Report to Mayor and City Council
Tuesday, November 21, 2023
Consent
SUBJECT:
Title
NOTIFICATION OF EMERGENCY PURCHASE ORDER TO UNIVERSITY MECHANICAL AND ENGINEERING CONTRACTORS INC., AND TOTAL ENVIRONMENTAL MANAGEMENT INC. FOR THE REPAIR OF THE DAMAGED BOILER CIRCULATING PUMP, A COMPONENT OF THE HVAC SYSTEM AT CITY HALL (CITY COUNCIL)
Body
I. SUMMARY
On October 5th, 2023, it was discovered that the boiler circulating pump, which is a crucial part of the heating, ventilation, and air conditioning (HVAC) system at City Hall, was leaking and damaged beyond repair. The Public Works Department took immediate action and contacted the University Mechanical and Engineering Contractors to replace the damaged components. The estimated cost of this repair was $54,050. The contractors quickly ordered the necessary parts and scheduled the work to be done at the earliest possible time.
To ensure that the building had temporary heating until the HVAC system could be permanently repaired, Total Environmental Management was contacted to provide temporary equipment at a cost of $7,650. This temporary equipment was able to maintain a comfortable temperature within the building while the HVAC system was under repair.
The Public Works Department deemed this an emergency and was issued a purchase order (Exhibit 1 and Exhibit 2) according to Carson Municipal Code ("CMC") Section 2611(d)(1). An emergency procurement report is required when an emergency situation occurs that demands immediate delivery of goods or services to prevent or mitigate the loss of life, health, property, or essential public services.
Expenditures made during a locally declared emergency or in an emergency situation must be reported to the City Council at the next regular City Council meeting if approval for such expenses is subject to the approval of the City Council. In this case, since the cost was over $50,000, City Council's approval is required.
II. RECOMMENDATION
Recommendation
RECEIVE and FILE
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