HomeMy WebLinkAboutItem 09c - Replacement of Council Chambers HVAC CompressorReso No. 7525 Approve the Purchase Order with
Carrier Corporation
September 05, 2023
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DATE: September 05, 2023
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carmen Masud, Deputy Public Works Director
SUBJECT: RESOLUTION NO. 7525 AUTHORIZING A SUPPLEMENTAL BUDGET
APPROPRIATION FOR THE REPLACEMENT OF THE HVAC
COMPRESSOR IN THE COUNCIL CHAMBERS IN THE AMOUNT OF
$23,778, OFFSET BY A REDUCTION IN THE GENERAL FUND
RESERVE; AND RATIFY THE PURCHASE ORDER WITH CARRIER
CORPORATION FOR THE REPLACMENT OF THE HVAC
COMPRESSOR IN THE COUNCIL CHAMBERS IN THE AMOUNT OF
$30,000
CEQA: Exempt
Recommendation: Adopt and Ratify
SUMMARY
The Heat Ventilation and Air Conditioning (“HVAC”) Compressor in the Council Chambers
experienced a catastrophic failure during the apex of the summer season. The Public
Works Services Department (“PWSD”) issued an emergency Purchase Order with Carrier
Corporation for the replacement of the HVAC Compressor.
It is recommended that the City Council adopt Resolution No. 7525 authorizing a
supplemental budget appropriation for the replacement of the HVAC Compressor in the
Council Chambers in the amount of $23,778, offset by a reduction in the General Fund
Reserve; and approve the Purchase Order with Carrier Corporation for the replacement
of the HVAC Compressor in the Council Chambers, in the amount of $30,000.
BACKGROUND
On Friday, July 21, 2023, the compressor on the HVAC Unit in the Council Chambers
experienced a catastrophic failure. Unsuccessful attempts were made to repair the
compressor, but the compressor was not repairable and had reached the end of its useful
life. The replacement of the entire HVAC unit in the Council Chambers is scheduled in
the Fiscal Year 2023-24 Capital Improvement Program; however, replacement of the
entire unit needs to be ordered and will take several months to arrive. The HVAC
compressor for the Council Chambers was imperative to replace for the HVAC unit to
work properly and provide cooling to the building. The City Council Chambers is the only
Reso No. 7525 Approve the Purchase Order with
Carrier Corporation
September 05, 2023
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building capable of properly broadcasting City Council meetings; therefore, time was of
the essence in replacing the broken part.
DISCUSSION
Since it was necessary to replace the HVAC compressor to utilize the Council Chambers,
an emergency Purchase Order in the amount of $30,000 was issued to Carrier
Corporation for compressor acquisition, delivery, and installation. Carrier Corporation is
the City’s current HVAC supplier and is also a member of Sourcewell, a cooperative
purchasing program. Under City Code Section 2846.1, a purchase order could be issued
without complying with normal bidding procedures when an emergency situation occurs.
Based on the factors identified above, it was determined that replacement of the HVAC
compressor in the Council Chambers qualified as an emergency situation.
Although a PO was issued for $30,000, the actual cost to replace the HVAC compressor
in the Council Chamber was $23,778. For emergency purchase orders, a report on the
emergency and work performed is to be provided at the next regular meeting of the City
Council. The purpose of this agenda item is to comply with the requirements to inform the
City Council and ratify the Purchase Order.
ENVIRONMENTAL ANALYSIS
This Project is considered a Class 1 exemption as defined in Section 15301(a) “Existing
Facilities” projects of the California Environmental Quality Act (“CEQA”), which exempts
projects consisting of the minor alteration of existing public structures.
FISCAL IMPACT
An emergency Purchase Order in the amount of $30,000 was issued to Carrier
Corporation based on estimated equipment/material, delivery, and labor cost. The total
cost to replace the HVAC compressor in the Council Chamber was $23,778 and was not
budgeted. An appropriation of $23,778 from the General Fund Reserve is being
requested. The General Fund Reserve exists to address unforeseen expenditures such
as this and sufficient funds are available to cover this request.
RECOMMENDATION
It is recommended that the City Council determine this project is a Class 1 exemption
under the California Environmental Quality Act (“CEQA”); and adopt Resolution No. 7525
authorizing a supplemental budget appropriation for the replacement of the HVAC
Compressor in the Council Chambers in the amount of $23,778, offset by a reduction in
the General Fund Reserve; and ratifying the Purchase Order with Carrier Corporation for
the replacement of the HVAC Compressor in the Council Chambers, in the amount of
$30,000.
Reso No. 7525 Approve the Purchase Order with
Carrier Corporation
September 05, 2023
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Attachment: Resolution No. 7525