COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: July 7, 2026
SUBJECT: Adoption of a Resolution Retroactively Authorizing the Emergency Procurement of Two Replacement HVAC Units in The Amount Of $28,099 For Fire Administration and Fire Station 5
Description:
The City Council will consider adopting a Resolution retroactively authorizing the emergency procurement of two replacement HVAC units in the amount of $28,099 for Fire Administration and Fire Station 5.
Environmental Notice: The Project qualifies for a Class 2 Categorical Exemption pursuant to Section 15302 (Replacement or Reconstruction) of t he California Environmental Quality Act State Guidelines.
RECOMMENDATION:
1. Adopt a Resolution retroactively authorizing the replacement of two HVAC units in the amount of $28,099 for Fire Administration and Fire Station 5; and
2. Authorize the City Manager or designee to execute emergency procurements for staff safety purposes using the adopted Unforeseen Facility Repairs account provided such procurements are within the scope of the definition of emergency procurements and are within the adopted budgeted account.
BACKGROUND:
During the FY 2025-26, two HVAC units serving Fire Administration and Fire Station 5 experienced critical failures. Evaluation by HVAC contractors determined that the units had reached the end of their usef ul lives and utilized R -22 (Freon) refrigerant. Due to federal and state environmental regulations, including CARB compliance requirements, R-22 refrigerant is no longer manufactured for use in new equipment, making repairs impractical and cost-prohibitive.
The failures affected the ability of the facilities to maintain appropriate indoor environmental conditions and required prompt action to support continued operations.
Staff proceeded with the emergency replacement of the units using available funding within the adopted Unforeseen Facility Repairs budget.
The City’s purchasing policies allow s for the City Manager to authorize emergency procurements when immediate action is necessary to protect public health, safety, 2 welfare, or City property. Staff determined that replacement of the failed units was necessary and in the best interest of the City.
DISCUSSION:
The replacement of the HVAC units at Fire Administration and Fire Station 5 was necessary to maintain safe working conditions and support uninterrupted fire department operations. Delaying the procurement process could have exposed employees to unsafe indoor temperatures, adversely affected workplace conditions, and potentially disrupted essential public safety services.
To improve the City’s ability to respond to similar facility-related emergencies in the future, staff recommend authorizing the City, or their designee, to execute emergency procurements for staff safety -related facility repairs when such purchas es meet the definition of an emergency procurement and are funded within the adopted Unforeseen Facility Repairs account. This authorization would allow staff to respond promptly to urgent facility failures while maintaining compliance with budgetary controls and reporting requirements.
The proposed authorization is intended to address unforeseen facility conditions that require immediate corrective action to protect employee safety, preserve City assets, and maintain operational continuity. Staff will con tinue to bring significant emergency expenditures to the City Council for ratification as required by City policy and applicable regulations.
Alternative(s)
The City Council could choose not to authorize staff to make emergency procurements for facility repairs; however, this is not recommended to ensure safety compliance.
Fiscal Considerations
Staff is not requesting additional funding for this procurement. The emergency purchase of two HVAC units in the amount of $28,099 was funded though the FY 2025-26 adopted budget in the Unforeseen Facility Repairs account 6200|FD100|CC1150|SC3610.
Impact on the Community
The emergency procurement of the two HVAC Unit s for Fire Administration and Fire Station 5 was required to comply with Cal OSHA heat illness prevention and air quality compliance laws.
ATTACHMENT(S)
A. Resolution