CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/14/2023
1 SUBJECT:
Approval of Increase of Contingency Budget for New Walk-in Refrigerator/Freezer for the Pacifica Community Center
RECOMMENDED ACTION:
Move to adopt a Resolution entitled, "A Resolution of the City Council of the City of Pacifica Approving an Increase in the Payment Allocation by $2,904.08 for a Total Budget Authority of $118,356.83 for Services and Equipment Provided by Bay Area Mechanical LLC for the Purchase and Installation of a New Walk-In Refrigerator/Freezer for the Pacifica Community Center" and authorize the City Manager to execute all documents related to the agreements.
STAFF CONTACT:
Bob Palacio, Parks, Beaches & Recreation Director
650 738-7382
[email protected]
BACKGROUND/DISCUSSION:
At the regular meeting of the Pacifica City Council held on 2/27/23, the Council approved the construction and purchase of a new walk-in refrigerator/freezer for the Pacifica Community Center main Kitchen. The initial estimate for that service was $104,956.23 with a 10% contingency which brought the approved total to $115,451.85.
Unfortunately, as the old unit was removed there were a number of very serious issues associated with the surrounding walls of the unit. In fact, the southern most wall supports were entirely rotted and needed to be replaced. There was also considerable concrete support and surface work that was needed as a result. The additional work required an additional week of construction and temporary refrigerator and freezer unit storage to be rented. That additional work came to a total of $13,400.60.
The additional work and associated cost was necessary and has been completed. The department is requesting $2904.98 be added to the already approved $115,451.85 in order to finalize payment to Bay Area Mechanical LLC. The funding will come from the same PB&R Special Revenue Fund 28.
ALTERNATIVE ACTION:
No feasible alternative action has been identified.
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.
Pacifica City Council 2
August 14, 2023
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 $118,356.83, which included the additional $2904.98, 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:
Pacifica City Council 3
August 14, 2023
RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING AN INCREASE IN THE PAYMENT ALLOCATION BY $2,904.08 FOR A TOTAL BUDGET AUTHORITY OF $118,356.83 FOR SERVICES AND EQUIPMENT PROVIDED BY BAY AREA
MECHANICAL LLC FOR THE PURCHASE AND INSTALLATION 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 increase the amount previously allocated by City Council by $2,904.98 to fund the additional work necessary for the purchase and installation of the 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, because the City encountered these additional issues with the walls supporting the structure of the unit, and deemed these repairs necessary, there is a need of these additional funds;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize an increase to the payment allocation by $2,904.98 for the new Walk-in Refrigerator/Freezer for the Pacifica Community Center for a final total budget authority of $118,356.83 for services and equipment provided by Bay Area Mechanical LLC. These funds will be allocated from 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 14th day of August 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