50-M0087-24-EM124_Santa Fe Major Repairs- 8-26-2024 (1) (1).pdf.PDF

CoSF Version 2 04.25.2023

City of Santa Fe Emergency Determination Form

The emergency procurement method may only be used as described in NMSA 1978, Section 13-1-127 and in the City’s Procurement Manual XII.

NOTE:

The Department that makes an emergency procurement to plan or prepare for the response to a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event shall account for the money spent in making the procurement and report on that accounting to the City’s Finance Department Director within ninety days after the end of the contract or fiscal year in which the procurement was made, whichever comes first.

I. Department: Community Services, City of Santa Fe

Department Director: Maria Sanchez Tucker

Department Contact: Brian Stinett

Department Telephone Number: (505) 490-3372

City of SF Chief Procurement Officer: Travis Dutton-Leyda, CPO

Telephone Number: (505) 629-8351

II. Name of Contractor: Arena Products and Services

Address of Contractor: PO Box 2230 Elizabeth Colorado, 80107 Amount of prospective contract: $117,590.00 Term of prospective contract: 69/3/24-9/9/24 Location of Services: Genoveva Chavez Community Center

III. Please thoroughly list the services (scope of work), construction or items of tangible personal property of the contract:

Scope of Work for Emergency Procurement: Ice Rink Compressor Repair

1. Primary Objective:

o Rebuild and Repair downed compressors 1 & 2

2. Labor Provisions:

o Only straight time labor is included o All other exclusions are listed in vendor’s quote

3. Service Provider Responsibilities:

o Install new warrantied parts o Perform necessary repairs to restore compressor functionality o Test compressors after repair to ensure proper operation o Keep work area clean of debris from repair operations

4. Emergency Nature:

o Work to be performed as quickly as possible to ensure Ice Arena functionality o Standard procurement procedures may be expedited due to emergency status

5. Completion Criteria:

o Compressors functioning properly o Ice rink systems operational to rebuild Ice

IV. Please thoroughly list the services (scope of work), construction or items of tangible personal property of the contract:

Refrigeration, Mechanical, Plumbing, and Electrical Services for the Ice Arena at Genoveva Chavez Community Center (GCCC) The area to be served is 17,000 square feet located at the Genoveva Chavez Community Center, 3221, Rodeo Road, Santa Fe NM, 87507

V. Provide an explanation for the justification of the procurement including a description of the emergency condition(s) requiring use of emergency procurement and the practicable competition utilized in compliance with NMSA 1978, Section 13-1-127.

Control a serious threat to property caused by equipment failure.

VI. Please describe what measures are being taken to minimize the duration and effect of this emergency procurement (for example: is the emergency only in place until a competitive process can be completed, etc.).

We are inoperable with our compressor failures. We cannot maintain ice floor temperatures needed to build and maintain ice. Arena products is a specialty contractor available to us to complete these repairs. All other contractors are not able to come out to GCCC for months. There is not the opportunity to complete a competitive process in this situation.

VII. Describe what measures the Department will take in the future to prevent/mitigate use of emergency procurement under similar circumstances.

We have identified and scheduled work to repair our compressors in a full rebuild. Additionally, we will implement a quarterly maintenance plan to ensure systems and equipment are serviced and in proper working order. Along with contractor assistance we will train staff and adapt standard operating procedures to prepare for scheduled maintenance.

Certified by:

City Chief Procurement Officer, Travis Dutton-Leyda Date

City Approval by:

Department Director, Maria Sanchez Tucker Date

City Attorney, Erin McSherry Date

City Manager, John Blair Date

Finance Director, Emily Oster Date

Note: All emergencies must be posted to the SPD website:

https://www.generalservices.state.nm.us/statepurchasing/submit-emergency.aspx and the City of Santa Fe’s website:

https://santafenm.gov/finance-2/purchasing-1/solicitations

Maria Tucker (Aug 29, 2024 17:03 MDT) Aug 29, 2024

Aug 29, 2024

Aug 29, 2024

Sep 3, 2024

John Blair (Sep 3, 2024 13:56 MDT) John Blair Sep 3, 2024 https://www.generalservices.state.nm.us/statepurchasing/submit-emergency.aspx https://santafenm.gov/finance-2/purchasing-1/solicitations https://adobecancelledaccountschannel.na2.documents.adobe.com/verifier?tx=CBJCHBCAABAA7RWG5GJ-3i6MwxVem9glY2il5Mn47uMI https://adobefreeuserschannel.na2.documents.adobe.com/verifier?tx=CBJCHBCAABAA7RWG5GJ-3i6MwxVem9glY2il5Mn47uMI https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAA7RWG5GJ-3i6MwxVem9glY2il5Mn47uMI https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAwclTRz3LFNlGdiXQygjQIwOCSzslfXsU https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAwclTRz3LFNlGdiXQygjQIwOCSzslfXsU

Genoveva Chavez Community Center Ice August 24, 2024 3221 Rodeo Rd Santa Fe, NM 87507

Attn: Brian Stinett

Re: Ice Rink Refrigeration Repairs

Thank you for the opportunity to quote you on repairs to the ice rink refrigeration system. Below is the scope of the work which will be completed with a detailed list of what is included for each item. The cost to complete all the work listed below is: $117,590.00.

1. The Major Overhauls quote is based on OEM parts from Mycom’s F8WA Major Overhaul parts listed below and does not include any other major components or machining or replacement of any additional parts that might be compromised in the compressor. Price includes labor, listed parts and freight

Included:

Parts included in the F8WA Major Overhauls are:

• (2) Shaft Seals

• (2) Crankshafts

• (2) Oil Pumps

• (2) Main Bearings

• (2) Thrust Bearings

• (16) Cylinder Liners

• (16) Con Rod Bearings

• (16) Piston Ring Sets

• (16) Discharge Valves Plates

• (16) Discharge Valve Spring Sets

• (16) Suction Valves Plates

• (16) Suction Valve Spring Sets

• (2) Gasket Kits

• (3) 5 Gallon Pails RHB-68 Oil

If necessary:

• Pistons at - $333.07 ea

• Connecting Rods - $552.25 ea

2. Relief Valves on Mycom Skid

• (6) Hansen (5600) x 300lb Popeye Relief Valves

• (2) Hansen (5602) x 300lbs Popeye Relief Valves

3. (2) Sets of Gates C128 x 6 Banded Belts

4. (2) Weiss – 50/300 F Thermometers

5. (1) Johnson Control P70KA-7 High Pressure Switch

6. (1) Pressure Transducer

7. Replace Glycol Pump Motor

• Remove old motor

• Install new motor

• Laser alignment

• Motor Shims

8. R-22 refrigerant

• Replace Drier cores on both circuits

• Evacuate both circuits to 500 microns

• Add approximately 450lbs of NEW R-22 Freon

9. Startup of both refrigeration skids

10. Service Agreement

PLANNED MAINTENANCE AGREEMENT SA #1037-24

INCLUDED: Four (4) VISITS PER YEAR

• Visual inspection of all major components (External Inspection Only)

• Labor for inspection

• 24-hour phone access to qualified technicians (Customer may incur additional charges)

• Lubricate all motors and bearings where applicable

• Check current draw on all motors

• Check compressor operating temperatures

• Check compressor oil level

• Check compressors for unusual noise or vibration

• Check lines for loose hangers and vibration

• Check all expansion tanks

• Check and adjust operating controls

• Check and adjust safety controls

• Check and calibrate refrigerant leak monitor

• Check pump couplings and alignment (Visual Only)

• Check pump bearings (Visual Only)

• Check high side float or other metering devices (Visual Only)

• Check all gauges

• Check daily log books

• Check for leaks, freon, glycol, oil

• (1) per agreement term - sample cool floor glycol; heat floor glycol;

test for PH and specific gravity

• (1) per agreement term - Glycol analysis report

• Check Munters Dehumidifier operation and controls

• Check cooling towers (2)

• Complete check list and provide a list of recommendations if required in Notes Section below/Service

Ticket.

• Walk-through and review the attached checklist with rink maintenance personnel.

• Limited Warranty: APS warranties all work will be done to industry standards, all labor carries an APS

60-day warranty and parts carry the original manufacturer’s warranty.

OPTIONAL ADDITIONAL SERVICES:

• Repairs resulting from above inspections (to be discussed with Buyer prior to repair work commencing

– Time & Materials)

• Oil and/or oil changes (supply and install)

• Couplings, bearings, and/or other normal wear components (supply and install)

All work will be performed during normal working hours, between 8:00 a.m. and 5:00 p.m. Monday to Friday unless agreed upon in writing by both Parties.

1. Unless otherwise specified, this Agreement covers only the ice rink refrigeration equipment listed and identified herein.

2. It is understood that the equipment will be operated according to the manual published by the manufacturer and in the absence of this, according to our suggested instructions, and further, that you will notify APS of any unusual conditions.

3. When equipment becomes obsolete, beyond normal repair, or where parts are not reasonably obtainable, APS will evaluate alternative replacements and provide estimates of such equipment.

4. Arena Products and Services assumes no responsibility for system design by others, or its performance in maintaining design conditions. If work is made necessary by enforcement of Government codes or regulations, or damage, loss or injury is caused by conditions beyond our direct control, including but not limited to acts of God, fire flooding, freezing, malicious mischief, war, civil commotion, riot, theft, explosion, lockouts, strikes, lack of standard maintenance or destruction or damage from any cause whatsoever, except as a direct result of our operation, Arena Products and Services assumes no responsibility.

5. APS shall not be responsible for expense incurred in removing, replacing or refinishing any part of the building structure necessary to the execution of this Agreement. Nor shall APS be held liable to any consequential damages, loss or damage due to equipment failure or delay in furnishing labor or material caused by reason of strikes or labor troubles affecting our employees, or employees of our supplies, delays in transportation; delays caused by priority or preference rating on orders or regulations established by any Government authority, or by unusual delays in procuring supplies or for any other cause beyond our reasonable control.

6. This proposal shall become a contract solely between the buyer and Arena Products and Services. If accepted by the buyer and approved by our authorized representative. The benefits hereof are not assignable.

7. Price is based on using Arena Products and Service’s employees or approved sub-contractors.

8. Should additional work be required outside of the scope of this agreement, our hourly rate to

Maintenance Contract holders is $125.00 (US) per hour, plus expenses.

9. Additional expenses will be incurred by the Customer specifically relating to time and travel to the site including work hours, mileage, travel hours, hotel and per diem when APS is called on to come visit the Facility outside the (4) planned visits contained in this agreement.

The purposes for any additional visits can include addressing emergency situations or any other reason deemed necessary by the Customer.

Date: _____________________________ Date: ___________________________

By: _______________________________ By: _____________________________

Effective date: ______________________ Expiration date: ___________________

Not included:

• Price does not include any related tax(s), permit(s) or license(s) or special insurance that may be required for the described work to be completed.

• Anything not specifically in the included items.

This quote is good for 30 days from the date stated above.

If you have any questions, please contact me directly at (720) 480-1941 or email at greg@rinkservice.com.

Accepted By: ______________________________ Date: ________________________________

Thank you

Greg Toy Greg Toy Arena Products and Services

(720) 480-1941 greg@rinkservice.com

PO Box 2230, Elizabeth, CO 80107 Office (303)646-2237 Fax (303)646-1701 www.rinkservice.com

Santa Fe Major Repairs- 8-26-2024 Interim Agreement Report 2024-09-03

Created: 2024-08-29

By: Kristy Miera (kamiera@santafenm.gov)

Status: Out for Signature

Transaction ID: CBJCHBCAABAA7RWG5GJ-3i6MwxVem9glY2il5Mn47uMI

Agreement History

Agreement history is the list of the events that have impacted the status of the agreement prior to the final signature. A final audit report will be generated when the agreement is complete.

"Santa Fe Major Repairs- 8-26-2024" History Document created by Kristy Miera (kamiera@santafenm.gov) 2024-08-29 - 10:52:44 PM GMT- IP address: 63.232.20.2

Document emailed to Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) for signature

2024-08-29 - 10:59:23 PM GMT

Document emailed to Maria Tucker (metucker@santafenm.gov) for signature

2024-08-29 - 10:59:23 PM GMT

Document emailed to Erin McSherry (ekmcsherry@santafenm.gov) for signature

2024-08-29 - 10:59:23 PM GMT

Document emailed to EMILY OSTER (ekoster@santafenm.gov) for signature

2024-08-29 - 10:59:23 PM GMT

Document emailed to JOHN BLAIR (jwblair@santafenm.gov) for signature

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Restricted visibility Email viewed by Maria Tucker (metucker@santafenm.gov) 2024-08-29 - 11:02:55 PM GMT- IP address: 172.58.165.60

Restricted visibility Document e-signed by Maria Tucker (metucker@santafenm.gov) Signature Date: 2024-08-29 - 11:03:16 PM GMT - Time Source: server- IP address: 172.58.165.60

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Email viewed by Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) 2024-08-30 - 2:04:20 AM GMT- IP address: 63.232.20.2

Document e-signed by Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) Signature Date: 2024-08-30 - 4:43:00 AM GMT - Time Source: server- IP address: 63.232.20.2

Santa Fe Major Repairs- 8-26-2024 (1) Final Audit Report 2024-09-03

Created: 2024-09-03

By: Kristy Miera (kamiera@santafenm.gov)

Status: Signed

Transaction ID: CBJCHBCAABAAwclTRz3LFNlGdiXQygjQIwOCSzslfXsU

"Santa Fe Major Repairs- 8-26-2024 (1)" History Document created by Kristy Miera (kamiera@santafenm.gov) 2024-09-03 - 7:32:55 PM GMT- IP address: 63.232.20.2

Document emailed to EMILY OSTER (ekoster@santafenm.gov) for signature

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2024-09-03 - 7:33:43 PM GMT

Email viewed by EMILY OSTER (ekoster@santafenm.gov) 2024-09-03 - 7:48:51 PM GMT- IP address: 104.47.65.254

Document e-signed by EMILY OSTER (ekoster@santafenm.gov) Signature Date: 2024-09-03 - 7:50:06 PM GMT - Time Source: server- IP address: 63.232.20.2

Email viewed by JOHN BLAIR (jwblair@santafenm.gov) 2024-09-03 - 7:55:31 PM GMT- IP address: 216.207.130.218

Signer JOHN BLAIR (jwblair@santafenm.gov) entered name at signing as John Blair 2024-09-03 - 7:55:59 PM GMT- IP address: 216.207.130.218

Document e-signed by John Blair (jwblair@santafenm.gov) Signature Date: 2024-09-03 - 7:56:01 PM GMT - Time Source: server- IP address: 216.207.130.218

Agreement completed.

2024-09-03 - 7:56:01 PM GMT