R2024-232 Resolution Authorizing a Contract Change Order with E.L. Pruitt Company for Chiller Replacement at the Decatur Public Library

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City Council Memorandum NO. 2024-03 DATE: May 6,2024 TO: Mayor Julie Moore Wolfe City Council Members FROM: Scot Wrighton,City Manager Jon Kindseth,Deputy City Manager SUBJECT: Resolutions Related to Control System Work for the Decatur Library (items T&U on the consent agenda) SUMMARY RECOMMENDATION: It is recommended that City Council approve the Change Order 1 to reduce the contract with E.L. Pruitt Co. in an amount of$118,780,by removing the controls system portion of the HVAC replacement project at the Decatur Public Library and replace this portion of the work with a replacement proposal from Clow Controls & Service Inc. for a better control system. PRIOR COUNCIL ACTION: The City Council approved Resolution 2023-59, on April 3, 2023, approving an agreement with Architectural Expressions, LLP, for $120,000 for the design and construction oversight for improvements to the Decatur Public Library. On February 4,2024 the City awarded a contract for the Decatur Public Library Chiller Replacement Project to E. L. Pruitt Co., as the lowest responsible bidder in the amount of$1,706,400. The Decatur Public Library currently uses Johnson Controls "Metasys" system to control most of the HVAC in the library(except for the boiler controls). Johnson Controls sells their product lines through both branches and dealers/wholesalers. Johnson's branches sell and service their control line to the end user under the "Metasys"brand. Johnson's dealers/wholesalers sell their control line under the"Facility Explorer"brand. The Facility Explorer line is then resold and serviced through independent service contractors or can be purchased direct by the end user. Unfortunately, since the software availability for our current Metasys brand is limited to only Johnson's service department,this inherently causes the system to be more proprietary than the Facility Explorer brand. The sales process of the Metasys system,which limits it to Johnson service department,makes it impossible to get competitive pricing. Through staff's research, it determined that the communication software between the controllers is compatible between Metasys and Facility Explorer, allowing them to be used by either. This will allow us to switch to Facility Explorers without changing the existing field controllers, thereby eliminating the need to replace the entire control system. The quote we received from Clow Controls, a local company, includes the most current version of Facility Explorer head end and software. The price also includes programming of all HVAC