CC Resolution 13037 - Agreement with (ESI) for City Hall - HVAC Chiller Replacement Project (No. 24-UU)RESOLUTION NO. 13037
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
APPROVING AN AGREEMENT WITH ENVIRONMENTAL SERVICES, INC. (ESI) TO PROVIDE
EQUIPMENT AND LABOR SERVICES, IN AN AMOUNT NOT TO EXCEED $127,595, FOR
COMPLETION OF THE CITY HALL — HVAC CHILLER REPLACEMENT PROJECT (NO. 24-
UU); AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT AS
SPECIFIED IN CAMPBELL MUNICIPAL CODE SECTION 3.20.100
WHEREAS, the City of Campbell (City) Department of Public Works Building Maintenance Division
has been responsible for evaluating, maintaining, and implementing improvements to meet City
Hall's structural and mechanical needs since it's construction in the early 1970's; and
WHEREAS, although routine maintenance and repairs have been effective, City Hall's operational
needs have increased and placed greater demands on its mechanical systems and their
components; and
WHEREAS, in recent years, these demands have had a significant impact on City Hall's HVAC
system — especially its chiller unit, and
WHEREAS, based on the chiller's original installation approximately 25 years ago, it has reached
a point where many of its components are beyond basic repairs; and
WHEREAS, whenever the chiller is shut down for repairs, it suspends the circulation of cool air
throughout City Hall — impacting the quality of comfort inside the building as indoor temperatures
will continue to rise during that time; and
WHEREAS, between 2022 and 2023, maintenance staff has placed over fifteen service calls to
address several issues related to the City Hall chiller unit; and
WHEREAS, when the chiller's compressor malfunctioned during the summer of 2022, the
building's'indoor temperatures rose to significant levels as repairs took several days to complete;
and
WHEREAS, this incident prompted staff to include the replacement of the City Hall chiller as a CIP
project with the City's proposed budget for FY 2024; and
WHEREAS, while awaiting the budget's approval, maintenance staff developed a scope of work
and subsequent plans to solicit labor and equipment services from various contractors to replace
the City Hall chiller; and
WHEREAS, staff contacted three contractors to submit a quote for labor and equipment services
to replace the chiller unit, with two who submitted proposals before and after the CIP budget was
finalized (Environmental Services Inc. (ESI) and Therma, respectively), and one who ultimately
declined to participate (Control Air Enterprises); and
WHEREAS, in June of 2023, staff completed their evaluations of the bids received after the chiller
replacement was accepted as a CIP project (No. 24-UU) and allocated $150,000 from the City's
Capital Improvement Program for its implementation during FY 2024; and
WHEREAS, based on the results of these efforts, staff is recommending approval of a contract
with ESI, in an amount not to exceed $127,595, to provide labor and equipment services for the
replacement of the City Hall HVAC chiller; and
WHEREAS, staff's recommendation is based on ESI's successful work history with the City and
their qualifications as the lowest, responsive bidder from the project's open bid process; and
WHEREAS, with sufficient funding available for the associated costs as reflected in the City's
approved CIP budget for 'City Hall — HVAC Chiller Replacement (Project No. 24-UU),' Council's
approval would facilitate these efforts and avoid further delays; and
WHEREAS, should the City Council approve the contract's terms of service, staff is also requesting
Council's authorization for the City Manager to subsequently execute said agreement as specified
in Campbell Municipal Code Section 3.20.100.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby:
1) approves a service contract with Environmental Services Inc. (ESI), in an amount not to exceed
$127,595, for the equipment and labor services necessary to complete the City Hall — HVAC Chiller
Replacement Project (No. 24-UU); and 2) authorizes the City Manager to execute said agreement
with ESI as specified in Campbell Municipal Code Section 3.20.100.
PASSED AND ADOPTED this 5th day of September, 2023, by the following roll call vote:
AYES: Councilmembers: Lopez, Scozzola, Furtado, Landry, Bybee
NOES: Councilmembers: None
ABSENT: Councilmembers: None
APPROVED:
Anne Bybee, Mayor
ATTEST:
Andrea Sanders, IVClerk