AGENDA
ITEM
5 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
5 CITY COUNCIL
AGENDA STAFF REPORT
DATE: April 1, 2026
TO: Mayor and City Council
_ Ban
APPROVED BY: Benjamin A. Martinez, City Manager
REVIEWED BY: Karla Chaparro, Finance Director
PREPARED BY: Laura Bowen, Grants Manager
SUBJECT: Adopt a Resolution of the City Council of the City of Calexico ratifying the submittal of the grant application and accepting grant funds in the amount of $29,478.74 from Imperial Irrigation District, and Adopt Budget Amendment Resolution for Fund No. 412-50-515 Capital Grants Library.
CSSESSES- 55555551
Recommendation:
Staff recommends that the City Council of the City of Calexico adopt the following:
a) Adopt a Resolution of the City Council of the City of Calexico ratifying the submittal of the grant application and accepting grant funds in the amount of $29,478.74 from the Grants for Energy Modernization in Schools 2026 (GEMS) Program administered by the Imperial Irrigation District (IID) for the purchase of five (5) energy-efficient Heating, Ventilation Air Conditioning (HVAC) systems at the Carnegie Library, and authorizing the City Manager or his designee to execute all necessary agreements and related documents. b) Adopt Budget Amendment Resolution for Fund No. 412-50-515 Capital Grants Library.
Background:
The Imperial Irrigation District (IID) provides funding opportunities to support energy efficiency and sustainability improvements in public tacilities. The City of Calexico applied for funding to improve building efficiency at the Carnegie Library, a historic public facility that serves the community through educational programming and public access services.
The City has been awarded $29,478.74 to support the purchase of new energy-efficient air conditioning equipment. This funding will improve building performance, reduce energy consumption, and enhance indoor comfort for users of the facility.
Discussion and Analysis:
The Carnegie Library is a key public facility that provides educational programs, community services, and public access to resources for residents of all ages. The existing air conditioning equipment is outdated and inefficient, resulting in increased energy consumption and inconsistent cooling performance, particularly during extreme summer temperatures.
The proposed project will replace existing air conditioning equipment with new energy-efficient units designed to improve cooling performance, reduce electricity demand, and enhance indoor air quality. The improvements will directly benefit members of the public who use the facility by providing a more reliable and comfortable indoor environment.
The Public Works Department will coordinate installation activities and assist with removal of existing equipment, while the Finance Department will oversee procurement in accordance with City policies and grant requirements. This coordinated approach ensures efficient implementation and compliance with IID program guidelines.
Fiscal Impact:
Grant funding in the amount of $29,478.74 will be received and appropriated for the project.
Grant revenues will be equal to grant expenditures, resulting in no impact to the City's General Fund.
Coordinated With:
City Manager's Office.
Finance Department.
Public Works Department.
Attachments):
1. Resolution of the City Council of the City of Calexico ratifying the submittal of the grant application and accepting grant funds in the amount of $29,478.74
2. Award Notification dated March 18, 2026.
3. Grants For Energy Modernization in Schools 2026 Funding Agreement.
4. Budget Amendment Resolution for Fund No. 412-50-515 - Capital Grants Library. 2 ATTACHMENT NO. 1
RESOLUTION NO. 2026-_
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALEXICO RATIFYING
THE SUBMITTAL OF APPLICATION AND THE ACCEPTANCE OF FUNDS IN THE AMOUNTOF $29,478.74 FROM THE GRANT FOR ENERGY MODERNIZATION IN
SCHOOLS (GEMS) AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO
ENDORSE THE RESTRICTED GRANT AGREEMENT, PROGRAM SUPPLEMENT
AGREEMENTS, FUND EXCHANGE AGREEMENTS, FUND TRANSFER AGREEMENTS AND ANY AMENDMENTS ENTITLED "ADMINISTERING AGENCY - FUNDED PROJECT" FOR CITY OF CALEXICO CARNEGIE LIBRARY.
WHEREAS, the City of Calexico is eligible to apply and receive funding for the Grant for Energy Modernization in Schools (GEMS) Program, through the Imperial Irrigation District.
WHEREAS, Restricted Grant Agreements, Program Supplement Agreements, Fund Exchange Agreements, Fund Transfer Agreements and any Amendments need to be executed with the California Department of Transportation before such funds could be claimed; and WHEREAS, the City of Calexico wishes to delegate authorization to execute these Agreements and any amendments thereto to the City Manager or his designee be authorized to execute all Restricted Grant Agreements, Program Supplemental Agreements, Fund Exchange Agreements, Fund Transfer Agreements and any amendments thereto with Imperial Irrigation District.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CALEXICO DOES HEREBY RESOLVE, DECLARE, AND DETERMINE AND ORDER AS FOLLOWS:
1. The City Manager or his designee is authorized to execute all Restricted Grant Agreements, Program Supplemental Agreements, Fund Exchange Agreements, Fund Transfer Agreements and any amendments thereto with the Imperial Irrigation District for Camarena Memorial Library Grant for Energy Modernization in Schools Project.
PASSED, APPROVED AND ADOPTED this 1s' of April 2026.
Victor Legaspi, Mayor
Attest:
Veronica Alvardo, City Clerk
Resolution No. 2026-XX
Approved as to Form:
Laura Estrada, City Attorney
State of California )
County of Imperial) ss.
City of Calexico )
I, Veronica Alvarado, City Clerk of the City of Calexico do hereby certify the above Resolution No. 2026-_ was approved at a regular City Council meeting held on the 1s* day of April 2026, by the following vote to-wit:
AYES:
NOES:
ABSTAIN:
Veronica Alvardo, City Clerk
ATTACHMENT NO. 2
DISTRICT
IID
WATER® www.jid.com
POWER
A century ofservice.
March 18, 2026
City of Calexico - Carnegie Library
Dear Ms. Lizeth Legaspi:
Subject: 2026 Grants for Energy Modernization in Schools (GEMS) Reservation Confirmation Carnegie Library - 420 Heber Ave., Calexico, CA 92231
Congratulations! The Imperial Irrigation District has approved grant funding in the amount of $29,478.74 for your proposed HVAC projects) through the GEMS program. IID is allowing at the agency discretion to utilize funding from select priority HVAC measures originally applied for the school site application submitted.
Now that grant funding has been assigned, milestone documents are due Thursday, April 02, 2026, to avoid release of your reserved funds. These documents shall include a revised scope of work (if necessary, a project schedule and any one of the following; purchase order or board memorandum. Documentation shall be submitted via email at [email protected]. If electronic submittal is not an option, please contact IID at (760) 482 - 3306.
As defined in the program guidelines, all projects must be completed by October 02, 2026.
All supporting closeout documents are to be submitted to IID by October 02, 2026 for payment processing. Supporting documentation includes paid invoices documenting purchase and installation costs as well as installed new equipment images/photos.
Sincerely,
Armando Aguilar
Public Benefits Program Specialist
IMPERIAL IRRIGATION DISTRICT
OPERATING HEADQUARTERS - P.O. BOX 937 - IMPERIAL, CA 92251 ATTACHMENT NO. 3
GRANTS FOR ENERGY MODERNIZATION IN SCHOOLS
2026 FUNDING AGREEMENT
This Agreement is entered into between the Imperial Irrigation District (IID), and Customer, sometimes individually referred to as a "Party" and collectively as the "Parties."
1. PROJECT DESCRIPTION
This Agreement pertains to the Grants for Energy Modernization in Schools (GEMS) Projects) ["Project(s)") described in the GEMS Installation Report. IID shall pay Customer monetary incentives in accordance with the terms and conditions of this Agreement.
1.1. DOCUMENTS INCORPORATED BY REFERENCE
The following documents are incorporated by this reference and are hereby made part of this Agreement:
Customer's GEMS Application
Customer's GEMS Installation Report
ill) Total Estimated GEMS Grant Payment for Customer, attached hereto as Exhibit A iV) The GEMS Guidelines
v) GEMS Calculator.
2. ELIGIBILITY
2. 1 GEMS funding is limited and is available on a first-come, first-served basis. Funds will be reserved only upon IID approval.
2.2 Projects must meet the following requirements to be eligible for grants:
i) Project must be commercial and located within IID's service territory; ii) Projects will be evaluated using the required documents and provided calculator (as described in the GEMS Guidelines); and
ili) Projects must meet and / or exceed the applicable Title 24 energy efficiency requirements established by the California Energy Commission or current industry standards using IID-approved project baselines if Title 24 standards are not iv) Projects must receive electrical service from IID.
3. SUBMITTAL REQUIREMENTS FOR PAYMENT
As a condition of payment, Customer shall submit to IID the documents described below. Required documents include but are not limited to:
3.1 Invoices and/or documentation to support Energy Efficiency Measure costs;
3.2 Additional project-specific documents as requested by IID;
3.3 GEMS Installation Report Form; and
1 GEMS: REBATE AGREEMENT
4. INSPECTIONS
As a condition of payment, Customer is responsible for ensuring that IID has reasonable access for all inspections, including but not limited to the following:
4.1 Post-Installation Field Inspections as necessary to verify equipment installation and to monitor the energy savings achieved by the Energy Efficiency Measures during the Term of this Agreement after such measures become operational.
5. NO REPRESENTATION OF FITNESS:
IID'S OR ITS CONSULTANTS' REVIEW OF THE DESIGN, CONSTRUCTION, OPERATION AND/OR MAINTENANCE OF THE PROJECT AND/
OR ASSOCIATED ENERGY EFFICIENCY MEASURES SHALL NOT CONSTITUTE ANY REPRESENTATION BY IID AS TO THE ECONOMIC
OR TECHNICAL FEASIBILITY, OPERATIONAL CAPABILITY, SAFETY AND/OR RELIABILITY OF THE PROJECT ENERGY EFFICIENCY MEASURES. CUSTOMER IS SOLELY RESPONSIBLE FOR THE ECONOMIC AND TECHNICAL FEASIBILITY, OPERATIONAL CAPABILITY, SAFETY AND/OR RELIABILITY OF CUSTOMER'S PROJECT AND THE ASSOCIATED ENERGY EFFICIENCY MEASURES.
6. PAYMENTS
Grant payments will be paid to Customer and / or designated third party payee only after all GEMS requirements (as set forth in this GEMS Rebate Application Form and the GEMS Guidelines) are met by Customer to lID's reasonable satisfaction. IID retains sole discretion to determine the appropriate baseline values and energy savings calculations used to determine incentive payments. Customer grant payments shall only be paid on projects that meet and / or exceed Title 24 standards applicable when this Agreement is signed or industry standards in the absence of Title 24 standards. IID reserves the right to modify or cancel the grant amount if the actual system installed differs from the approval. Customer shall not be eligible to receive any GEMS rebate incentive payment, or any portion thereof, which has been previously paid by IID prior to the execution of this Agreement.
6.1 PAYMENTS - The total incentive payment for each Energy Efficiency Measure shall not exceed the Project Cap of 50 percent of the total installed measure cost (calculated on per item basis), or the total estimated incentive amount, whichever is less.
6.2 IID will make the applicable payment to Customer only after the appropriate documents have been submitted and approved, and the appropriate inspections of the Project have been satisfactorily completed.
6.3 All Projects must be installed and fully operational by the date indicated in the GEMS Application to be eligible for payments.
7. PENALTIES FOR FAILURE TO PROVIDE ENERGY SAVINGS BENEFITS A prorated portion of the rebate incentives paid by IID to Customer shall be repaid by Customer to IID if the utility does not receive at least 80 percent of the energy savings benefit for which the incentive(s) is/are paid for a period of at least five years from the date of installation of the associated Energy Efficiency Measure(s) or for the duration of the rated life of the equipment, whichever is less.
7.1 Customer shall repay any incentive payments made by IID within 30 calendar days of notification by IID that repayment is required. IID is entitled to offset against payments owed to Customer any amount due to IID that remains unpaid 40 calendar days after IID'S written demand for payment.
8. TERM AND TERMINATION
The Term of this Agreement shall commence upon the execution of this Agreement and shall extend through a period which is five years after the date on which the last EEM is installed and placed into service, unless the Parties terminate this Agreement at an earlier date by mutual written agreement.
9. ASSIGNMENT
Neither Party shall assign its rights or delegate its duties without the prior written consent of the other Party, except in connection with the sale or merger of a substantial portion of its properties. Any such assignment or delegation without written consent shall be null and void. Consent to assignment shall not be unreasonably withheld. If an assignment is requested, Customer is obligated to provide IID with information relating to the proposed assignment as requested by IID. 2 GEMS: REBATE AGREEMENT
10. PERMITS AND LICENSES
Customer, at its own expense, shall obtain and maintain and cause its contractors to obtain and maintain licenses and permits required by federal, state, local, or other relevant governing or regulatory bodies necessary to perform this Agreement. Any failure by Customer or its contractors to maintain necessary licenses and permits constitutes a material breach of Customer's obligations under this Agreement.
11. ADVERTISING, MARKETING AND USE OF IID'S NAME
Customer will allow IID to use and disseminate Customer's Project energy savings results in its advertising and marketing of IID's GEMS Program. Customer further acknowledges that it is not an employee, agent or representative of lID and Customer agrees that it shall make no representations or warranties of any kind to its customers, the public or to any person or entity on behalf of HID.
12. INDEMNIFICATION
Customer shall indemnify, defend and hold harmless, and releases IID, its affiliates, subsidiaries, parent companies (including Imperial Irrigation District), officers, directors, agents and employees, from and against all claims, demands, losses, damages, costs, expenses, and liability (legal, contractual, or otherwise), which arise from or are in any way connected with any: (1) injury to or death of persons; (2) injury to or destruction of property; (3) violation of local, state, and/or federal law, common law, statute, or regulation, including but not limited to environmental laws or regulations; or (4) strict liability imposed by any provision of law; so long as such injury, violation, or strict liability (as set forth in (1) - (4) above) arises from or is in any way attributable to Customer's performance of, or failure to perform, this Agreement, however caused, regardless of any fault of IID whether active or passive, excepting only such loss, damage, cost, expense, liability, strict liability, or violation of law or regulation that is caused by IID, its officers, managers or employees. Customer acknowledges that any claims, demands, losses, damages, costs, expenses, and legal liability that arise out of, result from, or are in any way attributable to the release or spill of any legally designated hazardous material or waste arising from the performance of this Agreement are expressly within the scope of this indemnity, and that the costs, expenses, and legal liability for environmental investigations, monitoring, containment, abatement, removal, repair, cleanup, restoration, remedial work, penalties, and fines arising from strict liability, or violation of any local, state, or federal law or regulation, attorney's fees, disbursements, and other response costs incurred as a result of such releases or spills are expressly within the scope of this indemnity.
13. LIMITATION OF LIABILITY
IID shall not be liable for any special, incidental, indirect, or consequential damages to Customer or to any third party or entity based on its performance or failure to perform this Agreement, or any aspect of performance contained herein.
14. INTEGRATION
This Agreement, together with the documents incorporated by reference pursuant to Paragraph 1.1, above, constitutes the entire Agreement and understanding between the Parties as to the subject matter, terms and conditions of the Agreement. It supersedes all prior or contemporaneous Agreements, commitments, representations, writings, and discussions between Customer and IID, whether oral or written, and has been induced by no representations, statements or Agreements other than those expressed herein. Neither Customer nor lID shall be bound by any prior or contemporaneous obligations, conditions, warranties or representations with respect to this Agreement.
15. NO ORAL MODIFICATION OF AGREEMENT ...
No amendment, modification or change to this Agreement shall be binding or effective unless expressly set forth in writing and signed by an IID representative authorized to execute such an agreement.
16. WRITTEN NOTICE
Any written notice, demand or request required or authorized in connection with this Agreement, shall be deemed properly given if delivered in person or sent by facsimile, nationally recognized overnight courier, or first class mail, postage prepaid, to the addresses specified below:
IMPERIAL IRRIGATION DISTRICT
Attn: Grants for Energy Modernization in Schools
P.O. Box 937
Imperial, CA 92251
3 GEMS: REBATE AGREEMENT
Office Number: 760-482-3306
[email protected]
receive such notice if delivered before 5:00 p.m., or otherwise on the business day following personal delivery; (2) if mailed, three Notices shall be deemed received (1) if personally or hand-delivered, upon the date of delivery to the address of the person to by telephone notification of transmission by the noticing Party; or (4) if by overnight courier, on the business day following Business Days after the date the notice is postmarked; (3) if by facsimile, upon electronic confirmation of transmission, followed delivery to the overnight courier within the time limits set by that courier for next-day delivery.
17. CONFLICTS BETWEEN TERMS
Should a conflict exist between the main body of this Agreement and the documents incorporated by reference, the main body of this Agreement shall control. Should a conflict exist between an applicable federal, state, or local law, rule, regulation, order or code and this Agreement, the law, rule, regulation, order or code shall control. Varying degrees of stringency among the main body of this Agreement, the Documents Incorporated by Reference, and laws, rules, regulations, orders, or codes are not deemed conflicts, and the most stringent requirement shall control. Each Party shall notify the other
18. GOVERNING LAW
actions or proceedings arising in connection with this Agreement shall be tried and litigated exclusively in State court located This Agreement shall be interpreted in accordance with the substantive and procedural laws of the State of California. All in the County of Imperial, State of California and/or Federal Court located in the County of Imperial or San Diego, State of California. The aforementioned choice of venue is mandatory, thereby precluding the possibility of litigation between the Parties with respect to or arising out of this Agreement in any jurisdiction other than that specified in this paragraph. Each Party hereby waives any right it may have to assert the doctrine of forum non conveniens or a similar doctrine or to object to venue with respect to any proceeding brought in accordance with this paragraph, and stipulates that the State and Federal courts located in the Counties of Imperial and San Diego, California, respectively, shall have in personal jurisdiction and venue party hereby authorizes service of process sufficient for personal jurisdiction in any action against it at the address and in the over each of them for the purpose of litigating any dispute or proceeding arising out of or related to this Agreement. Each manner for the giving of notice as set forth in this Agreement.
19. EXECUTION AND EFFECTIVE DATE
This Agreement has been executed by the duly authorized officers of the Parties and shall be effective as of the date of execution.
CUSTOMER
Carnegie Library
School District Name:
Signature:
. Benjamin a. Martinez
Name (Print):
Tile: City Manager
Date:
DISTRI
IID
POWEE
A century of service.
4 ATTACHMENT NO. 4
BUDGET AMENDMENT RESOLUTION NO. 2026 - —
BUDGET AMENDMENT RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CALEXICO AUTHORIZING AN AMENDMENT
TO THE FINAL BUDGET FOR FISCAL YEAR 2025 - 2026
WHEREAS, the Final Budget for Fiscal Year 2025-2026 was adopted by Resolution No. 2025 - 44 of the City Council on June 30, 2025; and
WHEREAS the City Council has authorized the amendment of the Final Budget, in accordance with proper governmental accounting and financial reporting practices; and NOW THEREFORE, the City Council of the City of Calexico hereby resolves and authorizes the following action(s)
AMENDMENTS TO ADOPTED BUDGET:
1) Record Revenue Estimates(s)
Fund No. Department Division Account Sub-Account Amount 412 50 515 43112 001 $ 29,478.74
Total $ 29,478.74
2) Record Appropriation(s)
Fund No. Department Division Account Sub-Account Amount 412 50 515 53026 001 $ 29,478.74
Total $ 29,478.74
3) Record Transfer of Funds:
FROM:
Fund No. Department Division Account Sub-Account Amount Total
TO:
Fund No. Department | Division Account Sub-Account Amount Total $
4)Purpose of Budget Amendment:
To account for the receipt of grant revenue and the associated program expenditures under Grants for Energy Modernization in Schools 2026 (GEMS) Program for the Carnegie Library for the purchase of five (5) energy efficient Heating, Ventilation Air Conditioning (HVAC) systems.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Calexico at the regular meeting this 1st day of April, 2026.
VICTOR LEGASPI, MAYOR
ATTEST:
VERONICA L. ALVARADO, City Clerk
APPROVED AS TO FORMS;
Laura Estrada, City Attorney
STATE OF CALIFORNIA)
CITY OF CALEXICO ) ss.
COUNTY OF IMPERIAL)
1, Veronica Alvarado, City Clerk of the City of Calexico, do hereby certify under the penalty of perjury, that the foregoing Resolution No. 2026-—, was duly adopted by the City Council at their regular meeting of said City Council held on the ist day of April, 2026 by the following votes:
AYES:
NOES:
ABSTAIN:
ABSENT:
VERONICA L. ALVARADO, City Clerk
City of Calexico