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Department Approval Rls�&Spvl� REQUEST FOR COUNCIL ACTION Date: 610 910 S Item No.: 12.f City Manager Approval Item description: Consideration of Contract for Skating Center Arena Geothermal Project BACKGROUND At your May 19th, 2005 meeting the apparent Best -Value contractor for the installation of a full geothermal system in the arena and banquet facilities Was identified as Harty Mechanical With a proposal of $2,217,400 including all alternates. Attached is the AIA contract document including a quality control plan and schedule for the project. As part of the Best -Value procurement method, a quality control (QC) plan outlining the risks and their plan to minimize the risks is required. The list of risks outlined is a compilation of risks that were identified in the proposal from Harty Mechanical and the other two proposals submitted. As a result of a deeper and thorough discussion of the project during the pre- award phase with Harty Mechanical additional risks were identified and are included in the QC plan. This now becomes part of the contract. All foreseeable risks and plans for mitigation have been identified by staff, Harty Mechanical, KFI. One alternate that Was included in the $2, 217,400 figures Was to replace the existing pipe leading up to the rooftop units in the arena for $40,000. Because of the high probability of being able to utilize the existing piping, it Was suggested by the City Council that this be considered in the contingency amount in the event that it is needed rather than in the initial contract amount. This approach you Will see reflected in the attached AIA documents and the contract amount. On May 19th a discussion occurred regarding drilling enough Wells in the parking lot to be prepared for the next phase of the campus geothermal plan to avoid future expense and disruption to the parking lot. This is expected to allow the future expansion to campus facilities Without future disruption and reconstruction of parking lot areas. A design and price has been requested but has not yet been obtained. On May 19th, 2005 the City Council authorized an agreement With Harty Mechanical to install a "full" geothermal system at the Roseville Skating Center Arena for an amount not to exceed $2,217,400, plus a $225,000 contingency, pending final approval of documents by the City Attorney and including City Council approval of a funding mechanism by the June 9, 2005 regular City Council meeting. Excluding the $40,000 to replace the existing pipe leading to the arena rooftop units but not yet adding the cost for the appropriate number of additional Well holes to be prepared for the future campus expansion, the total contract amount now is $2,177,400 plus a $225,000 contingency. Page 1 of 2