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CONSIDERATION OF AWARDING OF BID 1819-25, APPROVAL OF CONTRACT K-1819-63 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND STREETS, L.L.C., IN THE AMOUNT OF $204,821, PERFORMANCE BOND B-1819-9, STATUTORY BOND B-1819-10, MAINTENANCE BOND MB-1819-34 FOR THE CITY OF NORMAN DATA CENTER HVAC REPLACEMENT PROJECT, RESOLUTION R-1819-5 GRANTING TAX EXEMPT STATUS, BUDGET APPROPRIATION FROM THE CAPITAL FUND BALANCE, AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS.
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BACKGROUND: The fiscal year 2014-2015 (FYE 2015) Capital Budget included $30,000 to address an issue with poor return air in the City's primary data center. A mechanical engineer was brought on site to inspect the return issue. It was identified that a more in-depth project would be needed to correct the situation and it was suggested to budget a replacement of the computer room air conditioning units to complete this. The FYE 2018 Capital Budget included $160,000 to replace the computer room air conditioning units, hire a consultant to write specifications, provide engineer plans, and oversee the implementation.
The existing computer room air conditioning units were installed in 2011 during the renovation of Building C. Since that time one of the units has a system board with continual issues while both have undergone multiple repairs. Both units are out of warranty and parts are not readily available. The City's Data Center must be maintained at a consistently cool temperature at all times.
In December 2017, Information Technology Department staff solicited the professional services of ADG to be architect and prepare plans for the replacement of the air conditioning system, prepare the bid document, evaluate responses and pricing, and oversee installation. ADG projected that the funding should be sufficient to complete the project so no additional funds were requested at that time. The City had three (3) vendors respond to a mandatory pre bid conference and project walk-through; Streets LLC;...
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