CITY OF POMONA
COUNCIL REPORT
May 1, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Michael Ellis, Chief of Police
SUBJECT: AMEND THE RATIFICATION OF EXPENSES FOR THE EMERGENCY REPAIR OF THE POMONA POLICE BUILDING HEATING, VENTILATION AND AIR CONDITIONING (HVAC) SYSTEM TO SIEMENS INDUSTRY, INC.
RECOMMENDATION:
It is recommended that the City Council amend the ratification of expenses for an authorized emergency repair of the Pomona Police Building heating, ventilation and air conditioning (HVAC) system to Siemens Industry, Inc. per Pomona City Code section §2-998.
EXECUTIVE SUMMARY:
On June 9, 2022, there was a total shut down of the Pomona Police Department’s heating, ventilation and air conditioning (HVAC) system. Staff worked to ensure repairs were made on a temporary basis and secured a quote for permanent equipment purchase and repair of the system. A second failure occurred on January 26, 2023 resulting in additional costs. The recommended actions will ratify the expenses of the emergency purchase, as per Pomona City Code (P.C.C.) section §2-998.
FISCAL IMPACT:
Funds for the emergency work are available in the FY 2022-23 Operational Budget account number, 101-2003-52170-00000. The recommended actions will ratify the expenses of $13,350 to Siemens Industry, Inc. for additional emergency HVAC replacement parts for a total amount of $90,970.
PREVIOUS RELATED ACTION:
On August 15, 2022, City Council approved the ratification of expenses related to the repair and purchase of the Police building HVAC system.
DISCUSSION:
On Thursday, June 9, 2022, the Pomona Police Department’s HVAC system ceased operation. Attempts by our facility personnel to restart the system failed. A Siemens’ technician identified that one of the system’s two compressors had shorted out causing a shutdown of the system. On June 9, 2022, Staff worked with the Purchasing Manager to make an “Emergency Purchase” using Pomona City Code (P.C.C.) §2-998. The Purchasing Manager authorized an emergency purchase based on the authority granted in P.C.C. §2-998 due to the time sensitivity and impact on police operations.
The above item was presented for Council Action on August 15, 2022 and due to another system failure, additional parts and service were needed on January 26, 2023. The Purchasing Manager, using emergency authorization P.C.C. §2-998, authorized this purchase. City Code requires City Council approval of any procurement that exceeds $50,000 at the earliest opportunity after the conclusion of the emergency repair/replacement.
Prepared by:
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Claudia Huerta
Administrative Services Manager
Amend the ratification of expenses to Siemens Industry, Inc.