DEPARTMENT: Facilities Management
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With UHL Company, Inc. For Western Service Center Chiller Replacement Project
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PURPOSE/ACTION REQUESTED
Authorize execution of a contract with UHL Company, Inc. to complete construction in support of the Western Service Center Chiller Replacement Project in Apple Valley, MN. This project is included in the Facilities Capital Improvement Program (CIP) Adopted Budget.
SUMMARY
The existing 400-ton screw-type chiller currently located in the basement of the Western Service Center is beyond its useful life and needs replacement. The current chiller was installed in 1991 during the original building construction and serves as the building's only building-wide cooling system. Due to the age of the current chiller, replacement parts have become extremely difficult to find. The lack of redundancy, increasing maintenance costs, and complexities make replacement of the current chiller crucial in maintaining the reliability of the Western Service Center’s cooling system.
Bid documents were prepared by staff with the professional design support of Obermiller Nelson Engineering, LLC, dba CMTA. Three alternates were included as safeguards in the bids. These were adding two chilled water control valves, infilling existing piping under the building, and adding Maxwell heat transfer fluid additive to the chilled water system. All three are important to the project, but were created in case bids exceeded available funding. Staff recommends all three be included in the base contract. The project was formally advertised, and 11 competitive bids were received on May 1, 2025. The three lowest bidder’s results are shown below. Full results can be found in the attached bid tabulation.
|
Contractor Name |
Base Bid |
Alternate #1-#3 |
Total Contract |
|
UHL Company, Inc. |
$1,784,000 |
$107,508 |
$1,891,508 |
|
Cool Air Mechanical |
$1,732,000 |
$159,821 |
$1,891,821 |
|
Advantage Mechanical |
$1,782,000 |
$159,400 |
$1,941,400 |
The only way to move equipment in and out of the basement in the Western Service Center is through the freight elevator. This elevator has space and weight constraints that are not conducive to moving a new screw-type chiller to the basement. Staff believes adding an air-cooled chiller in the outdoor housing where the cooling tower currently is makes the most sense due to current and future costs of installation and operation. This type of chiller is also more efficient and reliable.
RECOMMENDATION
recommendation
Staff recommends, after reviewing the qualifications of the low bidder, award to UHL Company, Inc. as the lowest responsive and responsible bidder in an amount not to exceed $1,891,508.
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EXPLANATION OF FISCAL/FTE IMPACTS
The total cost of the proposed contract is $1,891,508. The Adopted 2025 Facilities CIP Budget includes a total of $2,300,000 for the Western Service Center Chiller Replacement Project.
☒ None ☐ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
body
WHEREAS, the Facilities Capital Improvement Program (CIP) Adopted Budget authorized the Western Service Center Chiller Replacement Project; and
WHEREAS, bid documents and specifications were prepared by County staff and Obermiller Nelson Engineering, LLC, dba CMTA; and
WHEREAS, 11 competitive bids were received on May 1, 2025; and
WHEREAS, UHL Company, Inc. has submitted the low bid of $1,891,508; and
WHEREAS, staff has reviewed the qualifications of the bidder and recommends award to UHL Company, Inc. as the lowest responsive and responsible bidder in an amount not to exceed $1,891,508 for the Western Service Center Chiller Replacement Project; and
WHEREAS, sufficient funds for the project are available within the 2025 Facilities CIP Adopted Budget.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Parks, Facilities, and Fleet Management Director to execute a contract for the Western Service Center Chiller Replacement Project to UHL Company, Inc., 9065 Zachary LN N, Maple Grove, MN 55369, in an amount not to exceed $1,891,508, subject to approval by the County Attorney’s office as to form.
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PREVIOUS BOARD ACTION
None
ATTACHMENTS
Attachment: Bid Tabulation
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Mike Lexvold
Author: AJ Ross