The Public Works Department maintains and operates several HVAC systems at City facilities including City Hall, Police Station, Municipal Service Center and various community buildings. Within these buildings, repairs, improvements and monthly maintenance are required to support the temperature control systems and mechanical systems in order for them to operate within manufacturer recommended specifications.  Due to the age of the system each of the components has the potential to fail and require extensive repairs and/or replacements.

Currently, the City has a contract with Harbor Pointe with an annual amount of $50,000, to provide HVAC maintenance requiring technical expertise not available in-house. Outside of planned maintenance and repair activities, Staff experienced two instances of unexpected equipment failure. In October 2020, the Chapman Library had a compressor unit on the rooftop that failed. The replacement cost was $4,944.72.  In November 2020, a cooling tower motor and VFD drive located at City Hall unexpectedly failed due to over-amping. The HVAC system had to be completely shut down for repairs to prevent additional equipment from being damaged. This emergency repair amounted to $18,978.25.

With the combined costs of these emergency repairs of $23,922.97, the current purchase order balance is underfunded by $21,783.83. Staff is requesting to designate these costs as emergency repairs.

The total costs of $23,922.97 will be funded through the General Fund and absorbed within the existing Public Works Building Maintenance budget.

It is recommended that City Council:

• Approve an emergency purchase order to Harbor Pointe for heating, ventilation and air conditioning system (HVAC) repairs in the amount of $23,922.97.

By:  Phil Carter, Facilities Manager