DATE: OCTOBER 22, 2024
DEPARTMENT: LIBRARY AND COMMUNITY SERVICES & PUBLIC WORKS FROM: KRISTAN LUNDQUIST, LIBRARY AND COMMUNITY
COMMUNITY SERVICES DIRECTOR
DAVID JACOBS, PUBLIC WORKS DIRECTOR
BY: ANA AMBRIZ, RECREATION-PARKS SUPERINTENDENT
SEAN SCHMIDT, FACILITIES MAINTENANCE MANAGER
TITLE: EMERGENCY SHERWOOD HALL HVAC CONTROL SYSTEM REPLACEMENT RECOMMENDED MOTION:
A motion to approve a resolution authorizing the City Manager to execute a contract with Environmental Systems, Inc. (ESI) for Emergency Sherwood Hall HVAC Control System Replacement in the amount of $196,312 to include a 20% ($39,262) contingency for a total amount not to exceed $235,574.
EXECUTIVE SUMMARY:
On May 7, 2024, resolution 22960 was approved for the Emergency Sherwood Hall HVAC Control System Replacement contract. The City of Salinas awarded the contract to Environmental Systems, Inc. for $196,312 to include a 20% ($39,262) contingency for a total amount not to exceed $235,574. Due to delay in parts being received, the original agreement expired on August 30, 2024, leaving the scope of work incomplete. Some parts for the controls have been received. We are still waiting on more parts. We are requesting approval of a new contract with ESI. Contract terms will be from August 31, 2024, to June 30, 2025. Scope of work and contract amounts will remain the same.
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. 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.
Contract was awarded to ESI on May 7, 2024 for $196,312 to include a 20% ($39,262) contingency for a total amount not to exceed $235,574. Due to unforeseen circumstances, the scope of work for the project was not completed. Staff is requesting a new contract for the project because the term of the contract expired on August 30, 2024. New contract terms will be from August 31, 2024 to June 30, 2025.
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). In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378, this matter is not a project. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
CALIFORNIA GOVERNMENT CODE §84308 APPLIES:
NO
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:
Fund
Appropriation
Appropriation
Name
Total Appropriation
Amount for recommendation
FY 24-25 Operating Budget Page
Last Budget Action (Date, Resolution)
3911
50.8170
City Hall Adaptations & Facilities HVAC
pending transfer
$235,574
n/a
11/16/21,22250
12/05/23,22860
04/23/24,22950
ATTACHMENTS:
Resolution
Quote
Agreement for Services 1
Agreement for Services 2
Page | 3
Page | 1
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