Item No. 5.
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:OFFICE OF THE CITY MANAGER
BY:MATTHEW BAUMGARDNER, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER DATE:SEPTEMBER 8, 2026
SUBJECT:
ADOPTION OF RESOLUTION DECLARING AS AN URGENT NECESSITY FOR THE
PRESERVATION OF LIFE, HEALTH, OR PROPERTY THE WORK NECESSARY TO
REPLACE THE HVAC EQUIPMENT IN THE INFORMATION TECHNOLOGY ROOM, PURSUANT TO DOWNEY CITY CHARTER SECTION 1211
EXECUTIVE SUMMARY
The City Council will consider approving Resolution No. 26-8380 (Attachment A) declaring as an urgent necessity for the preservation of life, health, or property the work necessary to replace the HVAC equipment in the Information Technology Room, pursuant to Downey City Charter Section 1211. Recent temperature fluctuations in the server room have been dealt with using temporary cooling units. However, the HVAC system appears to be at the end of its useful life and the new system will keep this critical part of the City's infrastructure reliable and operational into the future.
RECOMMEND
That the City Council:
1. Adopt Resolution No. 26-8380, declaring as an urgent necessity for the preservation of life, health, or property the work necessary to replace the HVAC equipment in the Information Technology Room, pursuant to Downey City Charter Section 1211;
2. Authorize the City Manager to sign the purchase order for this work to be done by Quest Heating and Air in the amount of $137,800 (Attachment B); and,
3. Authorize the City Manager to execute contract Change Orders to complete the replacement of the HVAC system.
BACKGROUND
Over the last several weeks the City’s IT server room at City Hall has experienced unexpected HVAC cooling issues, resulting in rising temperatures that could render the server system inoperable. The City’s HVAC contractor has been able to adjust the HVAC system to bring the temperature down to acceptable levels in the short-term.
However, to address the HVAC issue for the long-term, staff reached out to a HVAC firm to inspect the HVAC system.
The IT server room is a core component of the City’s operational infrastructure, supporting all departmental systems—including mission‑critical Police and Fire public‑safety operations.
ANALYSIS
Unlike regular HVAC systems that are designed to operate part of the day to maintain comfortable temperatures in the work areas, the HVAC system in the IT server room is designed to operate 24 hours a day, 7 days a week, in order to maintain the optimal temperature.
The equipment in the server room generates a substantial amount of heat. The servers and related appurtenances are very sensitive to heat. As a result, if the temperature inside the server room reaches critical point, the heat can severely damage the servers, rendering them inoperable. The existing IT HVAC system is a Liebert split system and has been in operation for approximately 15 years, which is nearing the end of its useful life.
Staff received 3 proposals to replace the HVAC system in the IT server room per table below:
Company Proposal Cost HVAC Manufacture
Air Tech $133,172 Above Air
Quest Heating and Air $137,800 Lieibert
FM Thomas $199,628 Liebert
One contractor proposed replacement with an Above Air HVAC system and two of the contractors proposed replacing with the Liebert HVAC system. Due to the critical operation of the server room staff recommends replacing the existing unit with a new Liebert split system. Liebert is widely regarded as reliable and well‑established in mission‑critical environments, such as data centers, server rooms, and industrial facilities.
To reduce the workload of the new HVAC system, IT and Public Works staff are looking at alternative window treatments to reduce the amount of solar heat entering the server room through the windows. By reflecting the sunlight and insulating the server room the HVAC system will operate more efficiently and extend the life of the unit.
Quest Heating and Air will order the equipment which takes approximately 15 weeks to arrive and is attempting to expedite the order. The estimated cost to replace the HVAC unit in the IT server room is $137,800.
The Downey City Charter allows the City to contract out public works projects in emergency situations without complying with the formal bidding process. Downey City Charter Section 1211 states that such contracts may be let and such purchases without advertising for bids, if such work or the purchase of such materials or supplies shall be deemed by the City Council to be urgent necessity for the preservation of life, health or property, and shall be authorized by the affirmative vote of at least two-thirds of the total members of the City Council.
A server shutdown would affect public services including Police and Fire operations, which meets the emergency requirements of Section 1211.
CITY COUNCIL PRIORITIES
Quality of Life, Infrastructure & Parks
FISCAL IMPACT
Approval of the recommended actions will result in an expenditure of $100,00 from Capital Project Fund account no. 40-1-6948-0520, and an appropriation to Measure D Capital Fund of $37,800 to account no. 42-1-6948-0520.
Sufficient funds are available in the Measure D Fund for this appropriation.
Attachments
Attachment A: Resolution No. 26-8380 - Declaring Urgent Necessity for Preservation of Life, Health, or Property toReplace HVAC Equip in IT.pdf Attachment B: IT Server Room HVAC PO Req