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HomeMy WebLinkAboutORDINANCE 1940-2001SUBSTITUTE Suggested by: Administration City of Kenai ORDINANCE N0. 1940-2001 AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA INCREASING ESTIMATED REVENUES AND APPROPRIATIONS BY X25,539 IN THE GENERAL FUND FOR ICE MAINTENANCE. WHEREAS, the City of Kenai solicited bids for ice maintenance and refrigeration technician services at the Multi-purpose Facility; and WHEREAS, only one bid was received; and WHEREAS, the bid exceeds the X40,000 currently budgeted for ice maintenance; and WHEREAS, funds are available in the General Fund fund balance. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, increase estimated revenues and appropriations in the General Fund as follows: General Fund Increase Estimated Revenues: Appropriation of Fund Balance 25 539 Increase Appropriations: Recreation Dept. -Professional Services 25 539 PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 21St day of November, 2001. '~- OHN yY/WILLIAMS, MAYOR ATTEST: Shery .Padilla, Acting City Clerk Introduced: October 17, 2001 Adopted: November 21, 2001 Effective: November 21, 2001 Approved by Finance:,~~ (11/20/01) jl CITY OF KENAI KENAI PARKS & RECREATION 227 CAVIAR ST. KENAI, ALASKA 99611-7794 TELEPHONE 907.283-38551907-283-7926 FAX 907-283-4675 ~ KENAI au a~~ city MEMORANDUM T0: Linda Snow, City Manager FROM; Robert J. Frates, Parks & Recreation Directo DATE; October 12, 2001 RE: Ice Maintenance & Refrigeration Technician Services Bid Bids for services for a qualified Ice Maintenance and Refrigeration Technician to perform custodial, ice, zamboni, and refrigeration maintenance at the Kenai Multi-Purpose Facility were solicited from September 14, 2001 until Z:00 p.m. October 9, 2001. A single bid was received. Based on the proposal, staffing would include 126 hours per week, Monday through Sunday and a monthly cost of $15,3 57.75. At this rate, we would have to sell 6 hours of ice time each day at $85.00 ($510.00/day, $15,810.00/month) to e cover our maintenance expense. The overall cost to the City in the proposed bid is in access of our budgeted amount, Currently, we have budgeted $40,000 for ice maintenance. There is a shortfall of $45,000. If we were to proceed with this project, additional money would need to be appropriated. CITY OF KENAI l/~~ 11 KENAI PARKS & RECREATION 227 CAVIAR ST. KENAI, ALASKA 99611-7794 TELEPHONE 907-283-38551907-283-7926 FAX 907-283-4675 ~ KENAI aua~~~c~ MEMORANDUM T0: Linda Snow, City Manager FROM: Robert J. Frates, Parks & Recreation Director DATE; November 1, 2001 RE: Ice Maintenance Proposal As you know, DR Ice was the only bidder for the Ice Maintenance and Refrigeration Technician Services bid. Attached is a copy of the proposed scope of maintenance services provided by DR Ice. Additionally, DR Ice has also provided a general breakdown of proposed maintenance expenses. It appears as though the major cost related to the project is wages. Again, maintenance and operation is based on an 18 hour day, seven days per week. The approximate overall hourly rate in the bid proposal breaks down to be approximately $27.00 per hour. If one were to examine the possibility of cutting expenses, this may be a logical place to look, Cutting back to a 14 hour day would save approximately $1,200 in labor costs per month. Other areas outlined on the proposed maintenance expense list may be examined for purposes of cutting costs as well. However, it really boils down to whether DR Ice becomes responsible for making the purchases or the City of Kenai. Either way, it is still a cost to the City. Attachment Com ar[soz~ of ast anc! possible futr~re responsi~i#ities for Contractor ~ ( Fast sco a of maintenalce services ((999 to 2()0~) P Installation of ice ar~d line kits Zamboni maintenance Ice res~rrfacin , edgil~g, additional ice rl~airlter~anc~ g ~'ro osed scope of maintena~acc services p Staff increase of. 200% Insurance increase of 350% - ~ull time staffing as compared to staffing only for resurfacing Custodial duties Purchasing custodial supplies and tools Purchasing of most applicable maintenance earls Cox Zamboni I-IDB Maintenance of boards, Mass, surrounds Purchasing of {propane Ice installation and removal Purchase and installation of line kit Cost for sharpening Zamboni blades Training session for selected Cily of Kenai e~Y~ployees Net lacing Refrigeration System: Start-ups, Sl~utclowns, monitoring, logging, routine oiling and greasing, oil changes !'age 2 RECOMMENDED PRESEASON MAINTENANCE FOR ZAMBONI HDB The following is a list of maintenance duties that DR Ice recommends addressing for the Zamboni HDB Resurfacer before ice is installed for the 2001/2002 season. We make these recommendations based on our experience as the operators of this specific Zamboni these past two seasons. DR Ice estimates 10-14 days labor to complete the following duties: Down pressure system The ram and yoke assembly need to be thoroughly inspected as well as the hydraulic cylinder. We feel this is the probable cause for the conditioner assembly not properly "bleeding down" when the engine is shut down. (DR Ice to provide labor) Dump tank The interior of the dump tank needs to be painted to allow the snow to be completely dumped. The cabling system needs to be adjusted and or replaced so that the tank is properly aligned as it sets back onto the chassis. (DR Ice to provide parts and labors) Water tank The rear ice-making tank needs to be removed and patched, as there is a small leak evident. (DR Ice to provide parts and labors) Wash water system The impeller needs to be replaced. It burned out at the end of last season when we were using the system to pull standing water from the ice surface during warm periods. (DR Ice to provide parts and labors) Vertical and horizontal augers The bearings in both auger systems need to be replaced and the tension on the horizontal auger chain needs to be adjusted. Upon inspection it may be evident that the chain and sprocket needs to be replaced it also may be evident that the horizontal auger needs to be replaced. When the Zamboni was delivered DR Ice noted that the horizontal auger had bent components and this causes unwanted vibration and can lead to damage of the bearings and shaft. (DR Ice to provide labor) Zamboni blades Page 3 Prior to the installation of a blade, all four blades need to be sharpened and then a sharpened blade needs to be installed and adjusted on the unit. (DR Ice to provide parts and labors) Fluids and filters The engine oils and filters need to be changed and the filter, and possibly fluid on the hydraulic system needs to be changed. (DR Ice to provide parts and labors) Throttle linkage The throttle linkage needs to be replaced and adjusted so that the assembly comes to a full stop in the recommended rpm range. (DR Ice to provide parts and labors) Squeegee and spreader cloth Both need to be replaced. (DR Ice to provide parts and labors) Snow chute Currently the machine is operating without a snow chute and a new chute must be purchased and installed on the machine. (DR Ice to provide parts and labors) Engine converters Possibility of propane converter replacement needs to be investigated. Diaphragms and seals dry out from propane and sitting idle for several months. (DR Ice to provide labor) Tune up Points, distributor cap, and spark plugs need to be replaced. (DR Ice to provide parts and labors) Board brush A new brush needs to be purchased and installed. (DR Ice to provide parts and labors) Inspect u-joints and differential yokes (DR Ice to provide labor) Grease and lubricate entire resurfacer (DR Ice to provide parts and labor) SCOPE OF SERVICES Page 4 ICE RESURFACING AND ICE MAINTENANCE The ice resurfacing and general ice maintenance operations needed at this facility are subjective to many factors normally not considered at many other ice facilities. As the building is not fully enclosed this poses two main areas of consideration for ice maintenance: Weather and non-paying user groups during daytime and evening hours. Weather The weather will still be an area of constant monitoring. If the weather is too warm than the refrigeration will need to be adjusted to keep the ice at a stable but firm temp to allow proper resilience in the ice. In the previous two seasons we were happy to have as much ice as we could make, however, with the refrigeration system the ice needs to be kept at proper thickness so that the system runs efficiently and the surface remains level and lines visible. When the weather is excessively cold the system will shut down, as it may not be necessary for ice stability. However, the surface must be intensely maintained so that fracturing or excessive ice buildup does not occur. Non-paying user groups This factor is a positive influence in that the general public has access to the facility when paid user groups are not on the ice. The Kenai Facility is a unique forum in that it provides a large amount of free public ice usage on a professionally maintained and refrigerated surface. The negative aspect of non-paying user groups must also be considered. Non-supervised children on the ice, past vandalism to the ice surface and boards as well as a strong potential for future incidents needs to be considered for staffing. The large amounts of ice that are "skated off' during hours when the facility is not staffed will play a large factor in morning resurfacing requirements and ice temperature set points. These two factors, weather and non-paying user groups, should be strongly considered in the management and maintenance schemes for the facility. Scheduling, security, highly visible and enforced rules, and constant attention to the ice surface and its surrounds should be imperative in the Page 5 operation of the facility. DR Ice believes these issues can be kept in balance and the facility can still function as a positive fixture in providing free ice time to the general public as well as an excellent forum for paying user groups. DR Ice employees would perform all ice resurfacing and ice maintenance operations. Ice resurfacing and additional ice maintenance would be performed at scheduled intervals based on user group times. One morning each week would be dedicated to intense resurfacing operations for the purpose of leveling the ice. Ice resurfacing would also be performed each morning between 6:00 am and 8:00 am to repair damage to the ice from general public use (i.e. skating during late night and early morning hours). Ice resurfacing would be performed prior to and after outlined designated public skate sessions. DR Ice strongly recommends that the City of Kenai purchase a powered ice edger. During the previous two seasons ice edging was performed by hand with edgers. As the facility is now refrigerated, a powered professional ice edger will be instrumental in providing safe and economic ice conditions on the perimeter of the sheet. Cost for an edger is appro~mately $1950.00. Training for City of Kenai key personnel DR Ice agrees to provide a training program for selected City of Kenai personnel. This training program shall be limited to providing a brief overview of standard resurfacing and ice making operations and provide a brief systems overview of the refrigeration system. DR Ice asks that the City of Kenai understand that training will be limited by parameters allowed by the contractors insurance carrier. Zamboni maintenance DR Ice agrees to perform all regular maintenance to the Zamboni Resurfacer as specified in the manufacturer guidelines. All regular maintenance performed would also be in accordance with the City of Kenai's specifications outlined in this request for bid. Fuel Page 6 DR Ice agrees to purchase all propane fuel necessary to run the Zamboni Resurfacer. DR Ice requests that the City of Kenai provides a bulk propane tank on the property. Maintenance of dasher boards and Texan glass DR Ice agrees to perform minor repair of rink dasher boards and replacement of Texan. DR Ice requests that the City of Kenai provide necessary replacement materials as needed. DR Ice would provide appropriate cleaning compounds and perform regular cleaning and buffing of Texan as needed. Refrigeration System DR Ice agrees to perform start up and shut down of system on an "as needed" basis. As the system will act as a booster during warmer periods the system will need additional monitoring (i.e. start up and shut down dependent upon outside air temperatures). DR Ice would perform daily monitoring, logging, and any preventative maintenance necessary and recommended by the manufacturer. DR Ice would also provide the City of Kenai with an end of season operations overview. DR Ice recommends that the City of Kenai install an auto dialer within the refrigeraxion system. This feature would allow the refrigeration system to inform the operators of power outages and any problems occurring within the recommended operating parameters of the system. Approximate cost for an auto dialer is $800.00 plus installation. Custodial operations DR Ice would perform custodial labor and provide supplies adequate to clean the public restrooms, warming houses, resurfacer room, refrigeration room, and players boxes. Heavy custodial operations would be performed prior to public skate and paid user group times. DR Ice understands that City of Kenai would provide supplies (toilet paper, sanitary napkins, and hand soap) to stock public restrooms. DR Ice requests that the City of Kenai provide an on site Dumpster and trash removal service. Staffing as pertaining to scope of services Page 7 When traffic is heavy on the ice during open facility hours, resurfacing - operations should be performed at no more than 2-hour intervals to allow the surface to remain in a safe and skateable condition. These varying degrees in usage should also be considered for the economic and operating efficiency of the refrigeration system. DR Ice proposes the following two options for scheduling and asks that it be understood that the cost of liability insurance is the same for 1 hour or 24 hours of staffing each day. Maintenance Staffing Proposal Monday through Sunday Gam - 12 AM Total weekly staffing 126 hours Monthly cost to City of Kenai $15,357.75 This proposal is based upon a season from November 1,2001 through April 20,2002. If the season e~ctends past Apri120,2002 then each day would be prorated at $490.00. If the contract were started between November 2,2001 and November 30,2001 then each day would be prorated at $490.00. If the City of Kenai requested a 12-hour day for periods before initial ice installation or after final ice removal, then each 12-hour day would be pro- rated at $390.00. Ice revenue vs. Ice and Facility contracted maintenance costs If the City of Kenai sells a minimum of 5 hours of ice time each day at $95.00lhour ($475.00/day, $14,725.00/month) then the sales of ice time would cover over 96% of monthly contracted ice maintenance and custodial costs. This figure does not take into consideration the sale of advertising in its many different forms. This comparison is based on the low weekly average of ice bookings seen during the past two seasons. *DR Ice recommends that a maintenance contract should commence two weeks prior to the installation of ice to allow time for maintenance to be completed to the Zamboni resurfacer. DR Ice also recommends that the contract should emend one week past the final shut down of the refrigeration system to allow for end of season maintenance on machinery, facilities, and refrigeration system. 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