C.5.
City Council
STAFF REPORT
Document ID: 2026-556
Category: Action Item
Department: Public Services
Department Head: Jenell Guerrero, Interim Public Services Director Meeting Date: September 16, 2026
SUBJECT:
APPROVE RESOLUTION RATIFYING EMERGENCY PROCUREMENT AND
INSTALLATION OF REPLACEMENT AIR CONDITIONING UNIT FOR WTP SHOP
BOOSTER TANK BUILDING
BACKGROUND:
The air conditioning system serving the Water Treatment Plant (WTP) Shop Booster Tank Building failed on Friday, September 11, 2026. The building houses critical VFDs, electrical controls, and equipment that operate the booster pumps serving the Shop Tank. Maintaining adequate temperature control is necessary to protect this equipment and ensure reliable water system operations.
Following the failure, staff utilized a temporary swamp cooler. However, the system continued to trip and reliable cooling could not be maintained. The existing unit is also at the end of its expected service life and has experienced recurring failures. Repairing the unit would require parts with an estimated three- to four-week lead time, which was not considered acceptable given the risk to critical equipment and potential interruption of booster pump operations.
Staff contacted several qualified air conditioning vendors, including R&K Air Conditioning, Imperial Valley Air Conditioning, Vic's Air Conditioning, and Arctic Air Conditioning, to obtain pricing and availability for an expedited replacement. Some vendors did not respond, while others were unable to promptly schedule an on-site assessment and provide a proposal.
R&K Air Conditioning responded and provided a proposal of $10,500.00 for the replacement and installation of a 5-ton air conditioning unit, with prompt installation availability. The replacement unit includes a five-year compressor warranty, one-year parts warranty, and one-year labor warranty. Due to the critical nature of the equipment, the extended lead time for repair parts, and the need to restore reliable cooling, staff proceeded with emergency procurement through R&K Air Conditioning.
Added Urgency Item
C.5.
FISCAL IMPACT:
$10,500.00 WTP Account 50-510-5241 and 50-555-5241
REQUESTED ACTION:
Staff is requesting that the City Council ratify the emergency procurement and installation of the replacement 5-ton air conditioning unit from R&K Air Conditioning in the amount of $10,500.00.
CITY MANAGER RECOMMENDATION:
Attachments:
1. RESOLUTION- Emergency Procurement - AC for (WTP)Shop Booster Tank Building
2. R&K Quote for Services
RESOLUTION NO. ____-2026
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IMPERIAL
RATIFYING EMERGENCY PROCUREMENT AND INSTALLATION OF A
REPLACEMENT AIR CONDITIONING UNIT AT THE WATER TREATMENT
PLANT (WTP) SHOP BOOSTER TANK BUILDING
WHEREAS, the City of Imperial operates the Shop Booster Tank Building, which is an integral component of the City's water distribution system; and
WHEREAS, the Shop Booster Tank Building houses variable frequency drives (VFDs), electrical controls, and other critical electrical and control components used to operate and manage the booster pumps serving the Shop Tank; and
WHEREAS, on Friday, September 16, 2026, the existing air conditioning system serving the Shop Booster Tank Building ceased functioning, resulting in the loss of temperature control within the building and creating a risk of excessive heat affecting critical electrical and pump control equipment; and
WHEREAS, maintaining appropriate environmental conditions within the Shop Booster Tank Building is necessary to prevent overheating, malfunction, or premature failure of VFDs, electrical controls, and other critical equipment, which could adversely affect the operation of the booster pumps and the City's ability to maintain reliable water system operations; and WHEREAS, City staff sought to obtain pricing from qualified vendors, and R&K Air Conditioning was the vendor who responded and provided a proposal in the amount of Ten Thousand Five Hundred Dollars ($10,500.00), with prompt installation availability; and WHEREAS, in order to mitigate the risk of equipment damage, potential booster pump interruption, and impacts to essential water system operations, and to avoid delays associated with the normal procurement process, staff proceeded with the emergency acquisition and scheduling of installation services.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Imperial as follows:
1. The City Council hereby ratifies the emergency procurement of a 5-ton replacement air conditioning unit for the Water Treatment Plant (WTP) Shop Booster Tank Building from R&K Air Conditioning in the amount of Ten Thousand Five Hundred Dollars ($10,500.00).
2. The City Council hereby authorizes the installation of the replacement 5-ton air conditioning unit and all associated installation services on an emergency basis.
3. The City Council acknowledges and confirms that the emergency actions taken by City staff were necessary and appropriate to protect critical VFDs, electrical controls, and pump control equipment and to maintain reliable operation of the Shop Booster Tank pumping system.
4. The City Council hereby authorizes the actions set forth herein and ratifies all actions previously taken by City staff to address the failure of the air conditioning system. The City Council further finds and determines that, due to the urgent and unforeseen nature of the circumstances, compliance with applicable competitive bidding requirements was impracticable and would have resulted in unacceptable delay. Accordingly, the emergency did not permit the delay associated with the solicitation of competitive bids, and the actions taken were necessary to immediately respond to and mitigate the emergency and protect critical infrastructure and essential public water services.
PASSED AND ADOPTED by the City Council of the City of Imperial, this 16th day of September, 2026.
________________________________
Ida Obeso-Martinez, Mayor
ATTEST:
__________________________________
City Clerk