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HomeMy WebLinkAboutMemo - Manager's ApprovalTO Daniel „I City .Mat g Rodofro I 'me HOM Chief of ik)[iCt CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE, €t) FILE ; sua.wor , Emergency UVCA Chillers :Replacement at MPD Headquarters fiP1i.f.qqr.q4C6,8 ENOLOS 1) A . • I: am. requesting authorization to proceed with an emergency procurement to replace the existing damaged HVAC Chillers and Johnson Controls ADS server upgrade at the Miami Police Department Headquarters (MPD), and waive the competitive sealed bidding requirements. The existing HVAC Chillers are responsible for cooling the entire MPD and have been malfunctioning for approximately five (5) years. In September :2015, HVAC chiller #2 broke down leaving chiller #1 to operate at a 40 to 50% capacity. The Johnson Controls ADS server is running on outdated hardware and unsupported WIN XP operating system.. Ile johnson Controls ADS system is an essential control component of the' II:VAC system. ihe VAC Chillers are obsolete (twenty 20 years old) and it is difficult to find the necessary parts and accessories needed for regular maintenance. This creates lengthy down time of equipment causing condensation (moisture) along the air -handling unit as well as to the air ducts supply and returns. Furthermore, a maintenance overhaul by the manufacturer has never been performed. OTI the IIVAC chillers. The timeframe to overhaul the chillers is at 40,000 hours; we are currently over 180,000 hours of run time and the associated cost is estimated at $62,000 each, These conditions have created poor Indoor Air Quality (IAQ) and an unhealthy work environment essential to the life, welfare, and safety of the city employees, The MP!) :requires both :EIVAC chillers to be operational and working at .full capacity in order to maintain a comfortable and healthy working environment for its employees. The Police Department and Risk Management 1)epartment received ninety-five (95) complaints regarding Indoor Air Quality Gm)) on file (refer to the attached documentation and report perfor M ed on January 15, 2016). This matter requires immediate attention. In addition, Roof #3 (Training room) and Roof #4 (Cafeteria) cannot be replaced until we remove the temporary portable IIVAC chillers pipes resting on top of the mentioned roofs. Without the roof replacement, water intrusion will continue to occur and water will run off the roof into the building. This situation is creating the aforementioned unhealthy and unsafe work environment. The cost associated to maintain the temporary chillers is approximately $9,500 per month. Daniel J. Alfonso City Manager Page: 2 Emergency HVAC Chillers It is imperative the department start the purchasing process immediately to avoid the manufacturer placing the order on back, order, If the order is placed on back order by the manufacturer, then this will delay the production, installation and delivery schedule until possibly the spring of 2017. This will be more costly because this will extend the rental of the portable AC Chiller. Upon your approval, Purchasing will contact companies that can perform the above- entionecl tasks from the City's list of pre -qualified trade contractors. "'Approve isappreved: Daniel J. AlManager C: Alberto Pailus, Assistant City Manager Annie Perez, CPPO. Director of Procurement Yadissa A. Calderon, CPPB Procurement Contracting Manager Enclosures: 1, 4 Quotes for AC Chillers 2. 1 Quote for Johnson Controls 3. 1 Purchase Request Form 4. A Mold Exposure Memo 5. A Scope of Work Memo RL:JHG:kc MPD16024 Date: