HomeMy WebLinkAbout9/7/2016 - STAFF REPORTS - 1.G. ♦°t p P.LM ap*
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% City Council Staff Report
DATE: September 7, 2016 CONSENT CALENDAR
SUBJECT: AUTHORIZE AN INCREASE OF $22,098.66 TO PURCHASE ORDER
NO. 15-1066 WITH TRANE RENTAL SERVICES FOR EXTENDED
RENTAL OF A 250 TON CHILLER FOR THE AIRPORT
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
Approval of this action will ratify an extension of the rental of a temporary air
conditioning chiller required at the Airport.
RECOMMENDATION:
1. Authorize an increase in the amount of $22,098.66 to Purchase Order No. 15-1066
with Trane Rental Services for an extension of the rental term for a temporary air
conditioning chiller at the Airport; and
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On April 1, 2015, the City Council authorized a Purchase Order in the amount of
$71,695.98 with Trane Rental Services for rental of a temporary 250 ton air conditioning
chiller for an initial 6 month rental term from April 1 through September 30, 2015. The
temporary chiller was required due to the failure of one of the two central plant chillers
located at the Airport, with the remaining operable chiller insufficient to provide
adequate cooling of the Airport throughout the summer. The City had solicited bids for a
temporary chiller, and Trane Rental Services was the low bidder as shown in Table 1.
Vendor Price Quote
Trane Rental Services $71,695.98
Total Environmental, Inc. $81,050.00
Carrier Corporation $87,380.00
La Brea Rentals $93,588.00
The approved monthly rental cost for the temporary chiller provided by Trane Rental
Services is $11,049.33 a month. r
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City Council Staff Report
September 7, 2016- Page 2
Authorize Increase to PO 15-1066
The initial 6 month rental term was extended a period of two months for an increased
cost of $22,098.66, allowing for continued use of the temporary chiller through
November 30, 2015; the extension and increased cost to the Purchase Order was
authorized by the City Manager pursuant to his signature authority for expenditures up
to a cost of $25,000.
The need for the temporary chiller continued while completion and commissioning of the
City's Municipal Co-Generation Plant was underway, and a request was sent by the City
to Trane Rental Services in January 2016 to cancel the rental and remove it from the
Airport. A further extension of the rental term of two months was required for a period
ending on January 31, 2016, and staff recommends that the City Council ratify the
additional two month expenditure of $22,098.66 and authorize an increase in that
amount to Purchase Order No. 15-1066.
ENVIRONMENTAL IMPACT:
The requested City Council action is not a `Project' as defined by the California
Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a 'Project' means the
whole of an action, which has a potential for resulting in either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the
environment. The requested action is to authorize an increased expenditure on a
Purchase Order, and is exempt from CEQA pursuant to Section 15378(b), in that a
'Project' does not include: (5) Organizational or administrative activities of governments
that will not result in direct or indirect physical changes in the environment.
FISCAL IMPACT:
Sufficient funds are budgeted and available in the Airport Fund, Account No. 415-6002-
43200.
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. David eady, Esq.,
Assistant City Manager/City Engineer City Manager
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