DATE: OCTOBER 24, 2023
DEPARTMENT: PUBLIC WORKS & ADMINISTRATION
FROM: DAVID JACOBS, PE, PLS, PUBLIC WORKS DIRECTOR
BY: SEAN SCHMIDT, FACILITIES MAINTENANCE MANAGER
PATRICIA M. BARAJAS, CITY CLERK
TITLE: EMERGENCY ROTUNDA HVAC SYSTEM REPLACEMENT
RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the emergency replacement of the Rotunda HVAC system as part of the existing on-call service contract with Environmental Systems Inc. (ESI) for $139,660 to include a 20% ($27,932) contingency for a total cost not to exceed $167,592; and authorize the Interim City Manager to execute all necessary documents related to the HVAC System Replacement.
EXECUTIVE SUMMARY:
During the City Hall Emergency Roof Repair Project and following shut down of the first floor HVAC system, it was also discovered that air handling system handling the Rotunda has failed and is not repairable. The Rotunda HVAC system is 20 years old. Parts are no longer readily available, and it has numerous issues that cannot be repaired.
BACKGROUND:
On April 4, 2023, City Council approved Resolution No. 22627 awarding an emergency construction contract for the City Hall Emergency Roof Repair. Following shutdown of the system on the last week of July 2023, the on-call service contractor, ESI, reported that the Rotunda HVAC failed and was not repairable. ESI reported that the condenser coil in the HVAC unit is deteriorating, and the fins are falling. The unit is unable to be serviced and or have the condenser coil cleaned as part of its regular maintenance. The chiller which serves two separate air handlers, are inoperative and unable to provide code required outside air requirements for an occupied public space.
Due to manufacturing and shipping constraints, there is a 12 to 16-week lead time for equipment delivery. This is a like-in-kind maintenance replacement project. Labor and materials are estimated at $139,660. A twenty percent (20%) contingency is requested as part of this work to address any unforeseen deficiencies in the system that may be discovered following removal.
Staff is seeking Council approval of this replacement of the HVAC pursuant to Section 12-27 of the Salinas Municipal Code, staff is requesting exceptions to competitive bidding for this agreement given that ESI is the City’s on-call service contractor for the HVAC systems and is familiar with the system and that competitive bidding of this item would further extend the timeline for replacement of the unit.
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:
This project addresses the current City Council’s Goals of Infrastructure and Environmental Sustainability by improving city facilities.
DEPARTMENTAL COORDINATION:
The Facilities Maintenance division along with the City Engineer have collaborated to determine the need of the HVAC replacement in the Rotunda. Continued ongoing partnership between the divisions of Public Works will ensure timely replacement and proper safety protocols are followed. With an approved replacement plan, Facilities Maintenance division will work with those divisions who the replacement will affect to ensure a smooth transition and have minimal impact on work efficiency.
FISCAL AND SUSTAINABILITY IMPACT:
Funding for this project is available and appropriated in 3911.50.8170.
ATTACHMENTS:
Resolution
Quote
Agreement
Page | 3
Page | 1
CITY OF SALINASCOUNCIL STAFF REPORTCITY OF SALINASCOUNCIL STAFF REPORT
CITY OF SALINAS
COUNCIL STAFF REPORT
CITY OF SALINAS
COUNCIL STAFF REPORT