MEETING DATE:
FEBRUARY 25, 2025
SUBJECT:
Title
RESOLUTION NO. 2025-9410 - AUTHORIZING THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE AN EMERGENCY CONTRACT FOR THE REPAIR AND/OR REPLACEMENT OF CITY FACILITY HVAC SYSTEMS LOCATED AT 180 WEST MISSION ROAD, AND AUTHORIZING THE APPROPRIATION OF EMERGENCY RESERVE FUNDS INTO THE OPERATING AND CAPITAL IMPROVEMENT PROGRAM AS NECESSARY
Body
Recommendation
Recommendation
ADOPT resolution authorizing the City Manager to negotiate, finalize, and execute an emergency contract for the repair and/or replacement of City facility HVAC systems located at 180 West Mission Road, and appropriating emergency reserves into the operating and capital improvement program as necessary.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Good Governance
Executive Summary
A critical City facility, located at 180 West Mission Road, has experienced failure of its HVAC systems necessitating immediate repair. Staff recommends that the City Council find this failure to constitute an unforeseen emergency requiring the initiation of emergency contracts and appropriating associated funds.
Discussion
A critical City facility, located at 180 West Mission Road, is currently experiencing severe failure of its Heating, Ventilation, and Air Conditioning (HVAC) system. The system has progressively deteriorated over time due to age, operational strain, and it codependency on equipment that also serves adjacent City facilities. The most recent failure of the system cannot be serviced in a way to allow it to become fully and reliably operable.
The failing system has led to indoor temperature fluctuations, insufficient ventilation, and poor air quality. The City has temporarily resolved the issue through the use of interim measures; however, existing equipment and systems need to be replaced for the facility to return to full efficiency.
Given the critical nature of the failure, and its ability to affect the continued operation and services of the affected Departments, staff recommends the City Council designate this failure of HVAC systems an emergency as provided for in the Purchasing provisions of the San Marcos Municipal Code (SMMC 2.30.120) and that it delegate to the City Manager the authority to negotiate, finalize, and execute agreements as necessary to repair the HVAC system at 180 West Mission Road.
The City does not have funds currently appropriated for the proposed repair, but it does have initial estimates for repair. Staff recommends that a not-to-exceed amount of $3,000,000 be appropriated from the City’s Catastrophic/Emergency Reserve fund, and that the City Council further delegate to and authorize the City Manager to appropriate those funds into the most appropriate operating and Capital Improvement Program budgets as necessary to effectuate the repair.
Environmental Review
The Project is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301 Class 1 (Existing Facilities) and/or section 15302 (Replacement or Reconstruction). The Project consists of reconstruction of an existing HVAC system. Therefore, the Project would not have a significant effect on the environment and is categorically exempt from the requirement for the preparation of environmental documents.
Fiscal Impact
The proposed action would appropriate an amount not to exceed $3,00,000 into the City’s Fiscal Year 2024-25 Operating and Capital Improvement Project Budget for the HVAC repairs and any other associated work. The action allows the funds to be allocated by the City Manager in the General Fund and/or capital improvement project budgets as appropriate. Funding would be provided by the City’s Catastrophic/Emergency Reserve fund, which will be replenished per policy.
Attachment(s)
Resolution
Prepared by: Isaac Etchamendy, Development Services Director/City Engineer
Reviewed by: Dan Barron, Fire Chief/Director of Public Safety
Approved by: Michelle Bender, City Manager