HomeMy WebLinkAbout2010/06/30 - Agenda Packet - Speciall1
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AGENDA
REDEVELOPMENT AGENCY
FIRE PROTECTION DISTRICT
CITY COUNCIL
SPECIAL MEETING
Wednesday, June 30, 2010 ~ 4:00 p.m.
Rancho Cucamonga City Hall ~ Tri-Communities Room
10500 Civic Center Drive ~ Rancho Cucamonga, CA 91730-3801
A. CALL TO ORDER
Pledge of Allegiance
2. Roll Call: Chairman/President/Mayor Kurth
Vice ChairmanNice PresidenUMayor Pro Tem Michael
Agency/Board/Councilmembers Gutierrez, Spagnolo and Williams
B. PUBLIC COMMUNICATIONS
This is the time and place for the general public to address the Redevelopment agency, Fire Protection
District and City Council on any item listed or not listed on the agenda. State law prohibits the Agency,
Fire Board or City Council from addressing any issue not previously included on the Agenda. The
Agency, Fire Board or City Council may receive testimony and set the matter for a subsequent meeting.
Comments are to be limited to five minutes per individual or less, as deemed necessary by the Chair,
depending upon the number of individuals desiring to speak. All communications are to be addressed
directly to the Agency, Fire Board or City Council, not to the members of the audience. This is a
professional business meeting and courtesy and decorum are expected. Please refrain from any
debate between audience and speaker, making loud noises, or engaging in any activity, which might be
disruptive to the decorum of the meeting.
The public communications period will not exceed one hour prior to the commencement of the
business portion of the agenda. During this one hour period, all those who wish to speak on a topic
contained in the business portion of the agenda will be given priority, and no further speaker cards for
these business items (with the exception of public hearing items) will be accepted once the business
portion of the agenda commences. Any other public communications which have not concluded
during this one hour period may resume after the regular business portion of the agenda has been
completed.
C. CONSENT CALENDAR -CITY COUNCIL
The following Consent Calendar items are expected to be routine and non-controversial. Theywill be acted upon by the City
Council at one time without discussion. Any item may be removed by a Councilmember for discussion.
C1. AUTHORIZATION TO AWARD A SINGLE SOURCE CONTRACT TO EMCOR SERVICE FOR
EMERGENCY PURCHASE AND INSTALLATION OF TWO 12-TON AIR CONDITIONING
UNITS FOR THE CITY HALL SERVER ROOM IN THE AMOUNT OF $124,890 ($118,290 FOR
THE UNITS PLUS $6,600 FORA 5 YEAR EXTENDED WARRANTY) AND AUTHORIZATION
TO TRANSFER $124,890 FROM ACCOUNT NUMBER 1025001-5417 INTO ACCOUNT
NUMBERS 1025001-5602 ($118,290) AND 1025001-5300 ($6,600) IF NECESSARY.
D. CITY MANAGER'S STAFF REPORTS -CITY COUNCIL
D1. CONSIDERATION OF LATEST BUDGET INFORMATION AND RECOMMENDATIONS
• CURRENT FINANCIAL DATA AND TRENDS
• RECAP OF BUDGETARY ACTION
• SHERIFF CONTRACT RECOMMENDATIONS
• CONTINGENCY PLANNING FOR ADDITIONAL RDA TAKEAWAYS
• CONTINGENCY PLANNING FOR FUTURE MEDICAL INSURANCE AND PERS
CHANGES
E. ADJOURNMENT
I, Debra L. McKay, Assistant City Clerk of the City of Rancho Cucamonga, hereby certify that a true,
accurate copy of the foregoing agenda was posted on June 24, 2010, per Government Code
54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California.
2
STAFF REPORT
PUBLIC WORI:S SERVICES DEP.9RT~'IENT
RANCHO
Date: June 30, 2010 CUCAMONGA
To: Mayor and Members of the City Council
Jack Lam, AICP, City Manager
From: William Wittkopf, Public Works Services Director
Subject: AUTHORIZATION TO AWARD A SINGLE SOURCE CONTRACT TO EMCOR
SERVICE FOR THE PURCHASE AND INSTALLATION OF TWO 12-TON AIR
CONDITIONING UNITS FOR THE CITY HALL SERVER ROOM IN THE AMOUNT OF
$124,890 ($118,290 FOR THE UNITS PLUS $6,600 FORA 5 YEAR EXTENDED
WARRANTY) AND AUTHORIZATION TO TRANSFER $124,890 FROM ACCOUNT
NUMBER 1025001-5417 INTO ACCOUNT NUMBERS 1025001-5602 ($118,290) AND
1025001-5300 ($6,600).
RECOMMENDATION
Staff recommends the City Council authorize the award of a single source contract to EMCOR
Service for the purchase and installation of two 12-ton air conditioning units for the City Hall Server
Room in the amount of $124,890 ($118,290 for the units plus $6,600 fora 5 year extended
warranty) and authorization to transfer $124,890 from account number 1025001-5417 into account
numbers 1025001-5602 ($118,290) and 1025001-5300 ($6,600).
BACKGROUND/ANALYSIS
The main City Hall server room is located on the lower level of the Civic Center. This room houses
a number of the computer servers and other components vital to the City Hall, Library, Animal
Center, and other off-site facility computer systems. Increases in processing speed and modernized
equipment has led to the need to upgrade the server room cooling system. The current air
conditioning system is not capable of providing the necessary climate control for the computer
equipment. To maintain the equipment at the proper temperature (72 degrees or cooler) the facility
house air conditioning system must operate continually. If any of the A/C components fail in the
server room, within minutes it begins to heat up to a point that is not safe for the equipment. As
such, this situation requires immediate attention so as to protect the City's servers, equipment, and
data storage. Facilities and Information Services along with assistance from TMAD Engineering
have developed a plan to address the issue by adding additional cooling capacity.
The new cooling system will require the addition of two 12-ton A/C units. Due to the urgent need to
get the additional units purchased and installed as quickly as possible to reduce the likelihood of
equipment overheating and failure, a quote was obtained from our current HVAC contractor,
EMCOR Service. TMAD Engineering reviewed the proposal for price reasonableness and found it
to be a fair and competitive. Therefore, staff is recommending the single source contract with
EMCOR Service for the purchase and installation of these air conditioning units.
esp c ully s bmitt d,
William Wittkopf
Public Works Services Director
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