DATE: MAY 7, 2024
DEPARTMENT: LIBRARY AND COMMUNITY SERVICES & PUBLIC WORKS FROM: KRISTAN LUNDQUIST, LIBRARY AND COMMUNITY SERVICES DIRECTOR
DAVID JACOBS, PUBLIC WORKS DIRECTOR
BY: ANA AMBRIZ, RECREATION-PARK SUPERINTENDENT
SEAN SCHMIDT, FACILITIES MAINTENANCE MANAGER
TITLE: EMERGENCY SHERWOOD HALL HVAC CONTROL SYSTEM REPLACEMENT RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the Interim City Manager to execute all necessary documents related to the emergency HVAC Control System Replacement at Sherwood Hall through the existing on-call service contract with ESI for $196,312 to include a 20% ($39,262) contingency for a total amount not to exceed $235,574.
EXECUTIVE SUMMARY:
Sherwood Hall’s HVAC control air system has failed. The system has large air leaks causing the buildings air compressor to operate continually and ultimately fail. The failed control system causes the building to drastically overheat posing issue to facility permittees.
BACKGROUND:
The Public Works Facilities Division has been working with Library and Community Services Recreation-Park Division and the on-call service contractor, Environmental Systems Inc. (ESI) on issues pertaining to Sherwood Hall’s HVAC System for a couple of years. Earlier this year, an organization who rented the facility reached out Recreation-Park staff to inform them of the facility being hot and uncomfortable. Recreation-Park staff immediately reached out to Facilities and came on site to troubleshoot the HVAC system.
On March 13, 2024, Facilities informed Recreation- Park staff that the building’s HVAC control air system had failed. The system was assessed as part of its quarterly maintenance, and it was determined that there were large air leaks causing the buildings air compressor to operate continually and ultimately fail. The failed control system causes the building to drastically overheat and unable to provide code required air requirements for an occupied public space. The assessment recommended to replace the nomadic HVACV control system to digital. The replacement will not only allow Facilities to detect proper function, but it will improve efficiencies by allowing them to address any issues remotely.
Labor and materials are estimated at $196,312.00. A twenty percent (20%) contingency is requested as part of this work to address any unforeseen deficiencies in the system that may be discovered while performing the work.
Staff is seeking Council approval of this replacement of the HVAC Control System 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 system.
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 Division along with the City Manager’s Office have worked together to identify funding for the replacement of the HVAC Control System. The Public Works Facilities Division has been working with Library and Community Services Recreation Park Division to address system failures and bring the item before Council for approval. The Facilities Divisions will ensure timely replacement and proper protocols are followed.
FISCAL AND SUSTAINABILITY IMPACT:
There are sufficient funds within American Rescue Plan Act Funding, Adaptations to City Hall, with said project being updated to “Adaptations to City Hall/City Facility HVAC”.
Replacing the HVAC Control System will create substantial energy savings by having control over the HVAC systems schedule and setpoints.
ATTACHMENTS:
Resolution
Quote
Agreement
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