City Council Agenda Report
Meeting Date: May 21, 2024
From: Carlos Fandino, City Administrator
Department: City Administration
Submitted by: Sara Sandoval, Senior Administrative Assistant Subject
Report on Emergency Purchase Secured by the City Administrator Recommendation
Receive and file.
Background
Pursuant to Vernon Municipal Code (VMC) Section 3.32.250 regarding emergency purchases, the City Administrator may secure, without competitive bidding, at the lowest obtainable price, any supplies, equipment, or services regardless of the amount of the expenditure to address an immediate and unforeseen risk to health, life, property or the environment. The VMC also requires that the City Administrator provide a report to the City Council relating the circumstances of such emergency purchases/services.
In the Summer of 2023, the Public Works Department utilized the emergency purchasing provision do timely address unforeseen necessary repairs for the City’s heating, ventilation, and air conditioning (HVAC) and AC units. The climate was particularly hot with several heat waves occurring during this time, and temperatures in the City were nearing 100 degrees. The AC system on the South/East wing of City Hall was not functioning properly and failed to cool. It was determined both the motor and a circuit required immediate servicing and a second circuit had low refrigerant levels, necessitating maintenance. Additionally, tenants at three City-owned homes, reported AC system malfunctions necessitating repairs and maintenance.
Extreme temperatures can be dangerous and negatively impact human health and result in heat exhaustion, heat stress, and heat-related illness. Additionally, temperature extremes can worsen chronic health conditions including cardiovascular, respiratory, and diabetes-related conditions.
Children and people over 60 years of age or those with chronic health conditions are most at risk when facing excessive heat. Thus, it is important to maintain living and working conditions at tolerable temperatures (World Health Organization recommends below 89.6° during the day).
Accordingly, the work performed by Western Allied was necessary to address the risk to the health/life of employees in City Hall and tenants in City-owned housing due to the heat waves and high temperatures. Western Allied offered competitive pricing, and is certified to service Trane manufactured equipment, the brand of the specific HVAC and AC- equipment requiring repair. The City Administrator approved the emergency services rendered for a total cost of $3,752.92 and is now providing a report to Council as required by VMC Section 3.32.250.
Fiscal Impact
The total fiscal impact of the emergency authorization was $3,752.92. Sufficient funds were available in General Fund, Public Works Department, Facilities Maintenance Division, Repairs & Maintenance Account No. 011-040-415-529000 for Fiscal Year 2023-24.
Attachments
None.