CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
2/27/2023
1 SUBJECT:
Approval of Purchase, Including Demolition, of a Walk-in Refrigerator/Freezer for the Pacifica Community Center
RECOMMENDED ACTION:
Approve the following action to:
A. Approve Purchase Agreement with Bay Area Mechanical LLC for $104,956.23 plus a 10% contingency to purchase a newly onsite constructed walk-in refrigerator/freezer for a total of $115,451.85
B. Adopt the Resolution to Approve Agreement to purchase a new onsite walk-in refrigerator/freezer for the Pacifica Community Center main kitchen and authorize the City Manager to execute all documents related to these agreements.
C. Amend the FY 2022-23 Budget to appropriate the cost of the repairs and contingency for a total of $115,451.85 in the PB&R Special Revenue Fund 28.
STAFF CONTACT:
Bob Palacio, Director, Parks Beaches and Recreation
(650) 738-7382
[email protected]
Beth Phipps, Recreation Supervisor Senior Services
(650) 738-7352
[email protected]
BACKGROUND/DISCUSSION:
The City of Pacifica’s Community Recreation Center needs a new Walk-in Refrigerator/Freezer unit. The current unit, which is over 30 years old, continues to fail. Public Works has determined that the unit is beyond its useful life and can no longer continue to be repaired. The unit has also started to repeatedly leak and accumulate ice on the floor of the unit which is a safety hazard for staff.
The Walk-in Refrigerator/Freezer Unit is primarily used to service the Seniors Hot Lunch and the Meals on Wheels programs throughout the year. Therefore, for those programs to continue, a new unit must be installed.
Public Works and PB&R staff solicited quotes from 3 separate vendors. It was determined by staff that only 1 respondent, Bay Area Mechanical, provided enough detail regarding demolition, construction, temporary freezer/refrigeration storage, and a schematic of the final unit to warrant purchasing services. Bay Area Mechanical was the highest of the 3 quotes, however, their quote was most inclusive and knowledgeable of the work that is needed to be done to complete a quality project.
Pacifica City Council 2
February 27, 2023
The 3 Companies and their quotes were as follows:
• Cool Rite Refrigeration Inc - $98,100
• Market Mechanical - $80,000 (little to no detail provided in quote) • Bay Area Mechanical - $104,956. 23
ALTERNATIVE ACTION:
Council may choose not to approve the Purchase Agreement, which would potentially result in the discontinuation of the Seniors Lunch and Meals on Wheels Programs RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
“An Engaged Community” includes creating opportunities to expand public participation, increase communication, and build community post-COVID.
FISCAL IMPACT:
The project will be funded by the Sirkka Niukkanen Trust Fund (PB&R Special Revenue Fund 28) dedicated to senior programs and services. The total of $115,451.85 (including contingency) will be appropriated from the available fund balance in the Fund 28 to cover the cost of this purchase. The current fund balance of the Fund 28 is over $2.1 million and is sufficient to accommodate this emergency purchase.
ORIGINATED BY:
Parks, Beaches & Recreation Department
ATTACHMENT LIST:
Attachment 1 Bay Area Mechanical Refrigerator Freezer Quote (PDF) Pacifica City Council 3
February 27, 2023
RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING
AGREEMENT OF THE PURCHASE OF A NEW WALK-IN REFRIGERATOR/FREEZER FOR
THE PACIFICA COMMUNITY CENTER
WHEREAS, the City provides a Senior Hot Lunch and a Meals on Wheels program that requires the use of a working Walk-in Refrigerator/Freezer unit; and WHEREAS, the City desires to purchase a new Walk-in Refrigeration/Freezer for the Pacifica Community Center located at 540 Crespi Drive, Pacifica, CA 94044 with the use of the Sirkka Niukkanen Trust Fund which is dedicated for senior services and its’ programs; and
WHEREAS, the City is selecting to purchase from the company that provided the most detailed and complete quote for purchases and service.
NOW, THEREFORE, THE CITY COUNCIL HEREBY RESOLVES:
The City Council of the City of Pacifica hereby approves the purchase a new Walk-in Refrigerator/Freezer for the Pacifica Community Center in the amount not to exceed $115,451.85 from Bay Area Mechanical LLC and amend the FY 2022-23 Budget to appropriate these funds in the PB&R Special Revenue Fund (Fund 28). • • • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 27th day of February 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney