ACTION:
____________________________
Clerk/Secretary
Department: Public Works Item No:
Prepared by: Leslie Webb-Blanco, Management Assistant Meeting Date: April 26, 2022 Approved by:
Kuna Muthusamy, Director
Patrick Johnson, City Manager Agenda Location: Consent Calendar SUBJECT: AGREEMENT WITH CLIMATEC, LLC FOR CIVIC CENTER HVAC TECHNICAL SUPPORT
SERVICES
RECOMMENDATION: Adopt City Council Resolution No. 2022- approving the agreement with Climatec, LLC for Civic Center HVAC services.
CORRELATION TO CITY COUNCIL GOALS: Routine operational item not directly corresponding to a specific City Council goal.
PRIOR ACTION: None.
STATEMENT ON THE SUBJECT: Climatec, LLC (Climatec) originally provided software design and construction services for facility heating, ventilation and air conditioning system (HVAC) at the City’s Civic Center. Since project completion in 2010, they have provided specialized HVAC system programing and technical support services for the system. Furthermore, Climatec has worked with Facilities Maintenance staff to develop programing specific to the unique needs of the facility and have experience to optimize the HVAC Energy Management & Control System (EMCS) performance. At this time, a system retrofit is needed to align with current technology, maintain proper efficiencies, and avoid down time.
Staff recommends approval of the comprehensive five-year agreement with Climatec for HVAC system retrofit and technical support services. The agreement will enhance system capability by integrating and programming new software and replacing discontinued hardware to achieve optimal system performance and energy management. The $81,450 agreement is inclusive of hardware, software, and programming necessary for the retrofit as well as ongoing monitoring and technical support services for the five-year term.
Due to the unique nature of the individualized programming services provided by Climatec and their knowledge of the existing operating system, staff recommends forgoing the normal bidding procedure based on Vista Municipal Code (VMC) Section 3.08.150 P, which states that the City Manager, after consultation with the City Attorney, may determine in writing that an informal or formal bidding process is infeasible, impractical, or otherwise not in the best interest of the City.
FISCAL IMPACT: The agreement with Climatec, LLC will have a cumulative ceiling of $81,450, including the initial retrofit cost of $12,990. Sufficient funding is available in Fiscal Year 2021/22 and 2022/23 AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
C12
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Approved above recommendation, adopted City Council Resolution No. 2022-58.
Vote: 5-0
MEETING DATE: April 26, 2022 PAGE 2
SUBJECT: AGREEMENT WITH CLIMATEC, LLC. FOR CIVIC CENTER HVAC TECHNICAL SUPPORT
SERVICES
Operating Budgets in the Facilities Maintenance Account (No. 6020155.531700). Funding for subsequent years will be included in yearly budget preparations.
EXHIBITS:
1.City Council Resolution No. 2022- , approving the agreement with Climatec, LLC for Civic Center HVAC Technical Support Services
2.Agreement with Climatec, LLC
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00106890 2
RESOLUTION NO. 2022-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, APPROVING THE AGREEMENT WITH CLIMATEC, LLC
FOR CIVIC CENTER HVAC TECHNICAL SUPPORT SERVICES
The City Council of the City of Vista does resolve as follows:
1.Findings. The City Council hereby finds and declares the following:
A.The City desires to enter into an agreement with Climatec, LLC for Civic Center HVAC technical support services.
B.Climatec, LLC provides programing and support not matched by other contractors.
C.Due to the unique nature of the individualized programming services provided by Climatec, LLC, staff believes it is in the City’s best interest to forgo competitive bidding procedures pursuant to the City’s Municipal Code Section 3.08.150 (P).
2.Action.
A.The Agreement between the City of Vista and Climatec, LLC for Civic Center HVAC technical support services, dated April 26, 2022 is approved, and the Mayor is authorized to sign the Agreement on behalf of the City.
B.The City Manager is authorized to execute all amendments extending the term of the Agreement, as authorized by the Agreement.
3.Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on April 26, 2022, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
DAROLD PIEPER, CITY ATTORNEY
By:
APPROVED
Darold Pieper
20220411155537
JUDY RITTER, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
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