AGENDA
ITEM
11 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
CITY COUNCIL
AGENDA STAFF REPORT
DATE: June 03, 2026
TO: Mayor and City Council
APPROVED BY: Benjamin A. Martinez, City Manager
REVIEWED BY:
PREPARED BY: Laura Bowen, Grants Manager
SUBJECT: Adopt Budget Amendment Resolution for $20,000 HVAC Grant Funds from Imperial irrigation District (IID) GEMS Program, and Authorize Purchase Order to Baker Distributing Company for HVAC Equipment at Camarena Memorial Library in the Amount of $35,631.03.
Recommendation:
It is recommended that the City Council of the City of Calexico adopt and approve the following:
a) Adopt Budget Amendment Resolution Fund No. 412-50-510 - IID GEMS - HVAC Equipment Grant in the Amount of $20,000.00.
b) Authorize the City Manager or his designee to issue a purchase order to Baker Distributing Company in the amount of $35,631.03 for the purchase of two (2) new energy-efficient air conditioning units for the Camarena Memorial Library.
Background
The Imperial Irrigation District (lID) Grant for Energy Modernization in Schools (GEMS) Program provides Resolution No. 2026-18 ratifying the submittal of application and the acceptance of funds in the amount of $15,000 for HVAC improvements at the Camarena Memorial Library located at 850 Encinas Avenue.
Following additional review of project needs and equipment costs, the City received approval for additional grant revenue in the amount of $20,000 to support the purchase of energy-efficient HVAC equipment necessary to complete the project. The Camarena Memorial Library is a heavily utilized public facility providing educational programming, literacy services, and community resources to residents of all ages. Replacement of the outdated HVAC equipment is necessary to improve cooling efficiency, reduce electricity consumption, and maintain safe indoor temperatures during extreme summer conditions.
Discussion and Analysis:
The proposed project consists of purchasing and installing two (2) new energy-efficient heating, ventilation, and air conditioning (HVAC) equipment at the Camarena Memorial Library. The existing HVAC systems are outdated and inefficient, resulting in increased energy usage, maintenance concerns, and inconsistent cooling performance throughout the facility. As part of the City's procurement process, staff obtained and reviewed three (3) equipment quotes for the proposed HVAC replacement project.
Following evaluation of equipment availability, compatibility with facility operational requirements, project timelines, and vendor responsiveness, staff determined that Baker Distributing Company provided the most appropriate option for the project.
Although supply chain limitations and equipment availability continue to impact procurement timelines for HVAC systems, Baker Distributing Company was able to provide equipment that meets the operational capacity needs of the library within the required implementation schedule. Staff also considered equipment specifications, availability within the region, and overall project readiness when evaluating the quotes received. The proposed purchase in the amount of $35,631.03 includes capital asset HVAC equipment necessary for project implementation. The Public Works Department will coordinate removal of existing units and assist with installation activities, while the Finance Department will oversee procurement and grant compliance in accordance with City purchasing policies and applicable funding requirements. Acceptance of the additional IID funding will allow the City to continue implementation of this energy modernization project while reducing the financial burden on local resources and improving the long-term operational efficiency of the facility.
Fiscal Impact:
Additional grant funding in the amount of $20,000 will be received and appropriated for the project. Grant revenues will equal grant expenditures, resulting in minimal impact to the City's General Fund. The proposed purchase authorization in the amount of $36,531.03 will be funded through ID GEMS Program grant funds and existing project appropriations. The remaining balance in the amount of $631.03 will be funded through the Library Department's budget to complete the equipment purchase necessary for project.
Coordinated With:
City Manager's Office
Finance Department
Public Works Department
Library Department
Attachments:
1. IID Additional Award Notification
2 Quotes
3. Budget Amendment Resolution
2 ATTACHMENT 1
DISTRICT
IID
WATER
www.lid.com
POWER
A century of service.
April 27, 2026
Camarena Memorial Library
Attn: Jonathan Saravia
Subject: Grants for Energy Modernization in Schools (GEMS) ADDITIONAL FUNDING OPPORTUNITY Reservation Confirmation, Camarena Memorial Library - 850 Encinas Ave., Calexico, CA 92231
Congratulations! The Imperial Irrigation District is pleased to announce an additional funding opportunity for the Grants for Energy Modernization in Schools (GEMS) program. Your educational institution is eligible to receive additional funding in a complementary amount of $20,000.00 to match an original total grant allowance of $35,000.00 for high-priority HVAC needs at Camarena Memorial Library.
As defined in the original program guidelines, all projects must be completed within the 2026 calendar year, no exceptions. Installations and supporting closeout documents must be completed and submitted by October 02, 2026.
If, for any reason, your institution cannot meet the hard deadline or has already addressed all needs within an updated scope of work / grant funding, please notify IID by email no later than Friday, May 07, 2026 (COB), so that funds can be reassigned to other applicants.
The milestone document requirements will still be enforced, which shall include a scope of work, project schedule, and any one of the following: a purchase order or an official notice from the district accepting the funds.
All documentation shall be submitted via email at [email protected]. If electronic submittal is not an option, please contact IID at (760) 482 - 3306.
Sincerely,
Armando Aguilar
Public Benefits Program Specialist
IMPERIAL IRRIGATION DISTRICT
OPERATING HEADQUARTERS • P.O. BOX 937 • IMPERIAL, CA 92251 ATTACHMENT 2
1 of 1
Baker. BID PROPOSAL 2/19/26
ENRIQUE CAMARENA
Distributing Company
Bid Number: 8753945 Prepared For: 082122 Branch Location: 986 CITY OF CALEXICO BAKER EL CENTRO #986
608 HEBER AVE BL ENTROY 92243-4630
Valid Until CALEXICO, CA 92231-2840
Sunday, June 21, 2026 Telephone: 760-336-3005
Line Quantity Description Unit Price Discount Net Unit Price Extended Price 10 1 EA BRBA6 OHWD1N1M18 7,797.1300 7,797.13
PHP 5T 230/1 18SEER2
20 1 EA RHF181H02A0AAA 25,118.3700 25,118.37
PHP 15T 230/3 14 IEER MSP
208/230/3 15T PKG HEAT PUM
454B 10. 6EER MED STATI
X-VANE BLOWER
....
DO NOT PAY FROM BID Subtotal: 32,915.50
Other charges and tax
are estimated only and Tax: 2,715.53
subject to change. Bid Total:
35,631.03
Estimate
AIR CONGITIONING
ESTIMATE# 1640
25"'ANNIVERSARY
EST. 2000 DATE 05/14/2026
PO#
120 West Birch St LCS.959079
Calexico, CA 92231
(760) 357-2222
[email protected]
CUSTOMER SERVICE LOCATION
City of Calexico Camarena Memorial Library City of Calexico 608 Heber Ave 850 Encinas Ave
Calexico California 92231-2840 Kiki Camarena Librar
(760) 768-2160 alexico California 92231-255
(760) 768-2160
DESCRIPTION (2) HVAC UNITS
Estimate
Description Qty Rate Total
EQUIPMENT ONLY - 15 TON 14 IEER HEAT PUMP PACKAGE UNIT 208/230/3 WARRANTY: 5 YRS COMPRESSOR / 1 YR PARTS 1.00 30,750.82 30,750.82 EQUIPMENT ONLY - 5 TON 15.2 SEER2 2 STG 230/1 PACKAGE UNIT WARRANTY: 5 YRS COMPRESSOR / 1 YR PARTS 1.00 7,064.65 7,064.65 CUSTOMER MESSAGE Estimate Total: $37,815.47
This estimate is valid for 30 days from date of issue.
All materials, parts and equipment are covered by the
manufacturer's written warranty only.
The above named company makes no other
warranties, expressed or otherwise implied and it's
agents or technicians are not authorized to make any
warranties on behalf of above named company.
PRE-WORK SIGNATURE
Signed By:
JACOB'S AIR CONDITIONING. LIC 1061947
447 ohare av
mperial, Ca 92251 US
(760) 457-8566
[email protected]
https://jacobsairconditioning.com/
Estimate
ADDRESS ESTIMATE 1112
CITY OF CALEXICO DATE 05/13/2026
SERVICE DESCRIPTION QTY RATE AMOUNT
HVAC INSTALL SINGLE PACKAGE HEAT PUMP ROOFTOP UNITS WITH X- 1 29,500.00 29,500.00 VANE™ FAN TECHNOLOGY
WITH OPTIONAL ELECTRIC HEAT (RHF) 15 TONS
y ratings
RHF090-150 AHRI Ratingsa,b,c
COOLING MODE
UNIT Cooling
Stages
Nominal
Capacity
(tons)
Net Cooling
Capacity
(Btuh)
Total Power
(KW) EER
IEER with
2-Speed
Indoor Fan
Motor
AHRI
RHF090 2 7.5 86,000 7.7 11.20 15.0 3000 1500
RHF102 2 8.5 96,000 8.7 11.00 15.0 3400 1700
RHF120 2 10.0 116,000 10.5 11.00 15.0 4000 2000
RHF150 2 12.5 145,000 13.7 10.60 15.0 5500 2750
HVAC INSTALL 5 TON R-454 B HIGH EFFICIENCY 1 6,382.00 6,382.00 EER W-ECM MOTOR & RDS 1HH836E2S11
SUBTOTAL 35,882.00
TAX 0.00
TOTAL $35,882.00
ATTACHMENT 3
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:
I) Record Revenue Estimates(s)
Fund No. Department Division Account Sub-Account Amount 412 50 SIO 43112 O01 $20,000.00
Total $ 20,000.00
2) Record Appropriation(s)
Fund No. Department Division Account Sub-Account Amount 412 50 SIO 56014 001 $35,631.03
Total 35,631.03
3) Record Transfer of Funds:
FROM:
Fund No.Department Division Account Sub-Account Amount
412 50 510 53026 001 $15,000.00
Ill 50 SIO 54010 000 $631.03
Total $ 15,631.03
TO:
Fund No.Department Division Account Sub-Account Amount
412 50 SIO 56014 OOI
$15,000.00
412 50 SIO 56014 001 $631.03
Total $15,631.03
4)Purpose of Budget Amendment:
To account for the receipt of grant additional revenue and the associated program expenditures under the Grant for Energy Modernization in Schools for the purchase of two (2) Heating, Ventilation Air Conditioning (HVAC) energy saving systems.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Calexico at the regular meeting this 3rd day of June, 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)
I, 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 3rd day of June, 2026 by the following votes:
:
AYES:
NOES:
ABSTAIN:
ABSENT:
VERONICA L. ALVARADO, City Clerk
City of Calexico