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Home My WebLink AboutR-2007-117 Emergency Repair / Capitol Theatre's Fan SystemRESOLUTION NO. R-2007- 1 l'7. A RESOLUTION declaring an emergency, and ratifying the City Manager's approval of all applicable documents to allow for the repair of the existing Flakt Fan system at the Capitol Theatre. WHEREAS, Article VI, Section 6 of the City of Yakima Charter and Yakima Municipal Code Chapter 1.80 provides that the City Council may declare an emergency, dispensing with the necessity for bidding for services, material, equipment and supplies, when the cost of the services, material, equipment and supplies totals more than $25,000; and WHEREAS, the bearings in the existing fans in the cooling_system at the Capitol Theatre are failing, and WHEREAS, an inspection has shown if the fans continue to be operated in their current condition, the blades could bend and break, causing catastrophic damage to the entire cooling system; and WHEREAS, the fans are critical to the operation of the Capitol Theatre since it is the only cooling and air return system that the Capitol Theatre has at this time; and WHEREAS, repair of the existing fans is expected to take several weeks at a minimum; and WHEREAS, a bid for the repair of the fan system has been obtained, and the total cost is estimated to be $33,721.05; and WHEREAS, the City Council finds that it is in the best interest of the City to declare an emergency and ,authorize the execution of all necessary documents to repair the existing system, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: An emergency is hereby declared, and the City Manager's authority is hereby ratified, for the approval of all applicable documents required to repair the existing fan system, without calling for bids. ADOPTED BY THE CITY COUNCIL this 28`" day of;.ust, 2007 ATTEST: wiave Edler, ayor City Clerk The Capitol Theatre 402 E. Yakima Avenue Suite 777 Yakima, WA 98901 Phone 509.853.8000 Fax 509.575.6251 Attention: Dick Zais & Bill Cook Re: Capitol Theatre Flakt Fan Emergency Repair Please see attached information. The Capitol Theatrehas a failing fan system that must be repaired immediately. The Flakt Fans, both the supply and return fan, have bearings that are failing. The fans turn at a speed of approximately 200 mph, and as the bearings are failing, the fan blades are bending outward. The housing shroud is about 1/8" away from the fan blades, with working bearings. Currently the fan blades are grooving the interior walls of the housing shroud. Should the fans blades break, or fail, the damage would be catastrophic. The Capitol Theatre has shut down the fan system, until repairs can be made. We have rentals and upcoming shows that make a working cooling system an immediate necessity. We are asking for your approval for an emergency Purchase Order so that we may proceed with the necessary repairs as soon as replacement parts arrive. Should you have any questions, please feel free to contact me anytime. Best Regards, £Lsa J odne n Business Manager The Capitol Theatre P.O. Box 102 Yakima, WA 98907 (509) 853-8000 (509) 575-6251 Fax August 8, 2007 Mr. Stephan "Buck" Director of Operations The Capitol Theatre 19 South Third Street Yakima, WA 98901 Re: Main Supply and Return Fans Dear Buck; As discussed DIVCO will be providing the parts for the fan rebuild project. We are not including any labor under this contract, just parts, so prevailing wage will not apply. Coordination of this project by DIVCO is included as part of your maintenance program and prevailing wage information will be filed as a normal part of that contract. Total parts cost is $16,184.05 plus applicable sales tax. Please refer to the attached parts breakout for details. Delivery time is roughly 3 weeks. Per your verbal authorization we have already released these for delivery, please provide us with a purchase order at your earliest convenience. Thank you and please do not hesitate to call me if you have any questions. Sincerely; DIVCO Incorporated Rob Linford, PE President Cc: Dan McNeal Vane Rxui Fans Mechanic al 14682 SE B2nd Uilve Cleckemes,OR 97015 Customer Name: Stephan "Buck" The Capitol Theatre 19 S. 3rd St. Yakima, WA 98901 PROPOSAL Date Estimate # 8/8/2007 1688 Terms CONTACT PROJECT DESCRIPTION Net 30 Eric Flakt-Labor-lodging-transport Qty Description Total 2 Flakt Fan Overhaul & Repair Services for the Capital Theater - one (1) Supply Fan and one (1) Return Fan 2 Labor regular time rates to complete Flakt fan overhauls with motor bearing replacements included. 12,474.80T 2 Balance fan & collect vibration analysis data of fan and motor. Upload data and analyze data in office. 828.00T Generate VA report and deliver to customer. 2 Supplies, Misc. materials, specialty tools & rigging 324.00T 1 4 nights stay, 3 man 1,620.00T 480 Mileage: Round trip shop to Yakima 280.80T 1 Travel Pay 3 men at half pay 1,409.40T 12 Perdeim per night stay out of town per man 600.00T 0 **Notes: Taxes: Washington State Sales Taxes will be added to the final Invoicing. Thank you for considering Vane Axial Fans Mechanical, Inc. for your service needs. To accept this Proposal, approve and return one copy to Vane Axial Fans Mechanical, Inc. Acceptance of this proposal includes Attachment A "Terms & Conditions." Shipping charges will be added to final Invoice Subtotal $17,537.00 P.O. Number / Date Sales Tax (0.0%) $o.00 Approval Signature Total $17,537.00 Please call 503-657-4467 or Fax 503-657-3323 or e-mail eric@vafmechanical.com with any questions or to accept proposal. This Proposal is valid for 90 Days. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting Of August 28, 2007 ITEM TITLE: Consideration of a resolution declaring an emergency and ratifying the City Manager's approval of all applicable documents to allow for the repair of the existing Flakt Fans system at the Capitol Theatre. SUBMITTED BY: Bill Cook, Director of Community and Economic Development (575-6113) CONTACT PERSON/TELEPHONE: Lisa Todnem, Business Manager Capitol Theatre (853-8000) SUMMARY EXPLANATION: The Capitol Theatre respectfully requests Council consideration of a resolution declaring an emergency condition and waiving the formal bid process in order to repair the existing Flakt Fan supply and return fans at The Capitol Theatre. The bearings in the existing Flakt Fans are failing, which allows thefan blades to bend at extremely high speeds. An inspection has shown that the fan blades are making contact with housing shroud, and have worn groves into the shroud. If the system continues to be operated in its current condition, it is likely that a blade may fail or may break, causing extensive damage to the entire cooling system. The fan system has been shut down until the repairs can be made. Bids have been received for replacement parts and repair of the system. The total cost of the repair will be $33,721.05. It is estimated that the repairs will take several weeks. The cooling and air return system is critical to the operation of the Capitol Theatre. We are requesting approval for an emergency repair so we may proceed with the necessary repairs as soon as possible, to limit the impact on the upcoming events at the Capitol Theatre. Resolution X Ordinance Funding Source APPROVED FOR SUBMITTAL: , City Manager Other (Specify) STAFF RECOMMENDATION: Adopt a resolution declaring an emergency and ratifying the City Manager's authority to execute all applicable documents to repair the existing Flakt Fans. BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: