City of Camarillo
Camarillo Sanitary District
AGENDA REPORT
Date: May 6, 2024
To: Honorable Councilmembers
Honorable Chairman and Board of Directors
From: Greg Ramirez, City/District Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Award Maintenance Agreement CC/CSD No. 2024-11 to ACCO Engineered Systems
BACKGROUND
On May 26, 2021, the City Council (“City”) and Camarillo Sanitary District (“CSD”) awarded three- year maintenance agreements to ACCO Engineered Systems (“ACCO”). The City Agreement No. 2021-121 and CSD Agreement No. 2021-68 covered HVAC maintenance and remedial repairs at City Hall, Corporation Yard (Corp Yard), Camarillo Public Library, Camarillo Police Facility, Camarillo Ranch House, and the Wastewater Reclamation Plant, for a final three-year agreement amount of $528,649. These agreements expire June 30, 2024.
DISCUSSION
Staff is pleased with ACCO’s maintenance, repairs, and response times that preserve the HVAC equipment in good working condition at each facility. Staff requests approval of a new, joint CC/CSD agreement 2024-11 with ACCO, beginning July 1, 2024 and terminating August 31, 2025.
Staff obtained a quote from ACCO for the continued HVAC maintenance at the six facilities identified below utilizing cooperative contract pricing through Omnia, as allowed for in the City’s Purchasing Policy. The cooperative Omnia Contract No. 02-73 has an expiration date of August 31, 2025. It is very likely Omnia Contract 02-73 will be renewed, at which time staff will request approval to extend the proposed CC/CSD Agreement No. 2024-11, with a future First Amendment, through June 30, 2027, for a total 3-year maintenance agreement with an optional two-year extension.
Facility & Fund Name Account No. 14-Month
Amount
City Hall Fac - Operations 101-5750-419.35-72 $ 16,070 Corp Yard Fac - Operations 101-5751-432.35-72 $ 8,702 Police Facility Fac - Operations 101-5752-419.35-72 $ 22,228 Library Fac - Operations 101-5753-468.35-72 $ 19,684
Camarillo Ranch Fac - Operation 815-4001-449.35-72 $ 7,016 Contingency for City Facilities (to be used only as needed) $ 100,000 Sanitary Dist. Reclamation Plant (CSD) 871-3740-437.35-74 $ 12,624 Contingency for CSD (repairs) (to be used only as needed) $ 100,000 Agreement Not to Exceed Amount $ 286,324
Award CC/CSD Agmt. No. 2024-11 to ACCO
May 6, 2024
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Contingency funds will be used only on an as-needed basis with prior written approval by City/CSD.
The amount of contingency funds requested for CSD are due to the chemicals present at the plant that are known to corrode HVAC equipment. Maintenance of the HVAC equipment is a priority with consideration given to health and safety, staff environmental comfort, asset preservation and regulatory requirements.
FISCAL IMPACT
Funds for HVAC maintenance, including contingency, are included in FY 2024/25 in the accounts referenced above.
Funds for future years will be budgeted accordingly in the various facility accounts.
CEQA DETERMINATIONS
City Staff has determined, in accordance with Section 15061 (b)(3) of the California Environmental Quality Act (CEQA) Guidelines, HVAC maintenance is not subject to CEQA review because it can be seen with certainty that there is no possibility that HVAC maintenance has a significant effect on the environment. This is a maintenance activity on existing facilities.
RECOMMENDATION
1. Find HVAC maintenance exempt from review under California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15061(b)(3).
2. Authorize City/District Manager to execute a joint CC/CSD Agreement 2024-11 for an amount not to exceed $286,324; and
3. Authorize City/District Manager to execute future amendments and documents as required up to the total not to exceed amount.
ATTACHMENTS
1. Agreement CC/CSD 2024-11
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL OMNIA Contract #02-73 is available in the Administrative Services Department.