Extracted text (via pymupdf)
5379 characters
ITEM 9.a. TOWN OF FOUNTAIN HILLS STAFF REPORT Meeting Date: 3/3/2026 Meeting Type: Town Council Regular Meeting Submitting Department: Public Works Prepared by: Justin Weldy, Public Works Director Staff Contact Information: Phone: 480-816-5133 Email: jweldy@fountainhillsaz.gov Request to Town Council Regular Meeting (Agenda Language) CONSIDERATION AND POSSIBLE ACTION: Relating to Cooperative Purchasing Agreement 2026-058 with B2B Direct Sales Inc., dba The HVAC Co. Staff Summary (background) Staff is requesting Council authorization to proceed with modifications to the Central Plant chilled water piping system to provide full operational redundancy between the chillers and cooling towers. The proposed piping reconfiguration will allow the Town to operate chillers and cooling towers in any configuration, ensuring uninterrupted cooling during peak demand periods, increasing energy efficiency, extending equipment life, and reducing the risk of facility downtime. The Town’s central plant provides cooling to Town Hall and associated facilities through a system of chillers and cooling towers operating in a Lead-Lag (Primary-Secondary) configuration. Under the current piping configuration, the system does not allow full redundancy. During periods of high cooling demand, if one chiller becomes inoperable, the remaining chiller cannot adequately maintain cooling capacity. This creates a significant operational risk during peak summer conditions. Currently, the system allows the following operational configurations: • 2–3 • 1–3 • 3–1 • 3–2 However, the system cannot operate in the following configurations: • 1–2 • 2–1 This limitation reduces flexibility and redundancy during high-demand or mechanical failure scenarios. The proposed project includes modifications to the cooling tower return loop piping. These changes will: • Allow chillers and cooling towers to operate in any configuration • Provide full redundancy between equipment • Enable improved Lead-Lag and Primary-Secondary operations • Increase system reliability during peak summer demand Operational Benefits 1. Full Redundancy The modified system will allow any chiller to operate with any cooling tower. This nearly eliminates the risk of losing adequate cooling capacity during a single equipment failure. 2. Reduced Risk of Downtime In the event of catastrophic mechanical failure of a chiller or cooling tower, staff will be able to reconfigure the system and maintain building cooling. This protects: • Town Hall operations • IT/server infrastructure • Court functions • Public access services 3. Extended “Free Cooling” Season The piping modification will allow staff to circulate water through both cooling towers and utilize evaporative cooling without operating the chillers during appropriate weather conditions. This “free cooling” mode: • Reduces energy consumption • Lowers operating costs • Reduces runtime on chillers • Extends equipment life 4. Equipment Longevity Improved flexibility reduces system stress and allows better load balancing between chillers, extending service life and lowering long-term replacement costs. The total cost of the Central Plant chilled water piping project is in the amount of $189,633.21, which includes $17,239.38 in contingency funds. Sufficient funding exists and sufficient budget authority in the Facilities Reserve Fund can be used in the current fiscal year, and the project will be paid for from this fund. This investment improves operational reliability, reduces risk exposure, and is expected to generate long-term energy savings through increased “free cooling” capability and reduced equipment wear. Without this modification: • A single chiller failure during peak summer demand could result in inadequate cooling capacity. • Critical Town operations could be disrupted. • Emergency rental cooling equipment may be required at significant expense. • Equipment stress may shorten system lifespan. Related Ordinance, Policy or Guiding Principle This project is consistent with the Town’s guiding principles of: • Asset management and infrastructure preservation • Operational continuity of essential public facilities • Fiscal responsibility through lifecycle cost management • Risk mitigation for critical systems Risk Analysis Without this modification: • A single chiller failure during peak summer demand could result in inadequate cooling capacity. • Critical Town operations could be disrupted. • Emergency rental cooling equipment may be required at significant expense. • Equipment stress may shorten system lifespan. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends that the Town Council authorize the modification of the Central Plant chilled water piping system to provide full redundancy and operational flexibility. Suggested Motion Move to approve Cooperative Purchasing Agreement 2026-058 with B2B Direct Sales Inc., dba The HVAC Co. in the amount of $189,633.21, which includes $17,239.38 in contingency. FISCAL IMPACT Fiscal Impact: $189,633.21, which includes $17,239.38 in contingency. Budget Reference: FY2026 Funding Source: Facilities Reserve Fund ATTACHMENTS 1. 2026-058 HVAC Co 2. Cooling Tower Return Piping Quote