200 S. Anaheim Blvd.
Suite #620
Anaheim, CA 92805
Tel: (714) 765-5110
Fax: (714) 765-5288
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
FINANCE DEPARTMENT
DATE: APRIL 18, 2023
FROM: FINANCE DEPARTMENT
SUBJECT: RATIFY MASTER AGREEMENT FOR RENTAL OF CHILLER
UNIT FOR CANYON HILLS LIBRARY AND AUTHORIZE
EXTENDING THE AGREEMENT THROUGH AUGUST 2023
ATTACHMENT (Y/N): NO ITEM # 10
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council by Motion, waive the sealed bid requirement of Council Policy 4.0 and:
1) Ratify an emergency master agreement issued to Total Environmental Management, Inc., Anaheim, California, in the amount of $30,000 for providing emergency chiller rental services for the Canyon Hills Library; and 2) Authorize issuing a subsequent master agreement to Total Environmental Management, Inc., in the amount of $65,000 for providing continuing chiller rental services for the Canyon Hills Library through August 2023.
DISCUSSION:
The Canyon Hills Library provides fundamental library services for the public, but it is also utilized as an emergency cooling center for the community in the Anaheim Hills area. The air conditioning chiller system at the Canyon Hills Branch Library failed in August 2022 after 25 years of useful life prior to the planned replacement. As this occurred during the summer months, the situation required an immediate resolution.
Staff determined that the rental of equipment was urgently needed to restore cooling and maintain comfort levels for the public. Total Environmental Management, Inc. (TEM), who has provided similar support to the city in past situations, was contacted and was able to quickly deliver, install and start up a temporary 65-ton mobile air-cooled chiller unit. This equipment was able to provide the necessary cooling while the situation was evaluated for a permanent solution. The agreement with TEM was for an initial three- month period covering August through October 2022 and included the cost of delivery, installation, start up, and removal of all items.
City staff determined that replacement of the permanent system was needed and began the process to undertake a Heating, Ventilation, and Air Conditioning System (HVAC) replacement project. Staff fast-tracked the project design and were able to get the replacement equipment on order by December 2022. Due to supply chain challenges, 200 S. Anaheim Blvd.
Suite #620
Anaheim, CA 92805
Tel: (714) 765-5110
Fax: (714) 765-5288
www.anaheim.net
Ratify Master Agreement for Rental of Chiller Unit for Canyon Hills Library and Authorize Agreement Through August 2023 April 18, 2023
the delivery time for the replacement HVAC equipment is approximately 32 weeks from the time of order. Staff have received confirmation from the vendor that the equipment will be received in July 2023. The project is expected to be completed by the end of August 2023. During the process, the Canyon Hills library facility building has been using the rented chiller unit to maintain the required climate-controlled environment for the library. Staff requests the Council ratify the initial agreement and authorize the continued rental of the equipment until the replacement project is complete.
IMPACT ON BUDGET:
Sufficient funds are available in the Public Works Department’s Fiscal Year 2022-2023 Facility Maintenance Fund budget.
Respectfully submitted, Concurred by,
Barrick L. Bartlett Rudy Emami
Purchasing Agent Public Works Director