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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JANUARY 21, 2014 <br />TITLE: <br />PAYMENT AUTHORIZATION <br />FOR URGENT HVAC <br />EQUIPMENT REPAIRS <br />(SPEC. NO. 13 -077) <br />CITY MANAGER <br />I: axi17 IT, I IT, l:4k 1 vTam�g <br />CLERK OF COUNCIL USE ONLY: <br />a-•:• M W <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1s'Reading <br />❑ Ordinance on 2 "d Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize payment to Trane for urgent HVAC equipment repairs at the Ross Annex in the amount <br />of $22,700, and increase the aggregate limit for HVAC equipment inspections, maintenance and <br />repairs in an amount not to exceed $25,000. <br />DISCUSSION <br />The Finance and Management Services Building Maintenance Division is responsible for <br />maintaining mechanical systems, including heating and air conditioning equipment in public <br />buildings. To ensure these systems are in good working condition, staff conducts periodic <br />inspections of chillers and boilers. During an inspection of the Ross Annex facility HVAC system, it <br />was revealed that the equipment was overrunning the ventilation systems with no thermostat control <br />resulting in an increase in electrical consumption and extreme cold conditions. As such, the failed <br />HVAC equipment required immediate repair. <br />The HVAC systems that support the Ross Annex are proprietary Trane equipment; therefore, Trane <br />technicians were instructed to conduct a system evaluation. The evaluation and repair work was <br />more extensive than originally anticipated which required two weeks in labor hours. Additionally, <br />Trane provides routine HVAC equipment inspections, maintenance and repairs. The urgent HVAC <br />equipment repairs at the Ross Annex facility, when combined with previous services during the <br />current fiscal year, exceed the $25,000 aggregate limit. In order to facilitate future services, staff <br />recommends approval of the recommended action. <br />FISCAL IMPACT <br />Fifty percent of the funds are available in each the Finance and Management Services Agency <br />Building Maintenance account (no. 07310100 - 62322) and the Treasury and Customer Services <br />account (no. 01110130- 62322). <br />Francisco Gutierrez <br />Executive Director <br />Finance and Management Services Agency <br />2221C_1 <br />