REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Shannon Buckley, Assistant City Manager
Date:January 28, 2025
Subject:Purchase of Heating and Air Conditioning Material for the HVAC System in the City Hall Building Project (CIP Project No. Z20006) from Amber Air Conditioning, Inc.
Recommendation
Approve and authorize the City Manager to purchase the heating and air conditioning material for the HVAC system in the City Hall building (CIP Project Z20006) from Amber Air Conditioning, Inc. at wholesale cost in an amount not to exceed $466,210.00.
Background
The City Hall Building heating and air conditioning requirements have been designed with highly efficient elements to meet the needs of the facility at both extreme hot and cold temperature levels. Much of this system will be customized and built on-site to accommodate the higher ceiling and larger interior volume of the building. The expansive glass windowed areas will place higher heating and air conditioning demands on the system and will limit the hidden areas for ductwork and registrar.
HVAC System New City Hall Building (CIP Project Z20006)
Discussion
Staff, together with Amber Air Conditioning, Inc., has marketed the heating and air conditioning system to the most favorable American manufactured systems capable of satisfying all the system requirements. The materials list for building the duct work, HVAC registers, copper pipe, metal flashing sets, and other requisite elements will be custom-built once the interior/exterior walls and ceilings are in place and before drywall installation. Purchasing these material items in bulk and fabricating them on-site will provide cost savings of up to 20% and reduce construction time significantly. More importantly, the on-site fabrication will produce far more excellent quality and craftsmanship and will eliminate on-site workaround requiring change orders. The significant items in this purchase are listed below and in Attachment 1 (with pricing). Please note the items listed will have many different sizes, arrays, and assortments.
Plenums/Sheet Metal Freon Line Sets Metal Flash & Ducting (Line Sets) Flex Ducting T-Wye’s Metal Ells Insulation Wrap Duct Strap/Tape/Misc Manual Dampers Diffusers/Boxes OSA Flash/Duct Cap Exhaust Flashing/Duct/Cap Roof Cap and Flashings Low Voltage Wiring Cable for Mini Split Systems Freon, Fittings, and Soder Amber Air Conditioning, Inc. has marketed the materials list and will purchase it from multiple HVAC supply wholesales and pass the savings onto the City. This will be a large amount of material, and Amber Air Conditioning will store the material until it is thoroughly utilized and installed in the building. The complete material list with pricing is included in the staff report as Attachment 1.
Fiscal Impact
The City Hall Project (CIP Project Z20006) is included in the Fiscal Year 24/25 – 28/29 Capital Improvement Plan (CIP) budget.
Attachments
Attachment 1 - Materials List with Pricing
City Manager’s Office