AGENDA ITEM REPORT
TITLE:
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A MOTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO APPROVE THE UPDATE TO THE SOFTWARE AND CONTROLS FOR THE ENERGY MANAGEMENT SYSTEM (EMS) THAT COMMUNICATES WITH THE VARIOUS HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) UNITS IN THE PUBLIC WORKS BUILDING, RECREATION COMPLEX, FIRE STATION 50, AND FIRE STATION 94 BY MASTER MECHANICAL SERVICES, INC. PURSUANT TO RFP NO. 02-23-22-10.
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BACKGROUND:
The City of Coconut Creek’s existing platform for the Energy Management Systems (EMS) has aged to a point where it must be upgraded in order to continue to function properly. The current system will soon cease to be supported due to the age of the technology and software. The newly installed HVAC units do not currently communicate properly with the existing system.
The Fiscal Year 2024 (FY24) Operating and Capital Improvement Budget, approved by the City Commission on September 28, 2023, through Ordinance No. 2023-020, includes funding to update the EMS as part of the HVAC Replacement Capital Improvement Program (CIP). Master Mechanical Services and their controls subcontractor, Innovative Building Controls (IBC), have completed previous EMS upgrades at City facilities through prior repairs and HVAC replacements. The scope of work includes providing EMS upgrades at the Public Works Building, Recreation Complex, Fire Station 50, and Fire Station 94.
Master Mechanical Services, Inc. was awarded an ongoing contract by the City on April 14, 2022, by Resolution No. 2022-069, as the primary vendor for as-needed HVAC services through RFP No. 02-23-22-10 for three (3) years with up to two (2) one (1) year renewal periods.
DISCUSSION:
The City’s existing EMS platform is nearing the point where it will no longer be supported in its current form with the current computer operating system. Without the required upgrades, the systems will cease to function. In addition, HVAC units that were recently installed at several City facilities do not have the ability to communicate properly with the older EMS. Also, there are several HVAC units that are scheduled for replacement within the next few months, which ultimately will not communicate properly with the older EMS.
The City has applied for and secured grant funding for this project through the Department of Energy’s State & Community Energy Program’s Energy Efficiency and Conservation Block Grant (EECBG) Program. This grant will cover approximately sixty-two percent (62%) of the proposed costs and will reimburse the City in the amount of $116,970 once the work has been completed.
Master Mechanical Services, Inc. provided a proposal in the amount of $187,825.40 for the purchase, installation, and programming of the new controls, software, and programming of new EMS units at the above mentioned facilities.
RECOMMENDATION:
Staff recommends approval of this motion.
FISCAL IMPACT:
REVENUES: $0
EXPENDITURES: $187,825.40
BUDGETED? Yes
NOTES: Funding is available from Account No. 3971539-6754, HVAC Replacement CIP. Costs will be partially offset with grant proceeds of $116,970.