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Home My WebLink AboutORD-2024-041-Sportsplex Ice Rink Cooling Tower and Chiller Replacement Contract Award and Approval of Budget Amendment #3-B ORD-2024 - 041j J ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date : November 19 , 2024 Action Agenda Item No . 8 -g SUBJECT : Sportsplex Ice Rink Cooling Tower and Chiller Replacement Contract Award and Approval of Budget Amendment # 3 - 13 DEPARTMENT : Asset Management Services , Finance and Administrative Services ATTACHMENT ( S ) : INFORMATION CONTACT . 1 . Construction Contract Angel Barnes , 919 . 245 . 2628 2 . Year-to - Date Budget Summary Jovana Amaro , 919 . 245 . 2651 Alan Dorman , 919 . 245 . 2658 i c PURPOSE : To : 1 ) Approve the County entering into a construction contract with Brady Services , Inc . for the construction of the Sportsplex Ice Rink Chiller and Cooling Tower Replacement ; and 2 ) Authorize the County Manager to execute the Agreement , subject to final review by the County Attorney , and any subsequent amendments for contingent and unforeseen requirements up to the approved budget amount on behalf of the Board . 3 ) Approve Budget Amendment # 3 - 13 . E t I BACKGROUND : In 1995 , the Triangle Sportsplex was built , including an ice rink . The design and construction included a water- cooled chiller and a cooling tower to create and maintain the ice . The current chiller system utilizes ammonia , which is often found in older chillers used for ice E rinks . However , this presents health and safety risks if ammonia is released due to equipment failure or maintenance mistakes . Furthermore , both the existing cooling tower and chiller system have exceeded their useful life , and ammonia is no longer supplied by major chiller manufacturers . The ice rink cannot function without the chiller continuously operating to maintain the ice , as the chiller pumps cold brine beneath the ice rink floor to create and preserve the ice . The recommended solution is to replace the ammonia chiller with an air- cooled chiller that can produce sufficiently cold water for ice - making . This single unit will replace both the cooling tower and the water- cooled chiller . The construction of this project is expected to take approximately four (4 ) weeks . During this time , the ice rink will be non - operational for a total of two (2 ) weeks , or no more than fourteen ( 14 ) days . The work involves adding a new concrete pad for the air- cooled chiller , installing new piping and connections inside the chiller room , and setting up pumps and electrical systems while the existing water- cooled chiller remains operational . After completing all preliminary work , the existing chiller will be shut down , the system will be drained , and the brine will be flushed out of the current piping . Then , the new piping and chiller will be connected . The purchase would be made through a competitive group purchasing program , OMNIA Partners , Contract Number 3341 awarded to Brady Services , Inc . This exception to the competitive bidding requirements is found in North Carolina General Statute 143 - 129 (e ) ( 3 ) , " Purchases or repair work involving a combination of installation labor and equipment acquisition made through a competitive bidding group purchasing program, which is a formally organized program that offers competitively obtained purchasing services at discount prices to two or more public agencies. For the purposes of this subdivision, "repair work " is (i) limited to the repair of heating and cooling systems, (ii) may not exceed a total cost of two million dollars ($2, 000, 000) for installation labor or other related costs incidental to equipment acquisition, and (iii) is procured using a competitive bidding group purchasing program that is qualified to sell to the United States of America or any agency thereof. " Orange County Asset Management Services negotiated the contract with Brady Services , Inc . for $ 176007000 . AS part of the FY 2023 -24 Capital Improvement Plan , $ 600 , 000 was approved for this project . Due to the size of the project , some previously authorized Sportplex projects will be delayed and the funds repurposed to support the ice rink chiller replacement . These delayed projects include Ice Rink locker and flooring replacements ; the design phase of a new locker/shower and change area ; routine replacements of HVAC systems ; security and information technology ( IT) equipment upgrades ; and routing replacements for fitness center and kidsplex equipment . In addition to these repurposed funds , $ 462 , 354 in additional financing is required to make this significant replacement in a timely manner . This repurpose of previously approved funds and request for additional funding would amend the following project ordinances in the Sportsplex Renewal and Replacement Fund . Sportsplex = Facilities Maintenance (-$ 132, 646) = Project #36001 Revenues for this project : Current FY 2024-25 FY 2024 -25 FY 2024-25 Amendment Revised Alternative Financing $ 2801000 ( $ 1327646 ) $ 1477354 Total Project Funding $ 280 , 000 ($ 132 , 646 ) $ 147 , 354 Appropriated for this project : Current FY 2024 -25 FY 2024 -25 FY 2024 -25 Amendment Revised Project Expenditures $ 2807000 ( $ 1327646 ) $ 1477354 Total Costs $ 280 , 000 ( $ 132 , 646 ) $ 147 , 354 Sportsplex = Fitness (=$ 100, 000) = Project #36002 Revenues for this project : Current FY 2024 -25 FY 2024 -25 FY 2024 -25 Amendment Revised Transfer from Sportsplex Operating Fund $ 1001000 ( $ 100 , 000 ) $ 0 Total Project Funding $ 100 , 000 ( $ 100 , 000 ) $ 0 Appropriated for this project : Current FY 2024 -25 FY 2024 -25 FY 2024 -25 Amendment Revised Project Expenditures $ 100 , 000 ( $ 100 , 000 ) $ 0 Total Costs $ 100 , 000 ($ 100 , 000 ) $ 0 Sportsplex - Ice Rink ($337, 646) = Project #36003 Revenues for this project : Current FY 2024 -25 FY 2024 -25 FY 2024 -25 Amendment Revised Alternative Financing $ 8001000 $ 595 , 000 $ 113951000 Transfer from Sportsplex Operating Fund $ 0 $ 205 , 000 $ 2057000 Total Project Funding $ 8001000 $ 800 , 000 $ 1 , 6001000 Appropriated for this project : Current FY 2024 -25 FY 2024 -25 FY 2024 -25 Amendment Revised Project Expenditures $ 8001000 $ 800 , 000 $ 116001000 Total Costs $ 8001000 1 $ 800 , 000 1 $ 176001000 Sportsplex - New Facilities (=$50, 000) - Project #36005 Revenues for this project : j Current FY 2024 -25 FY 2024-25 FY 2024 -25 Amendment Revised Transfer from Sportsplex Operating Fund $ 50 , 000 ($ 50 , 000 ) $ 0 Total Project Funding $ 50 , 000 ( $ 50 , 000 ) $ 0 Appropriated for this project : Current FY 2024 -25 FY 2024 -25 FY 2024 -25 Amendment Revised Project Expenditures $ 507000 ( $ 50 , 000 ) $ 0 Total Costs $ 50 , 000 ( $ 50 , 000 ) $ 0 i f t Sportsplex - Kidsplex (=$55, 000) = Project #36007 Revenues for this project : Current FY 2024-25 FY 2024 -25 FY 2024 -25 Amendment Revised Transfer from Sportsplex Operating Fund $ 55 , 000 ($ 55 , 000 ) $ 0 F777 Total Project Funding $ 553000 ( $ 55 , 000 ) $ 0 Appropriated for this project : Current FY 2024 -25 FY 2024 -25 FY 2024 -25 Amendment Revised Project Expenditures $ 55 , 000 ($ 55 , 000 ) $ 0 Total Costs $ 55 , 000 ( $ 55 , 000 ) $ 0 FINANCIAL IMPACT . The approval of Budget Amendment # 3 - B would repurpose $ 337 , 646 in authorized expenditures from delayed projects and provide additional authorization of $ 462 , 354 to the Sportsplex Renewal and Replacement Fund . The additional borrowing will cost an estimated $ 722 , 428 over twenty (20 ) years , with a peak annual costs of $46 , 235 . The additional borrowing will be covered by Sportsplex operating revenue . ALIGNMENT WITH STRATEGIC PLAN : This item supports : • GOAL 1 : ENVIRONMENTAL PROTECTION AND CLIMATE ACTION OBJECTIVE 2 . Invest in our infrastructure to reduce the environmental impact of the County fleet/facilities and improve safety . OBJECTIVE 6 . Protect water supply/watersheds . RECOMMENDATION ( S ) : The Manager recommends that the Board : 1 ) Approve the County entering into a construction contract with Brady Services , Inc . for the construction of the Sportsplex Ice Rink Chiller and Cooling Tower Replacement ; 2 ) Authorize the County Manager to execute the Agreement , subject to final review by the County Attorney , and any subsequent amendments for contingent and unforeseen requirements up to the approved budget amount on behalf of the Board ; and 3 ) Approve Budget Amendment #3 - B .