMM for the replacement of the
chiller Unit. Falcon was the low bidder and was selected to perform the work. Due to
schedule constraints the chiller unit was shipped to meet the expedited schedule.
Value of the Contract with Falcon Plumbing and other project costs is estimated at $100K.
This work is to be funded from the 2019 approved budget authority for Project #51041,
Wheeler Building and Site Improvements.
Resource Engineering Group (REG) reviewed and approved the scope.
The Asset Department worked closely with the Wheeler Executive Director on scheduling
and scoping and budgeting for this project.
The contract packages for the replacement costs is expected to be on the consent
calendar on May 20th, 2019.
STAFF RECOMMENDATION:Information only. For any questions, please contact, Jeff
Pendarvis, Interim Facilities/Asset Manager or Jeff Woods, Manager of Parks & Open
Space and Recreation or Gena Buhler, Executive Director Wheeler Opera House.
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