DATE: JUNE 14, 2022
DEPARTMENT: PUBLIC WORKS, FACILITIES MAINTENANCE DIVISION FROM: DAVID JACOBS, PUBLIC WORKS DIRECTOR
BY: RONALD PATTERSON, FLEET MAINTENANCE MANANGER
TITLE: RATIFICATION TO AGREEMENT SIGNED MAY 3RD, 2022 WITH ENVIRONMENTAL SYSTEMS INC (FIRE STATION #4 FURNACE REPLACEMENT.
RECOMMENDED MOTION:
It is recommended that City Council approve a resolution authorizing the replacement of two 1965 Janitrol model 20-225 HVAC units that were identified as unsafe during an inspection with two new units.
RECOMMENDATION:
It is recommended that City Council approve a resolution authorizing the direct purchase and installation of the aforementioned equipment at a total cost of $48,112.00. It is further recommended that a contingency of 10% be allowed for any price increase due to market volatility.
BACKGROUND:
Facilities Maintenance in conjunction with Environmental Systems Inc (ESI) conducted an inspection on the HVAC equipment at fire station #4 in April of this year. During the inspection the unit that supplies the dormitory was identified as having failed and was no longer supplying any heat or air. The unit that was supplying the other living space had a suspected failed heat exchanger. To get a proper inspection on the unit. It required it to be torn apart. This was not a good option due to the age of the unit as well as the other unit having already failed. The units date to 1965 and are well past their life expectancies. Since both units were put out of service we needed to move as quickly as possible to get the necessary repairs made. We requested a quote from ESI to replace the units with current models. It was further requested that we add the Air Conditioning coils and condensers at the same time so the station will have heating and cooling since this is a 24/7 facility. In the interest of getting heat back to the staff at the station we moved forward with only one quote. Furthermore, with parts availability being an issue and having two units available We entered into an agreement on May 3rd, 2022 with Environmental Systems Inc to perform the needed work at a cost of $48,112.00. The new units will meet current standards for efficiency.
Council has the authority to approve these purchases under Municipal Code Section 12-27 – Exceptions (due to the nature of the purchase, low-bid based competition is not likely to serve the best interest of the city, yield the best value to the city, or result in the lowest price). Furthermore, Section 12-24 Emergency purchases (In case of emergency affecting the public’s health and safety, the purchasing agent and the city manager are authorized to purchase supplies, materials, equipment or contractual services required for such emergency, without regard to amount limitation or prior approval by the city council.) CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
The requested Council action directly relates to Council’s Strategic Plans or Goal of providing “Infrastructure and Environmental Sustainability”. The replacement of the failed heater units will provide a healthy as safe work environment.
DEPARTMENTAL COORDINATION:
Facility Maintenance, in coordination with the Fire Department determined that the work being performed meets both the needs of the Facilities Department as well as the Fire Department. The Finance Department will coordinate the purchase.
FISCAL AND SUSTAINABILITY IMPACT:
Funds are appropriated and available in the American Rescue Plan Act account (3911.45.9541-66.4000).
ATTACHMENTS:
Agreement for Services
Bonds
Resolution
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